Creating an invoice

An invoice is the bill for a job. Most invoices start as an approved quote, so the client is billed exactly what they agreed to. You can also create one from scratch when there is no quote behind the work.

1. Open the approved quote.
2. Click Convert to Invoice.
3. Review the new invoice. The line items and totals are copied over, so there is nothing to retype.

When there is no quote, create the invoice directly from the Invoices page. New invoices start as drafts, and you add what you are billing for in the line item grid on the invoice itself.

Line items live on the invoice's Overview tab in a spreadsheet-style grid. Click any cell and type. Press Enter to move down a row, and again on the last row to add a new one. The arrow keys move between cells, and New row at the bottom adds one at any time.

1. Copy rows from a spreadsheet and paste them into the grid to create a line for each row.
2. Click SKU on a row to fill its description, unit, rate, and cost from your saved price list.
3. Drag the handle on the left of a row to reorder it, and tick the row checkboxes to duplicate or delete several rows at once.

Nothing needs saving by hand. Every edit saves on its own and the marker in the Line Items header reads All changes saved once it lands.

The footer below the grid sets a Discount, either a dollar amount or a percentage chosen with the $ and % buttons inside the field, and a Tax rate as a percentage, the same way quotes work. The Client view button beside them controls which columns print on the client's copy: quantities, unit prices, line totals, and the grand total. Cost and margin are internal and never printed. Use Preview Document in the Line Items header to see the exact PDF in a modal before generating it, and watch the Generated PDF preview in the right rail, whose colored header turns amber when the invoice has changed since the last PDF was generated.

OneTool numbers invoices for you automatically, starting at INV-000001. Each invoice is in one of five statuses:

• Draft: you are still working on it, and it is not visible in the client portal.
• Sent: the client has been billed and payment is open.
• Paid: the invoice is settled.
• Overdue: the invoice is sent and its due date has passed. It shows as overdue until it is paid.
• Cancelled: the invoice is void.

The buttons at the top of the invoice change with its status:

• A draft shows Mark as Sent and Mark as Paid.
• A sent or overdue invoice shows Mark as Paid and Revert to Draft.
• A paid invoice shows Reopen.
• A cancelled invoice shows Reopen (Draft).

Send to Client is available until the invoice is paid or cancelled, and reads Resend to Client once it has gone out. Generate PDF produces a PDF copy of the invoice and is always available, and Cancel asks for confirmation before it voids the invoice.