Create and edit invoices
Start a new invoice in the mobile app, or choose Add Document → Invoice from the project panel on related work. Starting from a project keeps the new invoice connected to that work.
Build the invoice
- Select the Client. Check the billing details and recipient before continuing.
- Choose the currency before adding items. Currency is locked once the invoice contains line items.
- Add the work or products you are charging for. Review descriptions, quantities, prices, and tax treatment.
- Set Payment Terms and check the resulting due date.
- Add the payment methods you want the client to use.
- Review the discount, invoice note, and terms and conditions.
- Choose whether to Send Email, then continue to the preview.
A client is required before review and issue. With Send Email enabled, choose a valid Recipient Email; issuing without email is also supported.
Choose your line items
| Source | What to check |
|---|---|
| Custom item | Enter a clear description, quantity, and price for this invoice. |
| Price Book | Check the selected price, unit, quantity, and any client-specific pricing. |
| Expense | Select an eligible expense and review its customer charge and tax compatibility. |
| Connected quotes | Review the accepted quotes offered by Create From Quote and check the resulting invoice lines. |
Normal invoice lines can be edited while preparing the draft. Expense-derived lines remain linked to the expense and are not edited like ordinary custom lines. An expense may be unavailable because its currency or tax setup is incompatible, or because it is already linked elsewhere.
See Use prices on documents, Link expenses and charge customers, and Create an invoice from quotes. Prefilled lines still need review, including whether any work has already been billed.
Tax and discounts
Check Tax Treatment and the tax shown on the items and totals. Available choices depend on your business and the document. Review the final preview after changing tax or prices.
Add at least one line before applying a discount. Discounts can use a fixed amount or percentage. A discount changes the amount due; it does not record money received. Review any payment or credit amounts again after reducing the total.
Money already received and client credit
Use Record Payment Received for money the client has already paid before issue. Use Apply Client Credit for available credit from their open credit notes. These reduce the remaining balance through different records.
The recorded payment cannot exceed the final discounted total. Credit is limited to the balance left after that payment. If you change the invoice and the amounts no longer fit, adjust them before continuing. See Record payments and Client credit.
Save and return to a draft
In the preview, tap Save Draft below the main issue action. Saving a draft does not issue the invoice or email the client. Reopen the draft to continue editing and review it again before issuing.
The suggested invoice number is provisional until issue. A draft does not reserve that number, so the final number may differ from the one you first saw. If you enter a number yourself, resolve any duplicate-number warning. With Xero connected, the app can also check whether the number is already used there; a failed availability check is not confirmation that the number is free.
Use Delete Draft in the draft's Actions when the draft is no longer needed. For an invoice already issued, use the credit-note correction flow instead of treating it as an editable draft.