Create an invoice

Create an invoice from scratch when you are billing fees or anything that isn't on a purchase order. To bill FF&E items already ordered, create the invoice from purchase orders instead.

Before you start

• You need permission to edit finance (admins have it by default).
• The project must have a client, and the client needs an email address if you plan to email the invoice.
• Check the project's VAT rate and FF&E rate. The invoice copies them when you create it.

Steps

1. Go to Finance and click New invoice.
2. Under Details, open Project and choose the project. Billed to fills in with the project's client.
3. Set the Issue date and Due date.
4. Under Payment details, check the UK payments and International payments accounts. Your studio's default accounts are used if you leave these alone.
5. Under Line items, enter a Description, Qty and Unit price for each line. Click Add line for more.
6. If you are charging delivery, enter it in Delivery charge under Summary.
7. Check the Summary, then click Save draft. Don't click Send invoice unless your client already has the invoice: it marks it as Sent and approves it in Xero, but it doesn't email the client. See Send invoice or Send to Client.

What happens next

• The invoice is saved as Draft and you return to Finance.
• If Xero is connected, a draft copy is created in Xero straight away.
• Nothing is sent to the client. When you are ready, email it with Send to Client.

Good to know

• A line needs a description, a quantity above 0 and a price above 0. Lines missing any of these are left off when you save.
• The invoice is in your studio's default currency. There is no currency picker on this page.
• If the project has an FF&E rate, an FF&E fee is added to the invoice when it is saved. You'll see it on the invoice page.
• Choosing No UK account or No international account doesn't leave the slot blank: the studio's default account is used if one exists.