Invoice a customer
Bill a customer for work that is not a collection: a repair you did for another operator, parts you sold, a game you set up for an event. Write the invoice, print or email it, and mark it paid when the money arrives.
Write an invoice
Open Reports, choose Invoices, and press New invoice. Invoices need Pro, and only owners and managers can open them.
Pick who you are billing under Bill to. The customer is one of your contacts, and you can add a new contact from the same picker. Put their address and email on the contact and both print on the invoice.
Add a line for each thing you are charging for, with a description, a quantity and a unit price. Use the quantity for hours of labor or a count of parts. Press Add line for the next one, and the total adds up as you type.
Set a due date if you want Pinventory to flag the invoice as overdue, and use Notes for payment terms or how to pay you. The notes print on the invoice.
Invoice numbers
Leave the invoice number empty and Pinventory gives the invoice the next number, starting at INV-0001.
Moving over from another system? Type the number you are up to on your first invoice, and the ones after it carry on from there.
Print it or email it
Press Preview / Print on a saved invoice to open it as a PDF, with your logo, your business address and the customer's. Print it from there or save the file. On the mobile app it opens the share sheet.
Press Email to send the same PDF from Pinventory. The customer's email is filled in, and you can send to up to five addresses.
Replies come to your business email, and you get your own copy of what the customer received. Set a business email in Settings so every invoice uses the same address.
The name, address, phone and email at the top of the invoice come from your business profile in Settings. Fill those in before you send your first one.
Mark it paid
Press Mark paid when the money arrives, and set the date, how they paid, and a check number or reference if you want one.
A paid invoice is locked so the amount on record cannot change under your reports. Press Remove payment to edit it again.
The list under Reports shows each invoice as Draft, Sent, Overdue or Paid, with the total you have billed and what is still unpaid. Filter by status to see who owes you.
Where the money shows up
Your two reports count an invoice on different days. Profit & Loss counts it in gross revenue on the day you issued it, whether or not it has been paid. Inflows & Outflows counts it on the day it was paid, on its own Invoices line under Money in, and leaves an unpaid invoice out.
So an invoice you issue in September and get paid for in October is September income on Profit & Loss and October money in on Inflows & Outflows.
If you push to QuickBooks or Xero, paid invoices go with the rest of your revenue on the day they were paid, into their own Service Income account.
An invoice belongs to the whole business, not to one location, so it does not appear when you filter a report or a push to a single location.
Good to know
- There is no tax field. If you have to charge sales tax, add a line for it. That line counts as income in your reports.
- Profit & Loss counts an invoice until you delete it, paid or not. Delete an invoice you have given up on, or it stays in your income.
- An invoice is paid in full or not at all. For a deposit, send one invoice for the deposit and another for the balance.
- A contact who was billed on an invoice cannot be deleted. Delete their invoices first.
- Invoices and their lines are part of your data export.