How do I create an invoice for a customer?

These are the invoices you issue to your own customers. The invoices Worktivity sends you for your subscription are somewhere else, under your subscription.

Customer invoices live under Cost management, then Invoices. The section belongs to owners and co-owners and needs the cost management module. If you cannot see it, this explains why.

Two things to have ready

• At least one customer record. You bill a customer, not a free-text name.
• Your own billing information, under Workspace settings, then the General tab, then Billing information. It is copied into the supplier block of every new invoice.

Creating the invoice

1. Go to Cost management, then Invoices, and select New invoice.
2. Choose the Customer.
3. Choose the Currency. It starts on your organization's cost management currency.
4. Select Create invoice. The invoice opens for editing.

Neither the customer nor the currency can be changed later. The invoice number is generated for you from the customer's initials and a six digit counter.

Filling it in

• A new invoice opens with one unnamed line at a price of 10. Give it a name and a price, or remove it. It is a placeholder, not a suggestion.
• Each line has a name, a price and a quantity; the line total is calculated. Lines can be added, moved up and down, and removed.
• Set Invoice date, Issued date and Due date on the paper itself, and add notes at the bottom for payment terms or bank details.
• The supplier block is your copy and the client block is a snapshot of the customer taken when the invoice was created. Editing either one here changes this invoice only, never the customer record and never your organization settings.
• There is one save button. The bar at the bottom shows the running total and whether anything is unsaved.

Marking it as awaiting

A draft is not an invoice yet. Mark as awaiting moves it out of draft, and three things have to be true first: the total is above zero, every line has a name, and nothing is left unsaved. After that the lines and details can no longer be edited, and there is no way back to draft. If something is wrong at that point, delete the invoice and start again.

Sending it

Worktivity does not email the invoice to your customer. Use Download PDF and send the file yourself. The PDF is built from the saved invoice, so the button stays off while you have unsaved changes.

Deleting an invoice is permanent. There is no restore, and any payments recorded against it go with it.

Recording a payment is the next step once the money arrives.