How do I create an invoice using the Invoice Builder?

You can create an invoice for a registered and active customer in minutes with products already in your system, as well as make adjustments such as deposits, discounts, taxes, and any miscellaneous charges. Quickly add products if they are not yet in your catalog as well.

This article walks through the steps to create, save, edit, and submit an invoice to your customer.

Invoice Builder

To create an invoice for one of your locations:

1. Within Invoices > Manage Invoices, click Create Invoice to enter the Invoice Builder:

   💡 At any point, you can save the invoice and come back to it at a later time if needed. To do so, click Save at the bottom of the page:
   

    

2. Search for and select your customer by typing at least 3 characters into the customer search bar. This can include their customer ID, name, or address:

   ⚠️ If you do not know this number or cannot find your customer, confirm they have been invited by going to Customers > My Customers. Search for their name, then view their customer ID, relationship status, locations, and other information. If they are not listed, you will need to contact Client Services to invite them.

   

3. Enter your invoice information:
   
   1. Invoice Date: This defaults to today but you can backdate the invoice to reflect past deliveries. You cannot select a future date for an invoice.
   2. Due date: This is the date when you expect payment from the customer.
   3. Invoice Number: Enter an invoice number.
      1. Letter and numeral combinations can be used, such as AS-123. This number must be unique.
      2. If your company does not use invoice numbers, the system will automatically generate a number.
      3. Invoice numbers cannot be modified if auto-generated. (You can modify invoice numbers you’ve created.)
   4. PO number, date and reference number are all optional fields.
4. Enter products sold to the customer either by typing in an item number in the Item# field, selecting the drop-down menu in the field, or by selecting Add from Product Catalog:
   
   

   If you don’t see your product, click Create New and enter the appropriate product data (item number description, unit of measure, price, etc.):

   

   ⚠️ An item number cannot be changed (without deleting and re-adding the product) after submitting an invoice.

   The item will be added to the product catalog for future invoices. For more information on the catalog, click here: How do I add items to my Product Catalog?

   1. Review and/or edit product information, including the description, quantity (QTY), Price, etc.
   2. Add adjustments by selecting the double arrow in the ADJ field. This can include deposits, discounts, city/county/state tax, or other miscellaneous charges. Click Apply when done:
      
5. Click Add another line to continue adding items. To delete a row, click the trashcan at the far right:
6. Once the invoice is complete, select Review & Submit at the bottom of the screen to save the invoice as a draft and perform a final review:
   

7. ⚠️ If an invoice number was not provided, you will be asked to edit the invoice or continue and have the system apply an auto-generated number. Once an invoice number is auto-generated and applied, it cannot be changed:

    

8. From the preview screen, you can delete the invoice, download the preview, return to the editing screen, click the X in the top right corner to save the invoice but not submit it, or if satisfied, click Submit and send it to your customer:
   

What happens to submitted invoices?

Your submitted invoices can be seen in the Vendor Portal under Invoices > My Invoices. The Status column will display Submitted.

After submission, the invoice will appear in your customer’s Fintech Portal for payment if they are subscribed to PaymentSource Premium. Your customer may pay by check via Fintech, submit payment electronically (ACH), or choose to pay outside Fintech.

Find more information about PaymentSource Premium here.