The New/Edit Invoice dialog is where you fill in the details for an invoice. To open this dialog, click the Invoice icon on the toolbar of the Home, Sales, or Banking tab.

Billing Tab

Located in the upper right corner, the Billing tab is where you enter information relating to the customer you are billing.


Choose the Customer from the pull down list, or enter a new customer. Adding new customer here will create a new record for the customer on Customer List so you can quickly access every time you create quotes, orders and invoices.

Bill To

Enter the address the invoice should be sent to.

Customer PO No.

The customer purchase order number is printed on the invoice and on the statements for customer reference. Leave this blank if it is not required.

Customer Tax

Select the special sales tax exempt option if this is a customer who is sales-tax exempt (a foreign customer, for example).

Shipping Tab

Click the Shipping tab, behind the Billing tab, to enter shipping details for the customer.

Ship To

Enter the address the products should be sent to. Leave this blank if this is not required.

Same as billing

Check this box to input the same address for the shipping address as you listed on the Billing tab.

Ship By

Select the shipping method from the drop-menu, or enter a new shipping method. The Ship By detail will be printed on the invoice for customer reference. Leave this blank if not required.

Tracking Ref No.

The tracking reference number refers to the shipping method, and is printed on the invoice for customer reference. Leave this blank if not required.


Enter any shipping costs associated with the invoice in the field. If any tax should be applied to the shipping, select the appropriate tax rate from the drop menu. Tax rates must be set up on the Options ~ Tax tab before they will be available here.

Invoice Tab

The Invoice tab is in the upper right corner of the Invoice window and is where you can select to create an invoice from a previous quote, order or draft, as well as enter any other relevant invoice information.

Create From

You can use an existing Quote, Order or draft Invoice to create a new invoice. When you select a type from the pull down list, Express Accounts will show a new window where you can select a specific Quote, Order or Draft Invoice.


Select the invoice date.


The payment terms are used to calculate the payment due date.


Enter the salesperson for this invoice, or choose one from the pull-down list.

Invoice Number

This number is automatically generated by Express Accounts, but can be changed when creating a new invoice. However, when editing an invoice, the number cannot be changed.

Deposit Account

Select the invoice payment deposit account from the drop-down list.

Invoice Items

This is the list of items on the invoice. Click inside the item list to add a new item, or select an existing item, and update the quantity invoiced. If the invoice is created from an order, the items are not editable.

Add Discount

Click the Add Discount button to apply a discount either to the entire invoice, or to a line item. See the Apply Discount help topic for more information about discounting.

Comments Tabs


These comments are printed on the bottom of the invoice above the Notes and Foot comments.

Private Comments

These are notes for internal use only - they are not printed on the invoice.

Note Comment

These notes are printed on the bottom of the invoice above the Foot comments.
[Default] "Please contact us for more information about payment options."

Foot Comment

These foot comments are printed on the bottom of the invoice.
[Default] "Thank you for your business."


This is the sales tax and total display. If you think the sales tax calculation is wrong, please see the Tax tab of Options.


Click on this button to Record the invoice. To select the action (to Print, Email or Fax the invoice), click on the pull down list. You can also save the invoice as a draft, save as a recurring invoice, or preview the invoice. You can also select to Record with Payment, so the invoice will be recorded as paid.

The invoice will always be recorded even when the actions of Print, Email or Fax, may have been cancelled or failed to complete.

Note: If Inventoria Application Integration or stock level management is enabled, all invoices created from recurring invoices will cause a stock quantity change, even if the recurring invoice was originally an order for which a quantity change has been recorded. Creating a separate invoice directly from that order will not result in an extra quantity change.

Invoice Options

Click the Invoice Options button to open the configuration options for invoices, where you can change the appearance of the final invoice, change heading titles, and preview the look of the final invoice.