The New/Edit Invoice window is where you fill in the details for an invoice. To access the New Invoice window, click Create New Invoice from the left sidebar on the main screen, or click Invoice from the main toolbar, or press Ctrl+N.

Billing Tab

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


Enter the customer's name or select a previous customer from the drop menu.

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.

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.

Shipping Costs/Tax

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


Select the invoice date.


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


Enter the salesperson for this invoice.

Invoice Number

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

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.

Invoice Headings

You can edit a heading by clicking on the header, this opens a drop down list. Select an item in the list to change the header text, specify your custom text, or even reorder the columns.

Easily switch between product and service based businesses by selecting Item or Rate from the column header drop down list and Qty or Hrs from the column header drop down list.

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 notes are printed on the bottom of the invoice.

Private Comments

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

Note Comments

These notes are printed on the bottom of the invoice below any text from the Comments tab.

Foot Comments

These comments are printed on the bottom of the invoice below any text from the Comments and Note Comment tabs.


This is the sales tax and total display, which appears in the lower right area of the window. If you think the sales tax calculation is wrong, please see the Tax tab of Options to configure sales tax rates.


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. Note that cancelling the action will not unrecord the invoice. You can also save the invoice as a draft, save as a recurring invoice, or preview the invoice. 'Record with Payment' and 'Save as Draft' options are only available for new invoices that are yet to recorded.

Record with Payment (if available): Record the invoice and apply payment toward the customer's account. You can print, email, or fax it later, if needed.

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.