Creating Invoices

DrillerDB makes it easy to create professional invoices from your proposals and projects. This guide walks you through creating, customizing, and managing invoices.

Quick Start: Create an Invoice

1. Open a completed project
2. Click Create Invoice
3. Review line items
4. Set due date
5. Save the invoice

Step-by-Step: Creating from a Project

Step 1: Open the Project

1. Go to Projects in sidebar
2. Find the project to invoice
3. Open the project details
4. Verify status is Completed (or Open Job)

Step 2: Click Create Invoice

1. Click Create Invoice button
2. System pulls data from proposal:
   • Customer information
   • Line items and pricing
   • Any down payments applied

Step 3: Review Line Items

Review and adjust as needed:

Step-by-Step: Edit Line Item

1. Click the line item
2. Modify values
3. Total recalculates automatically
4. Add notes if explaining changes

Step 4: Set Invoice Details

Invoice Number:

• Auto-assigned (format: {ProjectID}-INV-{id})
• Can customize in Settings

Due Date:

• Auto-fills based on payment terms
• Override for specific customers

Payment Terms:

Step 5: Apply Adjustments

Discounts:

1. Click Add Discount
2. Enter percentage or fixed amount
3. Add reason (optional)

Tax:

• Tax rate from Settings auto-applies
• Override per invoice if needed
• Some items may be tax-exempt

Down Payment Credit:

• Automatically applied if deposit was paid
• Shows as credit reducing balance

Step 6: Save the Invoice

1. Review the preview
2. Click Save Invoice
3. Status is set to "Draft"
4. Ready to send or edit further

Manual Invoice Creation

For charges not tied to a project:

Step-by-Step: Create Manual Invoice

1. Go to Billing > Invoices
2. Click New Invoice
3. Select customer from dropdown
4. Add line items manually
5. Set due date and terms
6. Save the invoice

Common Uses:

• Miscellaneous service charges
• Equipment rentals
• Consulting fees
• Parts sold separately

Invoice Line Items

Adding Items

1. Click Add Line Item
2. Enter:
   • Description
   • Quantity
   • Unit price
   • Tax applicability
3. Line total calculates

Categories

Reordering Items

1. Click and drag the handle (⋮⋮)
2. Move to desired position
3. Order reflects in customer invoice

Invoice Statuses

Customization Options

Invoice Appearance

Customize in Settings > Billing & Invoicing:

• Company logo
• Company address and phone
• Payment instructions
• Terms and conditions
• Footer message

Per-Invoice Options

Duplicating Invoices

Create similar invoice quickly:

1. Open existing invoice
2. Click Duplicate
3. New invoice created with:
   • Same line items
   • New invoice number
   • Today's date
4. Modify as needed
5. Save

Voiding Invoices

If invoice needs to be cancelled:

1. Open the invoice
2. Click Void Invoice
3. Enter reason
4. Confirm void

Void vs. Delete:

• Void: Keeps record, marks as cancelled
• Delete: Removes from system entirely (draft only)

Integration Notes

QuickBooks Sync

When connected:

• Invoice syncs automatically
• Customer matches or creates in QBO
• Line items map to products/services
• Payment status syncs both ways

Foundation Software

When connected via Agave:

• Invoice syncs to Foundation
• Maps to job costing
• Customer records sync

Troubleshooting

Can't create invoice from project?

• Check project has approved proposal
• Verify you have billing permissions
• Project may already have invoice

Line items not appearing?

• Proposal may not have line items
• Check proposal tab on project
• Add items manually if needed

Total calculating wrong?

• Check tax rate settings
• Verify discount applied correctly
• Review all line items

Invoice number exists?

• System prevents duplicates
• Edit invoice number manually
• Check Settings for numbering format

Related Topics

• Sending Invoices - Email delivery
• Payment Tracking - Monitor payments
• Down Payments - Deposit management
• QuickBooks Integration - Accounting sync