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Create a New Invoice

Download Create a New Invoice PDF

Proper invoicing is the heart of your business. The quicker you get an invoice into the hands of a customer, the quicker you can get paid. With Industrack Invoices, you can quickly create an invoice from a preloaded price list or by pre-syncing items from QuickBooks. Just fill in the necessary materials, services, and labor hours. In addition to the Invoice Module, you can also create a new invoice from the customer’s profile, the Invoices tab.

How to Create a New Invoice

Creating and sending invoices quickly is essential for timely payments. With Industrack, you can easily create a new invoice by following these steps:

Access the New Invoice Page

  1. Go to the Invoices Page: Click Add New to open the New Invoice page.

The Adding New Invoice page will open.

Choose the Customer and Location

  1. Select the Customer: Find the customer in the list or use the search bar to locate them.
  2. Choose a Location: Once you select a customer, their service locations will appear. Choose the correct one and proceed.

The Invoice Page will come up. Fill in the details to create your invoice.

The Invoice Page

The page has 3 sections, the invoice description, information summary, and invoice details.

Information Summary

The information summary contains customer information with the terms of payment and invoice number.

If the customer you selected has a term assigned to it, the term will automatically apply. Tags associated with the customer selected will auto-populate, you have the option to add/ delete tags.

Give the Invoice a description.

If the Terms of Payment are not set up for the customer or you will be using a different one for the invoice you are creating, click on the Term field and select from the different terms available.

  • If no term is selected and the customer has no term assigned, the Terms field will be left blank, and no due date will be shown.
  • If the customer has a term assigned, that term will be automatically selected on the invoice.
  • If the customer does not have a term assigned, the system will use the default term set in your company settings.
Parts & Services Details

Add the parts and services to the invoice. Click on the parts and service search bar find the part you want from the list and click on it. You can also search for a part by typing in the name or the number/code of the part or service. If the item/s you wanted to add is not on the list, scroll down to the very bottom of the list and there will be an option to create a new item.

Set Quantity: Adjust the quantity as needed. The total price will update automatically.

Removing Items: To delete an item, click the X next to it.

Repeat these steps for each item you want to add to the invoice.

Adding the Same Item Again in an Invoice

If you try to add an item that’s already on the invoice, a confirmation message will appear:

You have two options:

  • Yes – Adds the item as a new line on the invoice.
  • No – Updates the existing line by increasing the quantity and total amount.

If the Price Has Changed

If the item’s price is different from the original:

  • Yes – Adds it as a new line with the new price.
  • No – Adds the quantity to the existing line, keeping the original price.

Subtotal: As items are added, the subtotal will update.

Discount and Tax

After adding the details, add a discount and set the tax, if applicable.

  • Set Tax: If the customer has a pre-set tax rate, it will apply automatically. To change it or add a new rate, select the tax field, choose a rate, or create a new one.

You can create a new tax rate by clicking the + Create new button.

Add Discount

 1. Pre-Set Customer Discount

  • If the customer has a pre-set discount, it will automatically apply to the total invoice.

2. Line Item Discount

  • To apply a discount to a specific item, click Add in the Discount column for that item.
  • You can set the discount as either a Dollar value or a Percentage.

3. Total Invoice Discount

  • To apply a discount to the entire invoice, add the discount directly to the total.
  • Set the discount as either a Dollar value or a Percentage.

If there are any notes that you need to add to the invoice, add these to the Notes for Customer field.

If you need to further manage the invoice, go to the Actions button and select the option from there. Refer to Manage Invoices for the procedures.

Save the New Invoice

On the Actions, click the Save button to save the new invoice. The invoice will remain open and you can continue working on it. To save and exit the invoice click the Save and Close button.

The new invoice will be added to the invoice list and the Invoice tab of the customer profile.

When creating an invoice, if the invoice number already exists, a warning message will appear:

Possible Invoice Number Duplication
There’s already an invoice with {Number}. Do you still want to use this number?

  • Click Yes – The invoice will be saved using the same number.
  • Click No – The invoice will not be saved, and an error message will appear:
    “Invoice cannot be saved.”

Preview

  • On the Actions dropdown button, click Preview.
  • View how the invoice looks as a PDF.
  • Save it as a PDF if needed.
  • Click X to exit preview.

Send to E-Mail

  • On the Actions dropdown button, select Send to E-Mail.
  • Customize the subject, recipient, and message.
  • Scroll down to see a preview of the invoice.
  • Click Send.

Print

  • Click Print to get a hard copy of the invoice.

Send Reminder

To send a payment reminder for an unpaid invoice.

  • On the Actions dropdown button, select Send Reminder.
  • Add more recipients if needed.
  • You can change the subject to customize it.
  • Make changes to the message body if you want to add more information.

Create follow up task

This allows you to assign someone to handle the invoice follow-up with the client.

  • On the Actions dropdown button, select Create follow up task.
  • Add task name.
  • Set the due date.
  • Set Reminder and mark the “Show in popup” box if you want to notify the assigned person.
  • Add notes/description.
  • Click Save when done.

Receive Payments

When a customer pays:

  1. Click Receive Payment.
  2. All invoices from that customer will appear.
  3. Select the invoice(s) being paid.
  4. Choose the payment method.
  5. Click Save.

The invoice status will update to PAID.

Copy

  • On the Actions dropdown button, click Copy to make a duplicate.

Delete

  • Click Actions, select Delete to remove it.
  • A message box will appear to confirm deletion of the invoice, click “Yes” or “Cancel”.
  • The invoice will be deleted.

Close

  • If you need to open another invoice or once you’re done working with the invoice, you can close it.
  • Click Actions, select Close.