Invoicing /a/invoicing

Generate, track, and collect payment for customer invoices — linked directly to Sales Orders and optionally synced to QuickBooks Online so your books stay current without double-entry.

Invoicing dashboard

Total Invoiced

$4,141.53

Accumulated billed revenue

Total Received

$2,579.53

Collections to date

Outstanding

$1,562.00

Awaiting payment settlement

Invoice lifecycle

Draft

Created but not sent to the customer yet. Editable.

Sent

Marked as sent. Customer has been billed.

Paid

Payment received and settled.

Creating an invoice

Create Invoice panel showing fields for Invoice Number (auto-generated), Linked Sales Order dropdown, Customer dropdown, Invoice Date, Due Date, Total Amount, and Notes — The Create Invoice form — the Invoice Number is auto-generated; link it to a Sales Order and the customer pre-fills.

Click + New Invoice (top right). The Create Invoice form opens with a pre-generated Invoice Number (e.g. INV-2026-003).

Select the Linked Sales Order from the dropdown. The Customer field auto-fills from the SO.

Set the Invoice Date (defaults to today) and Due Date (defaults to 30 days out). Adjust to match your payment terms.

Enter the Total Amount — the value due from the customer for this invoice.

Add Notes for payment instructions, bank details, or special terms (e.g. "Net 30 — wire to account XXXX").

Click Confirm Invoice. The invoice is created in Draft status and appears in the Invoice Register.

Invoice Register

The Invoice Register lists all invoices. Use the search bar to find by Invoice #, Sales Order, or Customer. Filter by status using the All Invoice Statuses dropdown.

Column	What it shows
Invoice #	Auto-generated identifier (e.g. INV-2026-001).
Customer	The billed party — pulled from the linked Sales Order.
Sales Order	The originating SO. Click to jump to the SO detail.
Invoice Date	Date the invoice was issued.
Due Date	Payment deadline.
Amount	Total amount due on this invoice.
Status	Draft, Sent, or Paid
Actions	Vary by status — see table below.

Invoice actions by status

Status	Available actions
Draft	Mark Sent — advances the invoice to Sent status (records that you've delivered the invoice to the customer). Print — generates a printable invoice PDF. Sync QB — pushes the invoice to QuickBooks Online.
Paid	Settled — indicates payment has been confirmed and marked as received. Print — print the paid invoice for records. Synced — confirms the invoice has been pushed to QBO.

Marking an invoice as paid

When you receive payment from the customer:

Find the invoice in the register and click Mark Sent if it's still in Draft (skip if already Sent).

Once payment arrives, click Settled. The invoice status changes to Paid and the Outstanding balance on the dashboard decreases by the invoice amount.

QuickBooks Online sync

Manufacturing ERP connects directly to QuickBooks Online. For where QuickBooks stops covering manufacturing stock and what has to live upstream of it, see QuickBooks inventory management for manufacturers. Click Sync QB on any Draft invoice to push it to QBO as an invoice in your QBO account. Once synced, the button changes to Synced with a green checkmark.

Sync timing Sync after the invoice is finalized (amounts and customer confirmed) rather than immediately on creation. Changes made in Manufacturing ERP after a sync are not automatically pushed — re-sync if you edit the invoice.

Invoice amount is manual Unlike Estimates and Sales Orders, the invoice Total Amount field is a free-entry number — it does not automatically pull line items from the linked SO. Enter the correct amount carefully and cross-check against the SO total before sending to the customer.

Need to review the full order history for a customer? Go to Customers, or check Shipping for the shipment record linked to this order.