> For the complete documentation index, see [llms.txt](https://help.agencydesk.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.agencydesk.io/jobs/financial/invoices.md).

# Invoices

Create, build, edit, issue, download, and void Invoices on a Job. Draws straight from the Job Costing, with guardrails that keep billing accurate and audit-ready.

The **Invoices** sub-tab of a Job's [Financial](/jobs/financial.md) tab is where you bill for work done. Every Invoice draws directly from the [Job Costing](/jobs/job-costing.md): the [Tasks](/jobs/tasks.md), Costs, rates, and [Billing Tier](/company-settings/general/billing-tiers.md) already set up on the Job. Review the costing, choose what to bill and check the resulting draft before issuing it.

Beneath the Financial dashboard cards, the Invoices list shows every Invoice on the Job with its number, name, date, status, % of Job, amounts excluding and including tax, a paid indicator, and a sync control. A totals row sums issued Invoices, Job Value, and Balance.

## Creating an Invoice

{% stepper %}
{% step %}

### Open the New Invoice slider

On the **Invoices** sub-tab, click **+ New Invoice**. The Invoice Detail slider opens.
{% endstep %}

{% step %}

### Fill in the Invoice detail

* **Invoice Title** — required. Type a title, or accept the grey Job-name suggestion with the Right arrow key while the field is empty. On a touch screen, tap →. Edit the accepted text if needed.
* **Reference** — an optional client reference.
* **Terms** — the payment terms, set automatically from the [Client's details](/admin/clients.md#financial-details-on-a-client).
* **Invoice Type** — how much of the Job to bill:
  * **Bill items in full** — the selected Tasks and Costs at full value.
  * **Bill items partially** — a percentage of each selected item, for progress or milestone billing.
  * **Bill all remaining and close Job** — everything left, [closing the Job](/jobs/managing-jobs.md#closing-a-job) in one step.
* **% Of Each Item** — shown when Bill items partially is selected. Set the percentage to bill (for example, 50).
* **Issue Date** and **Payment Date**.
* **Description** — optional. The Job description is offered as a grey suggestion when one exists; accept it with Right arrow / →, type your own text, or leave it blank.

{% hint style="info" %}
The **Payment Date** set here is the same value shown as the **Due Date** on the issued Invoice. It's labelled Payment Date when creating and Due Date once issued.
{% endhint %}
{% endstep %}

{% step %}

### Create the draft

Click **Create Invoice**. The app creates the **draft** Invoice and opens its Add Items popup. Wait for the items to load, then choose what to bill. Bill All Remaining & Close Job already contains the remaining items, so it skips this selection popup.
{% endstep %}
{% endstepper %}

Grey suggestions are not entered values. Accept them or type your own text; the Invoice Title must be filled before creation. Using Cancel on the creation form creates no Invoice.

{% hint style="info" %}
For a partial Invoice, selecting **50%** controls the quantity billed for each item you choose; it does not select every item on the Job. An account executive can bill half of Discovery now while leaving Design and Development for later. Review the popup’s Invoice title and percentage before adding items.
{% endhint %}

{% hint style="warning" %}
An Invoice can only be raised against an **Active** [Client](/admin/clients.md). Prospects cannot be invoiced, and the Client's Tax/VAT rate has to be filled in first.
{% endhint %}

### Payment dates with custom terms

Standard Terms work out the Payment Date from the Issue Date. If you enter custom terms, choose the Payment Date explicitly before saving. The form prompts **Choose a payment date for these custom terms**.

## Adding items to a draft Invoice

{% stepper %}
{% step %}
After **Create Invoice**, use the Add Items popup that opens automatically. To return later, open the draft from the list and click **Add Items**.
{% endstep %}

{% step %}
Wait for the Job’s available billable Tasks and Costs to load, grouped as in Job Costing.
{% endstep %}

{% step %}
Tick the relevant items or use **Select All**. Review the total and the selected percentage.
{% endstep %}

{% step %}
Click **Add Items** to save the selection on the draft. Check the draft’s Items before issuing it.
{% endstep %}
{% endstepper %}

Closing the popup with **Cancel** or its close button leaves the created draft in place and adds none of the current selection. Reopen it with **Add Items**. If **No billable items to add.** appears, check the Job Costing and what has already been invoiced. Existing draft lines are edited or removed on the draft itself.

{% hint style="info" %}
If a message asks you to issue or delete an existing draft, return to that draft first. Use **Add Items** to continue building it; create the next Invoice after the existing draft has been issued or removed.
{% endhint %}

## Editing line items

Items on a draft Invoice can be edited. Hover over a line item and two icons appear on the right: a **pencil** (edit) and a **trash** (delete).

Click the pencil to edit the **quantity** of a Task or Cost. Agencydesk shows the **maximum available quantity** that hasn't already been invoiced, next to the field.

For example, a WordPress Maintenance Task worth 8 hours, invoiced at 50%, comes onto the draft at 4 hours. Editing the line lets you adjust that up to a maximum of 8 hours (the full amount), because nothing else has been billed against it yet.

{% hint style="info" %}
Agencydesk keeps track of what has already been invoiced against each line item, by quantity, and stops you from overbilling. The maximum you can edit a line to is always the amount still left to bill, so you can't accidentally bill more than the Job holds.
{% endhint %}

## Issuing an Invoice

When the draft is ready, click **Issue** to formally issue the Invoice. Inside a Job, issuing is restricted to users with **Manager** access or higher, set per user under [Users](/company-settings/users.md).

Once issued, an Invoice **can no longer be edited**. This is a deliberate guardrail.

{% hint style="info" %}
**Why issued Invoices lock.** A draft pro-forma can be reviewed and revised. Issuing turns that draft into the numbered Invoice your agency stands behind, so its content locks. Check the final draft before issuing, and use the void workflow when an issued Invoice must be cancelled.
{% endhint %}

Issuing an Invoice also flips the [line items it covers](/jobs/job-costing.md#line-item-status) to **Issued** on the Job Costing, which is what stops those Tasks and Costs from being reverted to draft.

### When Issue also syncs to Xero

{% stepper %}
{% step %}
Check the button before issuing. With Xero connected and **Use integration numbers** enabled in Finance settings, it reads **Issue & Sync**. Otherwise it reads **Issue**.
{% endstep %}

{% step %}
Choose **Issue & Sync** and read the **Issue and Sync** confirmation. Confirming sends the Invoice to Xero as a draft, takes its number from Xero and issues it in Agencydesk.
{% endstep %}

{% step %}
Wait for the result and check the saved Invoice number and status. A Xero refusal leaves it as a draft and shows **Invoice Not Issued** with the reason. Resolve that reason before retrying.
{% endstep %}

{% step %}
An Invoice sent as a draft still needs the appropriate approval in Xero. If integration numbering is off, use the issued Invoice’s **Sync** control separately when needed.
{% endstep %}
{% endstepper %}

### Invoice Issued notification

In **Company Settings > Notifications**, **Invoice Issued** controls the notification to Finance users when an Invoice is issued. Creating or downloading a draft does not trigger that issued-Invoice email. **Invoice Paid** is a separate notification to the assigned Account Executive.

## Downloading an Invoice

You can download a draft as a **Pro-forma** PDF before issuing it. A pro-forma is a draft preview: it does not issue the Invoice, assign its final Invoice number or lock the draft. After issue, the download is the issued Invoice.

Download from either the Invoice page or its list row:

* On the Invoice itself, click the cloud-download icon. Its label is **Download Pro-forma** for a draft and **Download** after issue. In the popup, choose **Show hours on PDF** and click **Download**.
* On the Invoices list, use the row’s cloud-download icon. It says **Download Pro-forma** on drafts and uses the account’s default hours preference without opening the options popup.

{% hint style="info" %}
Choose **Show hours on PDF** in the Invoice’s Download popup. It starts from the account’s Finance setting each time the popup opens. With it on, the PDF shows estimated line-item hours; with it off, it shows each item’s total amount without the hours breakdown. A list-row download uses the account setting directly.
{% endhint %}

{% hint style="info" %}
A Group set to [Cost Group as Unit](/jobs/job-costing.md#cost-group-as-unit) is compressed into a single line on the Invoice PDF, with no hours or units shown, whatever the Show Hours setting.
{% endhint %}

For example, download a deposit pro-forma for the Client to check the scope and payment details. Revise the draft if needed, then issue the agreed version. Downloading alone does not move the Job’s items to Issued.

## Voiding an Invoice

Once an Invoice is issued, it can't be deleted. The only way to cancel it is to **void** it. This keeps the Invoice number permanently tied to its Invoice, so your numbering stays continuous and audit-friendly.

{% stepper %}
{% step %}
On the Invoices list, click the **void icon** on the right of the issued Invoice's row.
{% endstep %}

{% step %}
Agencydesk asks you to confirm and to add a short **note** explaining why the Invoice is being voided. This note is kept for reference.
{% endstep %}

{% step %}
Click **Confirm Void**. The Invoice moves to a **Void** status.
{% endstep %}
{% endstepper %}

Voided Invoices remain visible on the Job’s Invoices tab and the main Finance page. Their value no longer counts toward **Total Billed**, so Balance increases accordingly. Job Value continues to follow the current costing; voiding an Invoice does not replace the costing.

{% hint style="info" %}
Voiding rather than deleting is what keeps Invoice numbers intact. A missing Invoice number in a sequence raises questions in an audit. A voided one, with a note explaining why, tells a clean and complete story.
{% endhint %}

## Deleting a draft Invoice

A **draft** Invoice (one that hasn't been issued) can be deleted outright. Click the **trash icon** on the Invoice in the Invoices list. Because it was never issued, no Invoice number is lost. Only drafts can be deleted; issued Invoices must be voided.

{% hint style="warning" %}
Both matter when unwinding a Job. A Job cannot be [deleted](/jobs/managing-jobs.md#deleting-a-job) while any Invoice exists on it, draft or issued, so issued Invoices have to be voided and drafts deleted first. For a Job that is genuinely underway, [archiving](/jobs/managing-jobs.md#archiving-a-job) is usually the better move.
{% endhint %}

## The activity log

{% stepper %}
{% step %}
Below the Job’s Invoice list, click **Activity** to open the initially collapsed timeline, when entries are available.
{% endstep %}

{% step %}
Read the recorded Invoice action, person or System, date/time and any amount detail.
{% endstep %}

{% step %}
Click Activity again to close it, or focus the heading and use Enter / Space.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
An account executive can check the recorded creation and issue entries before responding to a billing query. For a wider Job history or Search, open [Central](/jobs/central.md#activity). The Invoice log has no separate search field and is not a guarantee that every action was recorded.
{% endhint %}


---

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