Issuing an invoice is the moment work-done becomes money-owed. It happens in two steps: create a draft from the jobcard, then issue it. Only issuing assigns an invoice number and locks the document.
Creating the draft
Open the jobcard's Invoices tab
On a live jobcard (not an estimate), open the Invoices tab. You need the payments.edit permission to create invoices.
Click Create invoice
A confirmation dialog explains that this captures a snapshot of the jobcard's current jobs, parts and labour. The draft stays editable until you issue it. If a draft already exists you'll see a warning, but a second draft isn't blocked.
Check the draft
Edit line items directly, or fix things on the jobcard and click Refresh to rebuild the draft from it (this discards edits made directly on the draft). Not ready to bill? Delete draft removes it entirely.
Send a Pro Forma first
While the invoice is still a draft, Send Pro Forma emails the customer a preliminary copy with a portal link. It carries a "This is not a VAT invoice" badge and no invoice number, so nothing is committed yet.
Issuing it
Click Issue Invoice. A confirmation dialog makes clear what's about to happen, because issuing:
- Assigns the next sequential invoice number (default format
INV-2026-0043; credit notes have their ownCNcounter) - Sets the due date from your payment terms (issue date plus the terms in Pricing settings, 7 days by default)
- Stamps the issued date, time, and "Issued by"
- Locks the document as a legal VAT record: corrections from here go through Amend, not edits
Once issued, you can Send Invoice by email (a summary with a portal link), Print / PDF it, and record payments against it.
VAT
VAT defaults from your Pricing settings. Each job can toggle VAT off individually (for example, a zero-rated item); refresh the draft after changing it on the jobcard.