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Creating Invoices

Invoices are the core of your business in LoveInvoice. Creating an invoice is simple and flexible, allowing you to draft, customise, and send invoices to your clients.

Creating a New Invoice​

To create a new invoice:

  1. Navigate to the Invoices section from the main navigation
  2. Click the Create Invoice button at the bottom of the page
  3. A new draft invoice will be created and you'll be taken to the invoice editor

Draft Invoices​

When you first create an invoice, it starts as a draft. Draft invoices are not final and can be freely edited without affecting your accounts or records. You can:

  • Add or remove line items
  • Change the client
  • Adjust dates and settings
  • Add custom fields
  • Modify terms and footer text

Draft invoices are not visible to clients and cannot be sent until they are finalised.

Invoice Editor Overview​

The invoice editor is divided into several sections:

Client Selection​

  • Client Selector: Choose the client you're invoicing from your existing clients list
  • Client Details: Once selected, the client's contact information and details are displayed

Invoice Dates​

  • Issue Date: The date the invoice was issued. You can set this to today or any past/future date
  • Due Date: When payment is expected. LoveInvoice provides quick options:
    • On Receipt: Due immediately
    • Net 7/14/30/60: Due in 7, 14, 30, or 60 days from the issue date
    • End of Month: Due on the last day of the issue date's month
    • Next Month EOM: Due on the last day of the following month

Custom Fields​

If your business has configured custom invoice fields, they appear here. These can include project references, purchase order numbers, or any other information you need to track.

Line Items​

This is where you add the products or services you're billing for. Each line item includes:

  • Description: The name of the product or service
  • Detailed Description: Additional details (optional)
  • Quantity: How many units
  • Unit Name: The unit (hours, items, etc.)
  • Unit Price: Price per unit
  • Tax Rate: VAT/tax percentage for this item

Line items are automatically calculated to show the subtotal, tax, and total.

  • Terms: Payment terms or conditions displayed to the client on the invoice
  • Footer: Additional text that appears at the bottom of the invoice (e.g., bank details, thank you message)

Live Preview​

The invoice editor includes a Preview tab that shows you exactly how the invoice will appear to your client. This updates in real-time as you make changes, so you can ensure everything looks correct before sending.

Auto-Save​

The invoice editor automatically saves your changes as you work. You'll see a save status indicator showing when your changes have been synced.

Finalising an Invoice​

When you're happy with your invoice, you need to finalise it before you can send it to a client. Finalising:

  • Assigns the invoice number based on your business settings
  • Locks the invoice from further edits (with a warning)
  • Makes the invoice ready to send

To finalise:

  1. Click the Actions button in the top-right corner
  2. Select Finalise & Send
  3. Confirm the finalisation
  4. You'll be taken to the invoice overview where you can send it
info

Finalisation Impact

Once finalised, an invoice cannot be easily edited. If you need to make changes after finalising, you'll see a warning about potential accounting discrepancies.

Best Practices​

  1. Review before finalising: Always use the Preview tab to check your invoice looks correct
  2. Set appropriate due dates: Choose due dates that match your payment terms and client expectations
  3. Include clear descriptions: Make sure line item descriptions are clear so clients understand what they're being charged for
  4. Use custom fields wisely: If you track purchase orders or project codes, add them to custom fields for easy reference
  5. Keep terms simple: Clear, concise payment terms help clients understand when and how to pay