Audience: front desk staff and service managers who bill customers that pay later.

Not every customer pays at the counter. Business accounts, schools and insurers usually get an invoice and pay it later. Use Invoice when the customer pays later, and Charge when they pay now. This article shows how to create an invoice from an order and how to find it again afterwards.

Prefer to watch? Here's a 2-minute video walkthrough.

Create an invoice from an order

In this example, an iPhone 13 screen repair is done, and the customer's company in Houston pays by invoice. They need their purchase order number on the invoice.

1. Open the order.
2. Click the cart menu in the toolbar at the top of the order and select Invoice... under Bill and dispatch.
   
3. The Bill order panel opens on the Invoice tab. Check the Customer name.
4. If the customer's accounts team needs a reference, enter it in Customer reference, for example a purchase order number such as PO 4471.
5. Check the Billing method. This is how the invoice reaches the customer. Email is the usual choice.
   
6. To check the billing details, click the Billing details tab. Here you can see and change the company ID or VAT number, the contact person, the billing method and the email address the invoice is sent to.
   
7. Go back to the Invoice tab. Check the lines under Products and services and the Order total. They come from the order.
8. Leave Dispatch product lines checked. This marks the parts on the order as handed over to the customer.
9. Click Accept.

Fixably creates the invoice as a PDF, sends it to the customer by email, and records it on the order. The badge on the order changes to Nothing to bill, and each line shows who it was invoiced to. If your accounting system is connected, the invoice is sent there too.

Find and manage your invoices

1. In the sidebar, open Invoicing and select Single invoices. The All single invoices list opens.
2. Use Search to find an invoice by number or customer. Use the filters at the top of the list, such as the status filter, to see only the invoices that are still unpaid.
3. Click the gear button at the end of an invoice row to open its action menu. From here you can:
   
   • Print the invoice again.
   • Send invoice to customer.
   • Mark paid when the money arrives.
   • Void invoice if it was created by mistake.

Good to know

• Charge or invoice? Use a charge when the customer pays now. Use an invoice when the customer pays later. See How do payments and billing work?
• Many repairs for one business customer? Consolidated invoices combine several repairs into one bill.
• Invoice created by mistake? See How do I Void an Invoice?

Related articles

• How do payments and billing work?
• How do I charge a customer?
• How can I review Single Invoices?
• How do I Void an Invoice?
• How do I use Deposits in Fixably?
• How can I export Invoices to Xero?