Create an invoice when a customer needs to pay your facility. This could be for storage, service work, detailing, transport, event charges, amenities, or another one-time charge.

This guide helps you create a clear invoice the customer can understand and your team can track.

Before you start

• Make sure the customer already exists in Contacts.
• Confirm the customer's email address if you plan to send the invoice.
• Know what the charge is for, the amount, and whether tax should apply.
• If the charge repeats each month, consider using Recurring instead.
• If you want to use saved pricing, create the item first in Products & Services.

Open the Invoices page

Go to Payments > Invoices.

This page shows customer invoices you send and vendor invoices your facility receives.

Create the invoice

1. Click Create invoice

   In the top-right area of the Invoices page, click Create invoice. A window opens where you can choose the customer, add line items, and decide how the invoice should be handled.

2. Choose the customer

   Click the customer field and search for the person or company you want to bill. Choose the correct customer from the list.

   This matters because the invoice, payment history, and customer portal all connect to that customer record.

3. Add the first line item

   A line item is one charge on the invoice. Choose a saved product or service, or use a custom line item if your team allows custom charges.

   Use plain names the customer will recognize, such as Monthly Climate Controlled Storage, Premium Detail Service, or Transport to Event.

4. Check quantity, price, and tax

   Review the quantity, price, and tax setting for each line. If the customer is paying for more than one car or service, make sure the quantity is correct.

5. Choose what should happen next

   Depending on your team's settings, you may be able to send the invoice by email, charge a saved payment method, request the customer's payment preference, or save the invoice as a draft.

   If you are not sure, save the invoice as a draft and ask a manager to review it before sending.

6. Review the final total

   Check the subtotal, tax, processing fee, due date, and final total. This is your best chance to catch a mistake before the customer sees the invoice.

7. Create or send the invoice

   Click the final button in the window. The exact button text depends on the option you selected, such as sending the invoice or saving it as a draft.

What success looks like

After you create the invoice:

• The invoice appears on the Invoices page.
• The status shows where the invoice stands, such as Draft, Open, or Paid.
• If the invoice was sent, the customer can use the invoice link to pay.
• Your team can open the invoice later to review, resend, collect payment, mark paid, or make corrections if allowed.

Invoice writing tips

Common mistakes to avoid

• Do not invoice the wrong customer. Check the customer name and email before sending.
• Do not use a recurring product for a one-time charge unless that is what you intend.
• Do not send the invoice until the total, tax, and due date look right.
• Do not use internal shorthand that customers may not understand.

Troubleshooting

What to do next

After sending an invoice, watch the status on the Invoices page. If you need to resend the invoice, charge a saved payment method, or record cash/check payment, continue with Send and collect customer payments.

If the customer should be billed again in the future, create a recurring charge using Manage recurring billing.