27.1 What an Invoice Represents

An Invoice is the AIUNIFY CRM transaction used to bill a Customer for products, services, or other applicable charges.

Create an Invoice only when a billable transaction is appropriate.

27.2 Starting an Invoice

When your account has Invoice creation access, start from the Invoices workspace or use the Invoice Quick Action.

An Invoice can also be created through supported workflows such as conversion from a Proposal or Estimate.

27.3 Search Before Creating

Before creating a new Invoice manually:

1. Open the Customer.
2. Review related Invoices.
3. Review Estimates or Proposals when applicable.
4. Confirm that the Invoice does not already exist.
5. Use conversion instead of manual re-entry when an existing Proposal or Estimate should become the Invoice.

27.4 Selecting the Customer

Select the correct Customer for the Invoice.

The Customer relationship affects billing information, transaction history, payments, available credits, statements, and other connected CRM functions.

27.5 Project Relationship

When the Invoice is connected with a Customer Project, the Invoice workflow can maintain the applicable Project relationship.

Use it only when the billed transaction belongs to that Project.

27.6 Invoice Date and Due Date

Review the Invoice Date and Due Date carefully.

The CRM can calculate a due date based on the transaction date and the tenant's existing billing configuration, but the user should still verify the resulting date before saving.

27.7 Currency

Use the transaction Currency provided for the Customer and tenant environment.

Do not change global currency configuration as part of ordinary Invoice creation.

27.8 Adding Invoice Items

Add the products, services, or charges that make up the Invoice.

Review each item's:

• Description.
• Quantity.
• Rate.
• Applicable tax.
• Line amount.

Then verify the complete Invoice total.

27.9 Discounts and Adjustments

When the Invoice form presents discounts or adjustments, apply them only when appropriate to the transaction.

Review how the discount affects tax and the final total.

27.10 Billable Expenses

When a Customer has eligible billable Expenses, the Invoice workflow can present expenses that are available to bill.

Review each expense carefully before adding it to the Invoice so that an expense is not billed to the wrong Customer or billed twice.

27.11 Mergeable Invoices

When editing an applicable Invoice, AIUNIFY CRM can identify other Customer Invoices that are available for merging.

Invoice merging changes the transaction structure and can affect the status of the merged records. Use it only when the records genuinely belong together and review the merge options before confirming.

27.12 Saving and Reviewing the Invoice

1. Select the correct Customer.
2. Confirm the Project when applicable.
3. Review Invoice and Due Dates.
4. Review Currency.
5. Add and verify items.
6. Add eligible billable Expenses only when intended.
7. Apply authorized discounts or adjustments.
8. Review totals.
9. Save the Invoice.
10. Open the saved Invoice and verify the completed record.

27.13 Editing an Invoice

When your account is permitted to edit an Invoice, use the existing record for corrections to the same billable transaction.

Take additional care when the Invoice has already been sent or has payment, credit, or other financial activity associated with it.

27.14 Invoice Data-Safety Practices

• Do not duplicate an existing Invoice.
• Use conversion when the Invoice originates from a Proposal or Estimate.
• Verify Customer and Project relationships.
• Verify dates, items, and totals.
• Review billable Expenses before including them.
• Use merge only when intentional.
• Review the saved Invoice before Customer communication.