Creating an Invoice
    • 08 Jan 2024
    • 5 Minutes to read

    Creating an Invoice


    Article summary

    Online invoices make it easy for customers to submit a payment for their purchases. Helcim Invoicing includes a robust set of options allowing you to customize an invoice based on your business needs and the products or services you are selling. 

    In the video below you can watch a walk through of all the fields in the article and how to send an invoice. 



    This article will review all sections of an invoice in detail including: 

    To create an invoice, click on the Invoices tab under Invoicing in your Helcim Commerce account.

    invoicing tab

    In the top right-hand corner, click on New Invoice to get started.

    new invoice

    Selecting New Invoice will open up a new invoice where you can customize the information by hovering over the different sections of the invoice. You can edit which fields appear on this page by using the Invoice Theme Designer.

    You can go through each section on this screen to enter the information specific to this purchase. As you hover over sections you can click on them to select and edit that information.

    Invoice Settings

    In the top right-hand corner of the screen you can edit the invoice type, invoice number, and status.

    invoice settings

     

    The default type will be Invoice unless you have specified otherwise in your account settings. To change the type from Invoice, click on Invoice to open the drop-down menu and view the additional options. For more information on the types of invoices you might create, check out our support article here.

    invoice number

    The Invoice Number will be automatically generated after you click Save when you're done editing the invoice, or you can manually enter your own.

    invoice number

     

    Use the status drop-down to set the status of the invoice. The default status will be due and additional options are shown above.

    Details 

    Click on the Details section of the invoice to enter additional information.

    edit details
    • Issued On - When are you issuing the invoice, most often this will be the current date

    • Paid On (If Applicable) - If a customer has already paid for an invoice be sure to make note of it here

    • Payment Terms - When payment will be due for the invoice, the default for this option can be adjust under Settings in your account 

    • PO Number - This field is optional, it can be used if you want to reference a previous Purchase Order submitted by a customer

    • Custom Fields - If you have created custom fields for your invoices they will be shown here, if you select Edit Custom Fields you will be taken to the Invoice Theme Designer to make the applicable changes

    Once you are done, click on Save Changes and your invoice will update to reflect the information entered in this screen.

    Customer and Billing & Shipping

    Use the search bar to find a Customer Name or click on Add New Customer to manually enter the information.

    add new customer

    You can manually type in your customer's information if they do not have an existing profile and add their associated contact details, address, and shipping details using the text boxes.

    Or, if you want to use an existing customer, once you select their name from the search field, their details will automatically populate in the required fields.

    create new customer

    create new customer

    If you enter an existing customer you can click on their name to access and update their customer profile if needed. This is an easy way to quickly add customer information to an invoice.

    Once you are done, click on Save and your invoice will update to reflect the information entered in this screen.

    Add Products or Services

    After you have entered the invoice details and customer information, you are ready to add your product information. Note, that in order to have these changes reflect on your invoice, you will need to select Save in the top right hand corner of the screen!

    By typing in the Add product or service box, you will see a list of products/services created within your system that you can add to your invoice. Alternatively, you can type in the name and amount for a one custom product or service as well!

    add products or services
    add products or services

     

    Clicking on the Item Name will let you search for an existing product in your Helcim account. After adding a product to the invoice, the next line will automatically generate. Note that this line will not appear on the final invoice if left blank.

    • Edit Details- See the category the item exists under, as well as the SKU

    • QTY - Confirm the quantity of the item being purchased, if you want to enter a partial number for the quantity, you need to edit the Order Item Information tab under the Invoice Theme Designer settings.

    • Price - If you select a product from your product catalog this will auto-populate, you can also manually edit the price.

    • Add Discount - Click on Add Discount on the individual product lines to discount that product, or select Discount Enter Invoice in the section below to apply one discount to the entire purchase. You can use an existing discount code or create a manual one for single use purposes.

    Discount, Shipping, Tax, and Tip

    discount, shipping, tax and tip

     

    Under this section you can edit your discount codes, shipping, tax and tips. If you want to hide any of these fields, for example if you do not accept tips, you can do so using the Invoice Theme Designer.

    Comments

    Click on the text box under the Comments header to enter any additional details you want customers to see. You can also format this text with bolding, italics, underline, strikethrough, bullet points or numbered lists, as well as links.

    comments

    Discount

    add discount

    Click on Discount to search for an existing discount code or enter a manual one. This discount will be applied to the entire order. You can add a Discount either at the product level to apply to one item only, or to the entire invoice within the Subtotal section as shown above.

    Shipping

    add shipping cost

    Click on the purple Add beside Shipping to enter shipping details and an associated cost.

    Tax

    add tax

     

    Click on the purple Add beside Tax to apply taxes to the entire invoice. Your default tax settings will appear here, or you can manually change them. After tax has been applied to an entire invoice you can remove it from items individually if an item is tax exempt.

    The invoice will not save unless you select Save from the top right hand side, however if you would like to preview how it will appear to your customers, you can do so by selecting View Online from the Actions button drop down.

    save button

    You can also view your latest invoices in your list of Recent Invoices.

    tax entire invoice

    Fee Saver

    fee saver toggle


    You can toggle on Fee Saver per invoice, by switching the purple toggle on or off at the invoice level. For more information about what Fee Saver entails, click here.


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