Creating an Invoice
Invoices in Peasy are created from sales orders. When you are ready to bill a customer, open their order on the customer page and generate an invoice — Peasy takes care of the invoice number and links everything together automatically.
How to Get There
Go to Sell > Sales Orders in the sidebar, then click an order to open it on the customer page. Look for the Create Invoice button.
Step by Step
- Go to Sell > Sales Orders.
- Click the order you want to invoice to open it on the customer page.
- Click Create Invoice.
- Select the line items you want to include on this invoice.
- Review the invoice total.
- Click Create Invoice to generate the invoice.
The invoice is created immediately and appears on the Sell > Invoices page with a status of Draft.
If all line items on the order have already been invoiced, the Create Invoice button is disabled and a tooltip reads "All items have been invoiced."
Invoice Notes
Every invoice has two separate notes fields, each with a different audience:
- Customer note — Prints on the invoice PDF and syncs to QuickBooks as the customer-facing memo. Use this for anything you want the customer to see (e.g. "Thanks for your business — payment due Net-30").
- Internal note — Staff-only. Stays in Peasy and syncs to QuickBooks as a private note. Use this for collections context, AR follow-ups, or anything the customer should not see (e.g. "Customer disputed line 3 — agreed to revised total via email 4/15").
Both fields appear in the Notes section of the invoice detail panel. They auto-save when you click out of the field.
When you create an invoice from a sales order, both notes are inherited from the order's customer note and internal note. After that, the invoice's notes are independent — editing them does not change the sales order.
Edits on the order can flow down to the invoice while it's still a draft. When the order has exactly one non-cancelled invoice and that invoice is still in Draft, edits to the order's customer or internal note also update the invoice — but only if you haven't already typed something custom into the invoice's matching field. Once you've edited the invoice's note independently, the two diverge for good and order edits stop overwriting it. Orders with two or more invoices skip this auto-propagation entirely; edit each invoice directly.
After You Create an Invoice
Once the invoice exists, your next steps are usually:
- Send it — Open the invoice row actions menu and choose Send Invoice. A dialog opens where you can review and edit the recipient email, subject line, and message before sending. The To field pre-fills with the customer's email; you can add more addresses by separating them with commas, and every address receives the invoice. Use CC for people who should be copied without being the primary recipient.
- Record a payment — When you receive payment, use Record Payment from the row actions menu to log it. See Recording a Payment.
Good to Know
- One order can have multiple invoices. If you only need to bill for part of an order now, select just those items when creating the invoice. You can come back and create additional invoices for the remaining items later.
- Need to apply shipping or a discount? Open the invoice detail panel and use Balance & Payments. Shipping is entered as a dollar amount. Discounts can be entered as either a percent or a dollar amount.
- Invoice numbers are auto-generated. Peasy assigns a sequential invoice number (e.g., INV-0042) — you do not need to set one manually.
- A newly created invoice always starts in Draft status. Change it to Issued when you are ready to treat it as final.
- Sending to multiple people — Both the To and CC fields on the send dialog accept multiple email addresses separated by commas. All addresses receive the invoice email and the PDF attachment.
- Payment link exception — If you include a payment link with the invoice, the To field must be a single address. Move any additional recipients to CC. Each payment link is tied to one recipient's secure link, so multiple primary recipients would break the payment page for everyone.
Related
- Creating Sales Orders — Create the order before generating an invoice
- Managing Invoices — View, filter, and act on invoices from the Invoices page
- Invoice Reminders — Automate follow-up emails for unpaid invoices
