How to Create an Invoice

Learn how to create and customize invoices for your customers in just a few steps.

Send professional invoices in minutes

Creating professional invoices in Officaid is straightforward. This guide walks you through setting up invoice details, adding line items, and finalizing the document for your client.

Before You Begin

Make sure you have the following set up in your Officaid account:

At least one customer added to your contacts
Your business details configured in Settings
Your preferred tax rates (if applicable)

Need to add a customer first? See our guide on Adding Customers.

1. Create a New Invoice

1 Navigate to Finance → Invoices in the main menu.
2 Click the + Add New Invoice button in the top right corner.
3 Select your Client from the dropdown list. If you need to update their address, simply click Edit Client Details.

2. Add Line Items and Tax

Define the services or products you are billing for:

1 Enter the Item description, Quantity, and Rate.
2 Turn on the Taxable switch if this item requires tax.
3 Turn on the Tax included switch if the price you entered is final (meaning tax is already inside it).
4 Select the appropriate tax rate from the dropdown menu.

You can also maintain a catalog of products and services to speed up invoice creation. Learn more in our Items guide.

3. Finalize and Save

1 Select the Payment Account to specify where funds should be deposited.
2 Apply any necessary Discounts or Notes.
3 Click Save as Draft or Add Invoice to complete the process.

Pro Tip: Once you have created an invoice, you can duplicate it later to save time when billing the same customer again.

Understanding Extra Fields

You may use these optional fields at the bottom of the invoice form:

Internal Notes (Hidden): Add private remarks for your team. The customer will not see this.
Note to Customer: Add a public message, such as "Thank you for your business" or specific payment instructions.

Frequently Asked Questions

Can I edit an invoice after saving it?

Yes. You can open an existing invoice and make changes at any time, provided you have not yet recorded a full payment against it.

Do I need to set up tax rates before invoicing?

No. You can select a tax rate directly from the dropdown menu on any line item. If the rate you need is missing, you can create a new one instantly from that same menu.

Can I send invoices in different currencies?

Yes. You can select any active currency from the Invoice Currency dropdown. Alternatively, you can create a New Currency directly from the currency dropdown menu if the one you need is not listed.

What's Next?

Now that your invoice is ready, you might want to:

Sending Invoice Reminders — Automate payment reminders
Recording Payments — Mark invoices as paid
Invoice Reports — Track your invoicing performance

invoicing billing getting started