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Invoicing

How to Create an Invoice

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

Creating Your First Invoice

Get paid faster with clear, professional invoices. Officaid handles the formatting and calculations so you can focus on the details that matter: what you're billing for and who's paying.

Watch it done: a new invoice, from Finance → Income to approved, in about a minute.

Before You Begin

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

  • At least one customer added to your contacts, or add one from the invoice form as you go
  • At least one payment account, so you can say where funds should be deposited (Finance → Accounts)
  • Your business details configured in Settings
  • Your preferred tax rates (if applicable)
Need to set these up first? See our guides on Adding a Company and Adding a Bank Account — you can also add a payment account from the dashboard's Set Up Bank Accounts card.

1. Create a New Invoice

  1. 1 Navigate to Finance → Income in the main menu. The Invoices tab opens first.
  2. 2 Click the + Add New Invoice button in the top right corner.
  3. 3 Select your Client from the dropdown list. If you need to update their address, click Edit Client Details.
  4. 4 New client? Click + Add new in the client list. A New Client panel opens (name, legal name, tax number, email, address). Once saved, the client is selected on the invoice and kept in your contacts, even if you don't finish the invoice.

2. Add Line Items and Tax

Define the services or products you are billing for:

  1. 1 In the Item field, select a product or service from your catalog. If it isn't there yet, click + Add New to create it, then set its Quantity and Rate.
  2. 2 Turn on the Taxable switch if this item requires tax.
  3. 3 Turn on the Tax included switch if the price you entered already includes tax.
  4. 4 Select the appropriate tax rate from the dropdown menu.
You can maintain a catalog of products and services to speed up invoice creation. Learn more in Understanding Items.

3. Finalize and Save

  1. 1 Select the Payment Account to specify where funds should be deposited.
  2. 2 Apply any Discounts or add Notes as needed.
  3. 3 Click Add Invoice to save it. Your invoice is saved as a draft.

4. Approve the Invoice

A newly saved invoice is a draft. A draft has not been sent and does not yet count in your financial reports — you need to approve it to make it a live invoice.

  1. 1 Open the invoice from the Invoices list.
  2. 2 Review the details, then click Approve Draft.
  3. 3 Confirm when prompted.
Only an approved invoice appears in your Profit & Loss, Accounts Receivable Aging and Cash Flow, and only an approved invoice can have a payment recorded against it. Once approved, you can also 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): Private remarks for your team. The customer will not see this.
  • Note to Customer: A public message, such as payment instructions or a thank-you note.

Frequently Asked Questions

A new invoice is saved as a draft, and drafts are not yet counted in Profit & Loss, Accounts Receivable or Cash Flow. Open the invoice and click Approve Draft to make it live — it will then appear in your reports.

Yes. Open the invoice and make changes at any time, provided you have not recorded a full payment against it.

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

Yes. Select any active currency from the Invoice Currency dropdown. If the currency you need is not listed, you can create it directly from the dropdown menu.

What's Next?

Now that your invoice is ready, explore these related guides:

invoicing billing getting started