> For the complete documentation index, see [llms.txt](https://docs.rillet.com/EjmEP4KZ9BVp9j2ho4Mh/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rillet.com/EjmEP4KZ9BVp9j2ho4Mh/accounts-receivable/invoicing-and-payments/create-a-new-invoice.md).
# Create a New Invoice
Creating and managing invoices in **Rillet** takes place within a single workflow, covering everything from initial creation to delivery by email and payment collection online. This gives finance teams a consistent process for every invoice, from drafting the line items and shipping details to tracking payment status once the invoice is out with the customer.
### Create an Invoice
Follow these steps to create a new invoice:
1. Go to **Accounts Receivable > Invoices**.
2. Select **+ Add Invoice**.
3. Enter the following invoice information:
* **General Information**
* **Select Customer:** Select the customer from the drop-down list to create the invoice.
* **(Optional) Shipping Customer:** Click **+ Add shipping customer** to associate an additional customer who will receive the shipment for this invoice.
* **Rillet Invoicing Account:** Select the invoicing account.
* **Invoice Date:** Specify the date the invoice is issued (e.g., "01/17/2025").
* **Due Date:** Set the payment deadline (e.g., "01/17/2025").
* **Terms:** Choose the payment terms (e.g., "Due on Receipt").
* **Address:** Select the billing address to use for this invoice from the addresses saved on the customer record.
* **Email Recipients:** Select which of the customer's email addresses receive the invoice, if more than one is on file, and choose **To**, **CC**, or **BCC** for each one.
* **(Optional) Shipping Address:** If you added a shipping customer, select the address to use for shipping from the addresses saved on that customer's record.
* **(Optional) Purchase Order Number:** Enter the PO number if provided by the customer.
* **(Optional) Memo:** Add any additional notes or information related to the invoice.
* **Product Details**
* **Description:** Provide a clear description of the product or service being invoiced (e.g., "Sample product").
* **Price:** Enter the product's unit price (e.g., "$5304.96").
* **Quantity:** Specify the units sold (e.g., "1").
* **Subtotal:** This is automatically calculated based on the price and quantity (e.g., "$5304.96").
* **Tax:** Toggle on or off based on whether the tax applies.
* **Tax Percentage:** Enter the applicable tax rate (e.g., "0%").
* **Tax Type:** Specify the type of tax being applied (e.g., "Sales Tax").
* **Revenue Account:** Select the product's associated revenue account (e.g., "Product").
* **Revenue Recognition:** Choose the revenue recognition date (e.g., "01/17/2025").
* **Discount:** Toggle on or off based on whether a discount applies. If enabled, specify the discount amount or percentage.
* **(Optional) Customer Segment:** If applicable, indicate the segment or category of the customer.
* **(Optional) Tag:** Add relevant tags to help organize or track the invoice.
4. Click **Save**.
{% hint style="info" %} **Note:**
Rillet does not charge fees if you send invoices by email and the customer pays using the ACH bank details on the invoice. If you use online payments or autopay through Rillet with Stripe, you will be charged the standard Stripe fees.
{% endhint %}
### Managing Invoices
After creating an invoice, you can manage invoice delivery, payment collection, and invoice status updates directly from the Invoices page.
#### Edit Contract-Linked Invoices
Invoices linked to contracts support limited direct editing from the invoice record:
| Editable Field |
| --------------------- |
| Invoice Date |
| Due Date |
| Payment Terms |
| Purchase Order Number |
| Memo |
| Product Description |
Billing and shipping addresses, along with the billing and ship-to customers, can't be edited directly on the invoice. Update them, along with any other changes not listed above, from the related contract instead, to keep contract and revenue data synchronized.
#### Send an Invoice
You can send an invoice directly from Rillet by email.
1. Click the **three dots** (•••) next to the invoice you want to send.
2. Select **Send** from the dropdown menu.
3. Review the following fields in the **Send Invoice** window:
* **Customer Email:** Make sure the email address is correct. It will be auto-filled based on the customer's setup.
* **Send As:** This field displays the preconfigured value for the customer and cannot be modified.
* **Add Another Address (Optional):** If needed, click **Add another address** and provide the additional email. Otherwise, skip this step.
4. Choose one of the following options:
* Click **Yes, confirm** to send the invoice immediately.
* Click **Send me a preview** to review the invoice before sending.
Once sent, the invoice status updates to reflect that it is out with the customer.
#### Mark an Invoice as Sent
Complete these steps to mark an invoice as sent when it was sent outside of Rillet but needs to be updated in the system:
1. Click the **three dots (•••**) next to the invoice you want to mark as sent.
2. Select **Mark as sent** from the dropdown menu.
Once selected, the invoice status will change from **"Unbilled"** to **"Unpaid"**, ensuring it is accurately tracked in your records.
#### Receive Payment for an Invoice
Take these steps to record a customer payment in Rillet:
1. Click the **three dots (•••)** next to the invoice you want to mark as paid.
2. Select **Receive Payment** from the dropdown menu.
3. Fill in the following fields in the Receive Payment window:
* **Amount:** Ensure the amount is correct (e.g., $5,304.96).
* **Date:** Select the payment date.
* **Account:** Choose the account where the payment will be recorded (e.g., "Mercury Checking").
4. Click **Confirm** to finish the payment.
Once completed, the invoice status updates to **Paid (Uncleared)**.
#### Download an Invoice
Use these steps to download a copy of any invoice in PDF format:
1. Click the **three dots (•••**) next to the invoice you want to download.
2. Select **Download** from the dropdown menu.
The invoice will automatically be downloaded in PDF format.
### Frequently Asked Questions (FAQ)
Why can't I edit the billing or shipping address on a contract-linked invoice?
The address fields are disabled on contract-linked invoices, with a note that they can only be updated on the contract. (The billing and ship-to customers themselves can't be changed on any invoice, contract-linked or not.) This stays editable even once the contract is **In Effect**, unlike most other contract fields. See Edit a Contract for the steps to update it.
What happens to existing invoices when I update a contract's address?
Open invoices linked to the contract are reissued with the new address. Invoices whose revenue has already landed in a closed period keep the address they were issued with. This is the one exception to the general rule that a selected address stays locked to an invoice once it is sent, even if the customer's saved addresses change afterward.
Do changes to tax IDs or payment instructions apply to invoices that already exist?
Yes, tax ID and payment instruction changes apply to all invoices except those in closed periods, credited, partially credited, or paid statuses.
How are service periods shown on invoices?
Service periods are automatically displayed for billing schedules such as Monthly, Quarterly, or Yearly, but not for customized schedules.
### **See Also**
To learn more about creating and managing customer invoices in **Rillet**, review these articles:
* [**Getting Started with Accounts Receivable**](/EjmEP4KZ9BVp9j2ho4Mh/accounts-receivable/getting-started-with-accounts-receivable.md)
* [**Send Invoices**](/EjmEP4KZ9BVp9j2ho4Mh/accounts-receivable/invoicing-and-payments/send-invoices.md)
* [**Custom Email for Invoicing**](/EjmEP4KZ9BVp9j2ho4Mh/accounts-receivable/invoicing-and-payments/custom-email-for-invoicing.md)
* [**View GL Impact for Usage Cycles**](/EjmEP4KZ9BVp9j2ho4Mh/accounts-receivable/contracts/view-gl-impact-for-usage-cycles.md)
* [**Upload Bank Transactions**](/EjmEP4KZ9BVp9j2ho4Mh/cash-reconciliation/bank-feeds/upload-bank-transactions.md)
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