An Invoice can be created in Method using the Invoices App. This article will explain the different parts of the Invoices screen.
Note: There are differences in creating an invoice depending on whether you sync with QuickBooks Desktop or QuickBooks Online. If you are using QuickBooks Online, please see our article Create an Invoice for QuickBooks Online Accounts.
In addition, you can also convert a sales order to an invoice, and an estimate to an invoice.
For the purpose of this article we will separate the Invoice into the following sections:
Note: Invoices are saved as soon as you create an invoice and select a customer for that invoice, even without hitting the save button.
Invoice Details
Click ⊕ New on your Invoices App, or click ⊕ New Invoice from your Invoice List.
This opens your New Invoice screen. Choose a customer or lead to associate with this invoice.
The top will show the total, the customer, and on the right, the open and closed activities related to this invoice. Because this is a brand new invoice, there won't be any activities related to it yet.
When you select a customer, the billing and shipping addresses for that customer will populate for the invoice. If you have multiple shipping addresses for your customer. you will have the option to choose a different ship address.
Except for Customer, Date, and Account, the following fields are optional:
Date* and Due: Today's date appears in the Date and Due fields (these can be changed manually).
Account: Choose the account a payment is applied to. By default, this is set to Accounts Receivable.
Invoice #: Created if the field is left blank, and is assigned sequentially (if the last invoice was #15, this will be #16).
Terms: Assign terms to this invoice.
P.O. Number: Include a purchase order number if applicable.
Ship method: Choose how this product will be shipped, if applicable.
Currency: Visible if Multicurrency is enabled. This cannot be changed.
Sales rep: Assign a sales rep.
Tags: Assign tags to this invoice.
Opportunity: The opportunity this invoice is linked to.
Class (not shown): Classes are used to sort your transactions.
Wait for approval before syncing: Prevents the invoice from syncing to QuickBooks until a user unchecks this option and saves.
To be emailed in QuickBooks?: Flags the invoice in QuickBooks as "to be emailed"; group and email multiple invoices in QuickBooks.
To be printed in QuickBooks?: Flags the invoice in QuickBooks as "to be printed"; group and print multiple invoices in QuickBooks.
Invoice as pending?: Flags the invoice in QuickBooks as "pending"; do not send this invoice to the customer yet.
Note: A pending invoice does not influence the general ledger (is not yet seen as money owed).
Invoice Line Items
Line items are added to the Invoices using the Line Items grid. Items available are taken from the Items App which is synced with your QuickBooks account. By clicking on a row, each column (other than the Amount) can be edited to fill in details for each line item.
To add QuickBooks items to this invoice, add them directly in the grid. To add more lines, select the Add Lines button.
If you are viewing on mobile, adding new items is done via a separate screen.
Note: Line items are not saved until you save the whole invoice. If you updated the line items and log out of your session, they will not be saved in the invoice.
Invoices Total
Below the item lines grid, you will find the total as well as a few more fields to fill in:
Memo (Internal) - A note for yourself and other Method:CRM Users with access to this transaction. The memo is not visible to the customer.
Customer Message - a message to appear on your invoice for the customer to see (e.g. "looking forward to your business").
Note: This is a dropdown list of messages. Currently, these messages are managed within QuickBooks. Find the Customer Message List within QuickBooks Desktop if you wish to change the messages.Attachments - You can add a file to this invoice. Attachments do not sync to QuickBooks.
Taxes - applicable tax rate. This was likely set up within QuickBooks.
Customer Tax Code - the tax code assigned to the customer.
When you have finished your invoice, click Save. This will update Balance Due.
Invoice Buttons
More Actions [ ∨ ]:
Clear & New: Clear the current invoice so it is empty and you can create a new one.
Delete: Delete the invoice. This cannot be undone!
Make a Copy: Create a brand new invoice with the same information and items.
Receive Payment: This will take you to the Payments App with the current invoice selected to be paid. From there, you can process the payment for the invoice. You will need to have access to the Payments App in order to see this button.
Create Purchase Order: Generate a Purchase Order from this estimate. Only available if user has access to the Purchase Order app. For more information, see Convert Sales Transactions to Purchase Orders.
Print: Creates a pdf file of the invoice which you can print. Pop-ups must be enabled for Method, else the document will be blocked and nothing will happen when you click this button. The pdf is created using a template chosen within the app preferences. The PDF link created will expire within 5 to 10 minutes. You should not reference the link in any permanent document.
Send [ ∨ ]:
Email: Email the customer a link to their portal where they will be able to view their transactions online. You will get a preview and the option to make edits before sending it out.
SMS: Send an SMS to customer with a link to their portal where they will be able to view their transactions online. You will get a preview and the option to make edits before sending it out. Only shows if SMS is enabled in your account.
Save [ ∨ ]: This button is clickable and will save the transaction.
Save & New: Save the invoice and clear the form to enter in a new invoice.
Save & Back: Save the invoice and go to the previous screen.