# Invoicing Professional billing and payment tracking for your solar projects. Create invoices, generate PDFs, track payments, and manage your accounts receivable—all integrated with your project workflow. ## Overview Powerlily invoicing allows you to: - Create professional invoices - Generate from quotes automatically - Track line items with quantities - Handle tax calculations - Mark paid/unpaid status - Track partial payments - Email invoices to customers - Generate PDF invoices - Search and filter invoices - View payment analytics ## Key Features ### Professional PDF Generation - Branded invoice PDFs - Company logo and details - Itemized line items - Tax calculations - Payment status - Due dates - Download or email ### Quote Integration - Generate invoices from quotes - Auto-populate equipment - Transfer pricing - Save time on data entry - Maintain consistency ### Payment Tracking - Paid/unpaid status - Partial payment support - Payment history - Outstanding balances - Analytics dashboard ### Customer Communication - Email invoices directly - Custom email message - Professional presentation - Delivery confirmation ## Creating Invoices ### Navigation **From Project:** 1. Open project 2. Go to **Invoices** tab 3. Click **"New Invoice"** 4. Enter details 5. Save **From Invoice Index:** 1. Navigate to **Invoicing** 2. Click **"New Invoice"** 3. Select project 4. Enter details 5. Save ### Invoice Information #### Invoice Number **Unique identifier** - Must be unique - Used for tracking - Customer reference - Accounting system **Format Examples:** - INV-001 - 2024-001 - SOLAR-2024-001 - Auto-incrementing **Best Practices:** - Consistent format - Sequential numbering - Include year - Easy to reference #### Date **Invoice date** - Date invoice created - Used for due date calculation - Accounting period - Customer records **Due Date:** - Automatically set to 30 days - Shown on invoice - Payment deadline - Can be customized #### Project **Associated project/customer** - Links to project - Customer information - Billing address - Contact details **Benefits:** - Organized by project - Customer history - Easy lookup - Project tracking #### Tax Toggle **Apply sales tax** **Enabled:** - Tax calculated on subtotal - Company tax rate applied - Shown separately - Added to total **Disabled:** - No tax calculated - Subtotal = total - Tax-exempt customers - Out-of-state **Tax Rate:** - Set in company settings - Applied automatically - State/local rates - Customizable #### Note **Optional message** - Payment instructions - Terms and conditions - Thank you message - Special notes **Examples:** - "Payment due within 30 days" - "Thank you for your business!" - "Wire transfer details: ..." - "Net 30 terms" ## Line Items ### Adding Line Items **Manual Entry:** 1. Click **"Add Item"** 2. Enter name 3. Set price 4. Set quantity 5. Calculate total **From Quote:** - Auto-generates all items - Panels, inverters, equipment - Installation costs - Properly formatted ### Item Fields #### Name **Item description** - Product name - Service description - Clear identification - Customer-facing **Examples:** - "REC Alpha Pure 405W Solar Panel" - "Enphase IQ8+ Microinverter" - "Installation Labor" - "Electrical Permit" #### Price **Per-unit cost** - Dollar amount - Unit price - Before quantity - Taxable amount **Format:** - Enter as decimal - Example: 250.00 - Calculated automatically from equipment #### Quantity **Number of units** - Integer or decimal - Multiplies price - Total = price × quantity **Examples:** - 24 (panels) - 1 (installation) - 12 (microinverters) #### Total **Line item total** - Automatically calculated - Price × Quantity - Pre-tax amount - Shown to customer #### Order Number **Display sequence** - Controls display order - Auto-assigned - Can reorder - Professional presentation ### Item Management **Reordering:** - Change order numbers - Reorganize presentation - Logical grouping - Save changes **Editing:** - Modify any field - Recalculates total - Updates invoice total - Real-time updates **Deleting:** - Remove individual items - Adjusts totals - Can clear all items - Cannot undo ## Generating from Quotes ### Auto-Generate Feature **Benefits:** - Saves massive time - Accurate pricing - Consistent formatting - No manual entry ### How It Works **From Quote Button:** 1. Open invoice 2. Click **"Generate from Quote"** 3. System creates line items 4. Pulls from quote: - All panels - All inverters - All equipment - Installation cost 5. Automatically calculates ### What Gets Included **Equipment:** - Panels (model, wattage, quantity) - Inverters (model, quantity) - Additional equipment (batteries, etc.) - Adjusted pricing (BOM calculation) **Services:** - Installation cost (if set in quote) - Additional line items - Labor costs **Additional Items:** - Grand Trunk Cable (auto-added per panel) - Aluminium Racking (auto-added per panel) - System-specific components **Note:** Some items auto-calculated with specific pricing formulas for standard installations. ### Adjusting Generated Items **After Generation:** - Review all items - Adjust quantities if needed - Modify pricing - Add/remove items - Customize for project **Common Adjustments:** - Change installation pricing - Add permit fees - Include upgrades - Remove standard items - Custom components ## Payment Tracking ### Payment Status #### Unpaid **Default status** - Outstanding invoice - Payment pending - Shows in unpaid filter - Red status indicator #### Paid **Fully paid** - Payment received - Completed transaction - Shows in paid filter - Green status indicator **Marking Paid:** 1. Check "Paid" toggle 2. Save invoice 3. Status updates 4. System note created 5. Analytics updated ### Partial Payments **Track installments** **How It Works:** - Enter amount received - Shows on invoice - Still marked "unpaid" - Tracks progress **Example:** - Invoice total: $25,000 - Partial payment: $10,000 - Remaining: $15,000 - Status: Unpaid (with partial) **Display:** - Shown on invoice PDF - Listed in project notes - Payment history - Outstanding balance **Multiple Partials:** - Update amount as received - Running total - Payment schedule - Progress tracking ## Invoice PDF ### Generating PDF **Download:** 1. Open invoice 2. Click **"View PDF"** 3. PDF generates 4. Opens in browser 5. Download or print **Features:** - Professional layout - Company branding - Customer details - Itemized list - Tax breakdown - Payment status - Due date ### PDF Contents **Header:** - Company logo - Company name - "INVOICE" title - Professional design **Invoice Details Box:** - Invoice number - Invoice date - Due date - Payment status (Paid/Unpaid) - Partial payment (if applicable) **Billing Information:** - **From:** Your company details - **Bill To:** Customer information - Side-by-side layout - Complete addresses **Items Table:** - Item Name - Price per unit - Quantity - Line total - Professional formatting - Highlighted header **Totals:** - Subtotal - Tax (if applicable) - Tax percentage shown - **Total** (highlighted) **Footer:** - Payment terms - Company information - Thank you message - Contact details ### PDF Styling **Professional Design:** - Clean layout - Easy to read - Branded colors - Consistent formatting - Print-ready ## Email Invoices ### Sending Invoices **Process:** 1. Open invoice 2. Click **"Send Invoice"** 3. Customize email subject 4. Customize email body 5. Click **"Send"** 6. Email delivered 7. Status marked "Sent" ### Email Customization #### Subject Line **Email subject** - Default provided - Customize per invoice - Professional tone - Clear purpose **Example:** `Invoice #2024-001 from [Your Company]` #### Email Body **Message content** - Personalized greeting - Invoice details - Payment instructions - Thank you - Contact information **Example:** ``` Dear [Customer Name], Please find attached invoice #2024-001 for your solar installation project. Amount due: $25,000 Due date: [Date] Payment can be made via [methods]. Thank you for choosing [Your Company]! Best regards, [Your Name] ``` ### Email Delivery **Includes:** - PDF invoice attachment - Customized message - Your company branding - Reply-to address **Confirmation:** - Sent status saved - System note created - Delivery recorded - Customer can download ## Invoice Management ### Invoice Index **Central dashboard:** - All invoices - Search and filter - Sort options - Analytics - Quick actions ### Filtering **By Status:** - All invoices - Paid only - Unpaid only - Quick toggles **By Date:** - Date range picker - This month - Last month - Custom ranges - Fiscal periods **By Amount:** - Highest first - Lowest first - Total value - Outstanding amounts ### Sorting **Sort Options:** - Date (newest/oldest) - Total (highest/lowest) - Invoice number - Project name - Payment status ### Search **Search Fields:** - Project name - Customer email - Customer phone - Address - Invoice number **Real-time:** - Updates as you type - Fuzzy matching - Fast results - Pagination ## Analytics ### Invoice Summary **Key Metrics:** - Total invoices - Total value - Average invoice - Paid vs unpaid - Outstanding balance **Visual Display:** - Card layout - Color-coded - Quick overview - At-a-glance **Date Filtered:** - Current month default - Custom ranges - Year-to-date - Fiscal periods ### Payment Analytics **Track:** - Total collected - Outstanding amounts - Payment trends - Average payment time - Collection rate ## Best Practices ### Invoice Creation **Accurate Information:** - Verify customer details - Double-check line items - Confirm pricing - Review totals - Proofread notes **Professional Presentation:** - Consistent formatting - Clear descriptions - Organized items - Proper grammar - Company branding ### Timing **Send Promptly:** - After installation - Upon milestones - As agreed in contract - Before payment due **Follow Up:** - Track due dates - Send reminders - Professional communication - Payment plans if needed ### Record Keeping **Documentation:** - Save all invoices - Track payments - Maintain history - Backup records - Audit trail **Organization:** - Consistent numbering - Logical filing - Easy retrieval - Customer folders ### Tax Compliance **Sales Tax:** - Know your requirements - Apply correct rates - Document exemptions - Report accurately **Records:** - Keep for required period - Support for audits - Complete documentation - Professional records ## Integration with Projects ### Project Tab **Invoices in Projects:** - Dedicated invoices tab - All project invoices - Create new - View history - Total value display **Benefits:** - Organized by project - Complete history - Customer context - Easy access ### System Notes **Automatic Logging:** - Invoice created - Invoice sent - Payment status changes - Partial payments received - Complete audit trail **Visibility:** - Team can see history - Customer interactions - Payment progress - Project timeline ## Troubleshooting ### Can't Create Invoice - Check project exists - Verify permissions - Ensure unique invoice number - Check required fields ### Tax Not Calculating - Verify tax toggle enabled - Check company tax rate set - Ensure items have prices - Review tax settings ### PDF Won't Generate - Check invoice saved - Verify all fields complete - Ensure company details set - Try refreshing ### Email Not Sending - Verify customer email - Check email settings - Confirm invoice saved - Review delivery logs --- **Related:** [[CRM/Overview|CRM]] | [[Fleet Management/Overview|Projects & Fleet]] | [[Equipment/Equipment|Equipment]]