Note: This document assumes you'll be creating a new invoice from scratch. If you've been working from a ticket, see Add Billable Time to a Ticket. 

Create the Invoice

To manually create a new Invoice, follow these steps:

1. Select the Invoices tab from the tab bar. If available, a list of existing invoices appears in the Invoices table:

2. Click +New Invoice. The New Invoice page displays:

3. Start typing a Customer name and select the customer to invoice. 
   Tip: You can also type a new Customer name and press enter. This takes you to the New Customer page described in Create a Customer. 
    
4. Click Create Invoice. Syncro creates and displays an Invoice based on the default/selected invoice template. Unpaid invoices have a Take Payment button in the actions toolbar:

Tip: Navigate to Admin > Invoices - Templates to view, modify, and create Invoice Templates.

Verify the Bill To Customer

On the Invoice itself, you'll see the Bill To Customer section displays the selected Customer's detailed information. Verify this information is correct.

Note: If there's an Email associated with the Customer, it will appear in the Email field. If an Invoice Email does not exist, optionally click Click to Add to enter one. These are the email addresses that will receive a copy of the invoice.

Click the collapse icon to show fewer Bill to Customer information.

About Third-Party Billing

Typically, invoices are created for the Customer for whom tickets were worked, and that customer pays the bill. If a different customer will be paying the bill, third-party billing comes into play. 

Click Change Customer in the upper righthand corner of the Bill To Customer section to associate this invoice with a different customer: 

Note: If tickets are already associated with the invoice and you change the Customer, a new Ticket Customer (Job) section appears:

If you want to revert back to the original customer, simply repeat this process.

Verify And/or Add Invoice Details

Next verify the information in the Invoice Details section. Fields you can change include:

• The Invoice Name. Click the dash to give this invoice a descriptive name, which displays later in the Invoices table. Adding a name also allows you to use the {{invoice_name}} tag  to display the name on your invoice PDFs. Enable Invoice Name under Admin > Customers - Preferences.
• Optionally, click to add a PO Number.
• Verify or change the invoice template.  You'll find Templates for Invoices under Admin > Invoices - Templates.
• Verify or change the Created By user email.
• Verify or change the Due Date.
• Verify or change the Tax Rate. Tax Rates are defined under Admin > Invoices - Tax Rates. The default Tax Rate is the first in the table, and unless you change it, is 0%.

Click the collapse icon to show fewer Invoice Details information.

Tally Line Items

Note: The Line Items section of the Invoice draws heavily from your Products and Services list, which you can find in Products & Services. Anything in the Products and Services table that appears with a non-zero Cost is searchable here.

1. In the Line Items section, search for items from your Products and Services list. Syncro displays choices based on what you type:

2. Select an item from the search results, verify or change the Quantity, then click Create Line Item. An summary of the line item appears: 

Tips: 

• See also Add All Line Items from Pending Ticket Charges.
• If you have a barcode reader, you can scan a Syncro product label to enter its code in the "Scan or Search to Add An Item" field and auto-populate the line item in your invoice.
• Click Add Manual Item to list something that is not currently in your Products & Services inventory: 

(This does not add the item to your inventory.)

• Click Create Ad-Hoc Bundle to track multiple items (including labor) as a single line item on the invoice or estimate. 
• Click a hyperlinked product or service in the Item column to jump to that product or service's details. You can click the Description, Qty, Rate, or Tax fields to make direct edits, which will only affect these invoice items (not your inventory).
• Use the hamburger icon to reorder items on your invoice. 
• Click the expand icon to to add Discounts, or clarify/change other pieces of information. 
• Click the X to remove a line item.
   

3. Repeat the previous two steps to continue adding all the line items to your invoice.

4. Optionally, click in the Invoice Message field to enter one.  You can then add the {{invoice_message}} tag to your Invoice Template to display the name on your future invoices. 

Add All Line Items from Pending Ticket Charges

If Syncro detects pending ticket charges related to the Customer, related to tickets, you'll see a Pending Ticket Charges notice at the top of the Line Items section of the Customer's invoice:

Click +Add to Invoice to add an individual ticket item to this invoice.

Alternatively, use the +Add All button menu to add all pending ticket charges, listed in the order you specify:

About Applied Payments, Terms & Conditions, and Emails

The Applied Payments section shows all payments that have been applied to the invoice. Clicking a hyperlinked Date opens the corresponding payment page. The PDF icon displays a PDF of the payment receipt, allowing you to print the receipt or download it to your local computer:

The Emails section shows all emails sent to the customer from this Invoice.

The Terms & Conditions section allows you to display your terms and conditions for the customer to accept and acknowledge by signing. Modify your invoice terms and conditions under Admin > Invoices - Templates. Select the Invoice Disclaimer tab.

Add Attachments

To add an attachment, first click Click to activate Copy/Paste Attachments to enable the drag-and-drop area and Upload button:

Accept a Signature

If you have the invoice pulled up (e.g., in a brick and mortar) and select this field, Syncro activates a Topaz signature pad (if configured) for your customer to sign. "Print Your Name" auto-populates with their full name if it's on file, or they can manually enter it: 

Tip: Your customer can also sign directly from the Customer Portal when paying an invoice.

If necessary, click “Clear” to clear the signature area.

View History (Admin Only)

Note: This section is only visible for global administrators. 

Click View History (Admin only) to list modifications made to the invoice since its creation. When applicable, the email address of the user that made the modification is displayed:

Sign the Invoice

1. In the Signature section, you may choose to have your customer verify or type their name, then draw their signature in the box. 
2. Click I Accept The Terms.