Use Invoices to send customers a bill for goods or services to be paid at a later date. From BackOffice, invoices can be sent via email, printed for delivery by mail or in person, and tracked individually by status. Invoices ready for payment can be rung up at the register and marked as paid in BackOffice.
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What are Invoices?
Invoices allow a business to bill customers for goods or services and collect payment at a later date. They can be used to manage special types of sales interactions, such as work orders, deposits, and mail orders. From BackOffice, invoices can be printed, emailed to customers, and tracked to see which are awaiting payment, past due, and paid.
Create an Invoice
Set up a new invoice in BackOffice to create a bill for items you sell or services you provide. Once created, an invoice can be emailed to its assigned customer or printed into a physical copy.
- In BackOffice, click ‘Invoices’.
- Click ‘Create invoice’.
- (Optional) Add a title.
This describes the purpose of the invoice and appears at the top, under the business information.Click ‘Add invoice title’.Enter a title and click ‘Save’.
- Select a customer from the 'Bill To' drop-down to assign to the invoice.
- Only existing customers with a saved email address will appear.
- Search for customers by name, email, or phone number.
Visit our Manage Customers article to learn how to create new customers or add emails to existing ones.
- Click the date icon to select a due date.
This is the date by which the customer must pay the invoice.
- (Optional) Add notes to the invoice.
Notes can include terms and conditions, payment instructions, or other details and appear below the customer name and due date.Click ‘Add invoice notes’.Enter notes and click ‘Save’.
- Add inventory items to the invoice.Click ‘Add new item’.Search for an item, then click to select it.
Enter the quantity. For open priced items, also enter the price.(Optional) Enter an amount to discount the line item.Repeat a – d in step 7 for each additional item.
- Basic items and items with variants are supported, but modifiers for basic items cannot be selected.
- (Optional) Toggle ‘Sales Tax’ off or on.For tax-exempt customers, ‘Sales Tax’ is always 0.00 regardless of the position of the sales tax toggle switch.
- Choose to either save as a draft or finish the invoice.
If you receive an error, visit our troubleshooting guide for help.To save as a draft that can be edited or deleted later, click ‘Save as Draft’.To finish the invoice and share it with the customer, click the arrow and select an option. Finished invoices cannot be edited or deleted.Finish and Send | Send the invoice by email to the address on file for the customer. The email sends from email@example.com and its subject contains the store name and invoice number.Finish and Print | Print the invoice to a connected computer printer.
From BackOffice, check the status of existing invoices, edit or delete invoice drafts, and resend or reprint finished invoices.
Check Invoice Status
The status of an invoice shows whether it is a draft, open, paid, or past due. Visit the Invoices screen to check invoice statuses and view other details.
- In BackOffice, click ‘Invoices’.
- (Optional) Click any header with arrows to sort the table.
Invoice Number | Unique identification number generated by ShopKeep that cannot be changed.
Date Created | Date the invoice was created in BackOffice.
Date Due | Date by which the customer must pay the invoice.
Customer | Name or email of the customer assigned to the invoice.
Status | Draft, Open, Paid, or Past Due. Learn about each status below in step 3.
Amount Due | Total invoice amount. This does not change when a customer pays an invoice.
- Check the ‘Status’ column for the status of each invoice.
Draft | Invoice is saved as a draft and can be edited or deleted.
Open | Invoice is finished, printed or emailed, and awaiting payment.
Paid | Invoice was marked as paid.
Past Due | Due date passed and the invoice was not marked as paid.
- Click an invoice to view its items and other details.
Edit and Delete Draft Invoices
Edit an invoice draft to make changes before sending it to a customer. If a draft is no longer needed, delete it to remove it from BackOffice.
Only drafts can be edited and deleted. ‘Open’, ‘Paid’, and ‘Past Due’ invoices cannot be modified.
- Select a draft invoice from the Invoices screen.
- Make changes to the draft or click 'Delete Invoice' to remove it.
- If editing the invoice, choose to either save again as a draft or finish the invoice.
If you receive an error, visit our troubleshooting guide for help.To save as a draft that can be edited again later, click ‘Save as Draft’.To finish the invoice and share it with the customer, click the arrow and select an option to email or print. Finished invoices cannot be edited or deleted.
Resend and Reprint Invoices
If you or a customer needs a copy of a finished invoice, resend or reprint it from BackOffice.
- Select a non-draft invoice from the Invoices screen.
- Click the arrow and select ‘Print’ or ‘Send’.
Payment for an invoice must be rung up at the register when the customer is ready to pay. After ringing up an invoice at the register, manually mark it as paid in BackOffice.
- At the register, ring up a sale for the items on the invoice.
See how to check the invoice’s items here.
- Tap 'Select Customer' and select the customer assigned to the invoice.
Tagging the customer to the sale links them to their purchase for reporting purposes.
- If necessary, apply line item discounts present on the invoice.
- If the invoice is non-taxable, tap the 'Tax' check button to remove the tax.
- Tender the sale as usual.
- In BackOffice, select the invoice from the Invoices screen.
- Click ‘Mark as paid’.
Marking an invoice as paid changes its status to ‘Paid’ and cannot be reversed.
View answers to common questions about invoices.
How do I customize the invoice logo and business address?
These details come from Receipt Settings. Visit our Receipt Setup article to learn how to upload a new logo and update business information.
Can I change invoice numbers?
No. Invoice numbers are created by ShopKeep, are unique for each invoice, and cannot be edited.
Can I add discounts to an invoice?
Yes, line items can be discounted by individual amounts while an invoice is being created or edited.
Can I change the email address invoices send from?
No, this address (firstname.lastname@example.org) cannot be changed and is not monitored.
Can I remove tax from an invoice?
Yes, tax can be manually toggled off and on while an invoice is being created or edited. However, for tax-exempt customers, tax is always 0.00 regardless of the position of the sales tax toggle switch.
Can customers pay invoices online?
No, but this functionality may be added in the future.
Can I edit, delete, or cancel invoices?
Only draft, not finished, invoices can be edited and deleted.
Can I view invoices at the register?
No, invoices are available only in BackOffice.
How can I get help with a problem related to invoices?
Visit our Invoices Troubleshooting guide for help solving invoice-related issues.
If you have more questions about invoices, visit our BackOffice FAQ.