Go to Point of Sale > Invoicing > All Invoices in the sidebar, then click "+ New Invoice". Point of Sale > Invoicing > Create Invoice goes straight to the same form.

Steps

  1. Select or search for a customer (or leave blank for walk-in). If you type a name that isn't in your customer list, the dropdown offers to add them: click "Add <name> as a new customer", or just press Tab. Either way the New Customer window opens with the name already filled in, so you can add their phone, email, and address without typing the name twice.
  2. Select a vehicle if applicable
  3. Add line items:
  • Product: search by name, SKU, or description, and the closest match is listed first. Typing a SKU exactly puts that product at the top even when other codes contain the same characters. Each row shows the product's description beside its name, so near-identical codes are tellable apart. Quantity and price auto-fill from catalog. If the product belongs to a category marked as labor, it comes onto the invoice as a labor line automatically.
  • + Labor: enter description, hours, and rate
  • + Discount: fixed amount or percentage off. Requires the apply-discounts permission.
  • + Off-Catalog: sell something that is not in inventory yet. The line goes to the Off-Catalog Queue to be turned into a real product, and the invoice cannot post until it is resolved. Not offered on warranty invoices.
  • + Package: drop a saved bundle of products and labor onto the invoice in one click.
  1. Tax is calculated automatically based on your tax rate settings
  2. Add notes (visible to customer) or internal notes (staff only)
  3. Click the green button to save the invoice. Its label tells you exactly what the click will do: "Save Invoice" when no payments are added (the invoice is created open, with a balance due), "Collect Payment" when you have added payments (they are recorded, and the invoice stays open until it is posted), and "Post Invoice" only when your payments cover the total and the "Post invoice now" box is checked. That checkbox appears once your payments cover the total: leave it checked to finalize the sale on the spot, or uncheck it to record the money now and post later from the invoice page. Posting asks you to confirm, because a posted invoice can no longer be edited. To save the document as an estimate instead, click "Save as Estimate".

If your shop has set up Required Fields, saving will stop and tell you what is missing (for example an email address on the customer, or a Referred By). Fill it in on the prompt and carry on; you will not lose the invoice. A field marked with a red asterisk is required. Owners and Store Managers can save without it and record a reason. See the article on requiring fields before an invoice can be saved.

Leaving the customer blank for a walk-in is only allowed if your shop has not turned on "Require a customer on every invoice".

The invoice number is generated automatically (e.g. INV-0001). You can print or email the invoice from its detail page. If the invoice has a labor line, a Create Work Order button appears there too. If your shop wants that button on invoices with no labor, turn on "Allow work orders without a labor line" under Settings then Work Orders. The printed and emailed invoice shows the date and time it was created, and if the invoice has a scheduled appointment it includes an Appointment section with the date, time, and bay (or salesperson) so the customer leaves with their booking details.

For wholesale accounts, see How to Create a Dealer Invoice.

The invoice header also has a Salesperson field, which defaults to you and records who gets credit for the sale. If two people worked the deal, pick a Second Salesperson and enter the primary's share; the rest goes to the second person. The commission split feeds the salesperson reports but never prints on the customer's copy. See "Splitting a Sale Between Two Salespeople."