Creating Invoices

Learn how to create professional invoices in Tallie. The most common way is to create an invoice from a completed job, but you can also build one from scratch.

What You’ll Learn

• Creating invoices from completed jobs
• Creating standalone invoices
• Understanding invoice line items
• Setting due dates and payment terms
• Customizing what clients see
• Collecting payment on-site with QR codes

Creating an Invoice from a Completed Job

This is the primary way to create invoices in Tallie. When you finish a job, the invoice pulls in all the details automatically.

Steps

1. Go to the Jobs page or open the job from the calendar
2. Open the completed job’s detail page
3. Click the Create Invoice button
4. Tallie generates an invoice pre-filled with the job’s line items, client info, and service address
5. Review the details, adjust if needed, and save

What gets carried over from the job:

This saves you from re-entering all the details manually. Your invoice starts as a Draft, giving you time to review before sending.

Creating a Standalone Invoice

Sometimes you need to invoice for work outside the normal job flow. You can create an invoice from scratch:

1. Go to Invoices in the main navigation
2. Click the New Invoice button in the top right
3. Select a Client from the dropdown
4. Enter the Amount or add line items
5. Set a Due Date (optional but recommended)
6. Add any Notes for your reference
7. Click Create Invoice

Invoice Numbers

Tallie automatically generates sequential invoice numbers using the INV- prefix (e.g., INV-000001, INV-000002).

Automatic Numbering

Each new invoice gets the next available number in the sequence.

Gap-filling: If you delete an invoice or skip numbers, Tallie intelligently fills gaps. For example, if you have INV-001, INV-002, and INV-005, the next auto-generated number will be INV-003 (filling the gap).

Manual Invoice Numbers

To use your own numbering system:

1. When creating or editing an invoice, find the Invoice Number field
2. Enter your custom number (e.g., “2026-0042” or “JOB-123-INV”)
3. Tallie validates that the number isn’t already in use
4. Save the invoice

When to use manual numbers:

• Integrating with external accounting software
• Following a specific numbering convention required by your business
• Matching invoice numbers to job or PO numbers

Starting Number Preference

You can set where automatic numbering starts in Settings:

1. Go to Settings → Invoice Settings
2. Set your Starting Invoice Number
3. New auto-generated invoices will start from this number

This is useful when migrating from another system and you want to continue your existing sequence.

Invoice Line Items

Line items show your client exactly what they’re paying for. Each line item includes:

Adding Line Items

1. Open the invoice and click Edit
2. Scroll to the Line Items section
3. Click Add Line Item
4. Fill in the details for each item
5. Click Save when done

The subtotal updates automatically as you add items.

Editing Line Items

While in edit mode:

• Change any field by clicking on it
• Reorder items by dragging the grip handle
• Delete items using the trash icon
• Totals recalculate automatically

Setting Due Dates

Choose when payment is expected:

To set the due date:

1. Open the invoice
2. Click Edit
3. Find the Due Date card
4. Select the type from the dropdown
5. If using Custom or Net 30, pick the specific date
6. Click Save

Customizing What Clients See

Control how much detail appears on the client-facing invoice using Display Options:

Hide Detailed Line Items

When enabled, clients only see summary totals:

• Materials total
• Labor total

This is useful when you don’t want to reveal your cost breakdown.

Other Display Options

• Hide Quantities - Shows items without quantity numbers
• Hide Unit Prices - Shows items without per-unit pricing
• Hide Line Item Totals - Shows items without individual totals
• Hide Payment History - Hides “Paid to Date” and “Balance Due” sections

To access display options:

1. Open the invoice
2. Find the Client Display Options section (click to expand)
3. Toggle the options you want
4. Changes save automatically

Previewing Your Invoice

Before sending, see exactly what your client will see:

1. Open the invoice
2. Click the Preview button
3. Review the client view
4. Close the preview when done

The preview shows:

• Your company branding (logo, name, address)
• Client information
• Line items (based on your display settings)
• Totals and balance due

Discounts and Taxes

Invoices can include discounts and taxes:

Discounts

• Percentage - Takes a percentage off the subtotal
• Fixed - Subtracts a specific dollar amount

Taxes

• Percentage - Adds a percentage to the after-discount total
• Fixed - Adds a specific dollar amount

You can set these when creating the invoice, or they may carry over from the job’s estimate.

Collect in Field

Need to collect payment on-site? Tallie’s Collect in Field feature lets you generate a QR code that your client can scan to pay right there.

1. Open the invoice
2. Click the Collect in Field button
3. A QR code is displayed on your screen
4. Have your client scan the code with their phone
5. They’ll be taken to a payment page where they can pay instantly

This is perfect for:

• Collecting final payment at the job site when work is complete
• Situations where the client prefers to pay immediately
• Reducing the back-and-forth of sending invoices by email

Tips

• Review before sending - Always preview your invoice to catch errors
• Be specific - Clear line item descriptions reduce client questions
• Keep it simple - If clients don’t need the detail, hide it
• Set realistic due dates - Net 30 is standard, but “On Receipt” for smaller jobs is fine
• Add notes - Include payment instructions or important reminders
• Use Collect in Field - When you’re on-site and the client is ready to pay, skip the email

Related Articles

• Sending Invoices
• Payment Links
• Tracking Payments