Creating an Invoice

Overview

Invoices in Swivl let you bill customers for completed or in-progress work. You can create an invoice from scratch or convert one from an approved estimate. Invoices support line items from your price book, tax calculations, deposit tracking, and customer messages.

Who can access this

How to create an invoice

You can create an invoice in two ways:

From scratch

• Navigate to Invoices in the left sidebar and click + Create New.

From an existing estimate

• Navigate to Estimates in the left sidebar.
• Open an approved estimate and click Convert to Invoice.

Both options take you through the same four-step form.

Step 1: Customer and job details

• Choose whether this invoice is for an Existing Job or a Non-Job Invoice.
• Select the Customer from your account list. If the customer doesn't exist yet, click + Create New Customer.
• If linking to a job, select the Job from the dropdown.
• Select the Service Address and optionally a Building/Unit.
• Optionally choose a Billing Contact and Site Contact.

Step 2: Products and services

• Select a product or service from the dropdown or type to search.
• Add a Description for the line item.
• Enter the Quantity, Rate, Tax %, and Discount for each item. The line item total calculates automatically.
• Click + Add Product or Service to add more line items.
• View the Subtotal, Tax, and Total at the bottom. Click Add Discount to apply a discount to the invoice.

Step 3: Terms

• Set the Invoice Date, defaults to today's date.
• Choose the Term, defaults to Due on Receipt, which sets the Due Date automatically.
• Optionally add a Customer Message that will appear on the invoice document.
• Attach supporting files under Media and Documents upload images, videos, or documents.
• You can also preview the invoice on the right side of the screen and click Download to save it as a PDF.
• Click Save Draft to save your progress or Next to proceed.

Step 4: Review

Review the full invoice before sending. From this page you can:

• Check all Products & Services line items, quantities, rates, and totals.
• Review Invoice Terms: Invoice Date, Due Date, Term, and Total Due.
• View Customer & Job Details on the right side.
• Click Choose Payment Method to set how the customer will pay.
• Click Send to deliver the invoice to your customer.
• Use the three-dot menu to access additional options.

Invoice statuses

Editing an invoice

• Draft invoices can be edited directly by clicking the edit (pencil) icon.
• Open invoices can also be edited, but the system will first revert the invoice to Draft status. You will see a confirmation dialog before this happens.
• Paid and Void invoices cannot be edited.

Deleting an invoice

You can only delete an invoice when it is in Draft status. Click the three-dot menu on the invoice list or detail page and select Delete. A confirmation dialog will appear before the invoice is permanently removed.

Open, Paid, and Void invoices cannot be deleted.

Tips

• Invoice payment terms default to Due on Receipt, while estimates default to Net 30. Adjust as needed to match your business billing preferences.
• Use the invoice preview on the right side of the screen to see exactly what the customer will receive before sending.
• Click Download on the review page to save the invoice as a PDF at any time.
• If an invoice was converted from an estimate, a reference to the original estimate is preserved on the invoice.