Creating Invoices¶
Create and send professional invoices to your customers.
Creating a New Invoice¶
- Navigate to Invoices in the sidebar
- Click New Invoice
- Select a Customer (or create one inline)
- Set the Issue Date and Due Date
- Add line items
- Optionally add a Reference number for your records
Line Items¶
Each line item includes:
- Description: What you're billing for
- Quantity: Number of units (must be greater than 0)
- Unit Price: Price per unit (can be $0 for free items)
- GST: Whether GST applies to this item
Products Library
Save frequently used items in Products to add them to invoices without re-entering details.
GST Handling¶
FairBooks automatically calculates GST (10%) on applicable line items. The invoice will show:
- Subtotal (ex. GST)
- GST amount
- Total (inc. GST)
If your organisation is registered for GST, invoices are labelled Tax Invoice as required by the ATO.
Sending an Invoice¶
Click Send to email the invoice directly to your customer. They'll receive a PDF attachment with a link to pay online (if Stripe is connected).
The reply-to address on the email uses your Invoice Reply Email if set, otherwise your business email.
Invoice Statuses¶
| Status | Meaning |
|---|---|
| Draft | Not yet sent to the customer |
| Sent | Emailed to the customer |
| Paid | Payment received (cannot be changed) |
| Overdue | Past the due date without payment |
Status Transitions¶
- Draft → Sent → Paid
- Draft → Paid (direct payment without sending)
- Sent → Draft (undo send)
- Overdue → Paid
Once an invoice is marked Paid, its status cannot be changed.
Other Actions¶
- Duplicate: Create a copy of an existing invoice with a new invoice number
- Preview PDF: View the invoice PDF inline before sending
- Mark as Sent/Paid: Manually update the status without emailing
- Bulk Actions: Select multiple invoices to mark as sent, mark as paid, or delete in bulk
- Delete: Move an invoice to the rubbish bin (can be restored later)