Overview

Issuing an invoice confirms that it is ready to be treated as an official accounting record. It moves the invoice from Ready to Issued and records who issued it and when.

Issuing an invoice is separate from sending it to the customer. An invoice can be issued before its email is sent or scheduled.

Availability: Issuing applies to accounts using the invoice statuses Draft, Ready, Issued, Paid, Finalized, and Cancelled. If your account displays Scheduled, Unpaid, or Overdue as invoice statuses, follow [Sending and Viewing an Invoice] instead.

Before You Issue an Invoice

Confirm that the following information is correct:

• Customer and Bill To information
• Billing items and invoice total
• Payments already applied to the invoice
• Service Date
• Invoice Date
• Payment Terms and Due Date
• Export Status

If the project contains multiple invoices, confirm that you are working with the correct invoice.

Issue an Invoice

1. In the Office App, navigate to Accounting → Invoices.
2. Locate the invoice with a status of Ready.
3. Open the invoice’s three-dot action menu.
4. Select Issue Invoice.
5. Review and complete the invoice details:
   • Service Date: The date associated with the services on the invoice.
   • Invoice Date: The date assigned to the invoice.
   • Payment Terms: Determines when payment is due.
   • Due Date: Calculated from the Invoice Date and Payment Terms.
   • Export Status: Determines how the invoice is handled for accounting export.
6. Confirm the information and issue the invoice.

After confirmation, the invoice status changes to Issued. Supermove records the user who issued the invoice and the date and time it was issued.

What Happens After an Invoice Is Issued

After issuance:

• The invoice appears under the Issued status.
• The person who issued it and the issuance time are recorded on the Event Log.
• Its due date is tracked for overdue reporting.
• It may be queued for export if automatic export upon issuance is enabled.
• It may lock automatically, depending on the project type’s invoice settings.
• It can be sent or scheduled to send to the customer.

Sending the invoice does not change its status from Issued. Send activity is tracked separately as None, Scheduled, or Sent.

Configure Invoice Defaults by Project Type

Invoice defaults are configured separately for each project type.

1. Navigate to Settings → Accounting → Invoices.
2. Locate the applicable project type.
3. Open its invoice settings.
4. Review or update the settings.
5. Click Apply.

Automatically Lock Invoice When Issued

When Automatically lock invoice when issued is enabled, the invoice locks after issuance and cannot be edited unless it is unlocked.

When disabled, invoices must be locked manually.

Locking an invoice at issuance is separate from finalizing it. Finalization occurs later, after the invoice has been paid and reviewed.

Default Invoice Date

The Default Invoice Date setting determines which date Supermove initially uses when preparing an invoice.

Available options include:

• None
• Created date
• Service date
• Project start date
• Project end date
• Issued date

The date can be reviewed when the invoice is issued.

Invoice Terms

The selected invoice terms determine the default payment terms for the project type. Supermove uses the Invoice Date and Payment Terms to calculate the Due Date.

Invoice Document and Email

You can also select the default invoice document and invoice email for the project type. If Include PDF attachments is enabled, the invoice email includes the latest invoice documents as PDF attachments.

These defaults can be reviewed when preparing or sending the invoice.

Edit a Locked Invoice

An automatically locked invoice cannot be edited until it is unlocked. After making the required corrections, review the invoice carefully before locking it again.

Unlocking an invoice is different from unfinalizing an invoice. For information about finalized invoices, see [Finalizing Invoices (Manual and Automatic)].

For definitions of Ready, Issued, and the other invoice statuses, see [Invoice Statuses: Ready and Issued Workflow].

If you need assistance issuing or unlocking an invoice, contact the Supermove Product Expert team at help@supermove.com.