Create or manage invoices

When a customer places an order, you can create an invoice to bill them for the upcoming sale. Typically, you convert an order into an invoice; however, you can also create an invoice that does not originate from an order.

License and role requirements

Create an invoice from an order

1. Select the site map , and then select Orders.

2. Select the order you want to create an invoice from.

3. Select Create Invoice at the top of the screen.

   Important

   If Dynamics 365 Sales is integrated with an external order processing application, you may see the Submit Order button instead of the Create Invoice button on the Order form command bar. This is because the integration allows an order created in Dynamics 365 Sales to be submitted, after which it is synchronized with the order processing app where the lifecycle of the order continues. A submitted order is locked for editing in Dynamics 365 Sales, except by an integration user. More information: Enable sales order processing integration

4. Review the contents of the invoice and make any additions or corrections before sending to your customer.

Create an invoice

1. Select the site map , and then select Invoices.

2. Select New.

   The Invoice form opens.

   

3. On the Invoice form, enter data in the following required fields:

   • Name

   • Price List and Currency: Select the price list and the currency that will be used to calculate the product prices.

     Note

     By default, selecting a price list is required to be able to add products to an invoice; however, your administrator can change your organization settings to make the Price List field optional.

   • Prices Locked. This field is read-only. You set Prices Locked by selecting Lock Pricing on the command bar. More information: Lock or unlock the price for an order or invoice, Sales transactions in Dynamics 365 Sales

4. In the Sales Information section, in Potential Customer, select the customer you're creating this invoice for.

5. On the command bar, select Save to create the invoice record.

6. To add products from your opportunity to your order, select the More options icon and then choose Get Products, select your opportunity, and select OK.

   -OR- To manually add other products, In the Products section, select the Add Product. More information: Add products to Quote, invoice, or order records

   You need to enter the tax amount when you add a product to a quote, order, or invoice. Dynamics 365 Sales doesn't automatically calculate tax for individual products. However, the total tax is calculated automatically based on the sum of the tax amounts for all of the individual products in a quote, order, or invoice.

7. In the Quick Create: Invoice Product form, enter the details:

   1. In the Select Product button, select whether you want to add an existing product or create a new one:

      1. To use an existing product, select Lookup to search for and add a product. Also, select a unit of measurement for the product.

      2. To create a product, select Write-In, and then enter the name of the product.

   2. Fill in details in the Pricing section:

      1. Toggle the Pricing button to indicate whether you want to use the default pricing that is listed in the product catalog or override the price. For a write-in product, this field is set to Override Price.

      2. If you’re adding a write-in product, in Price Per Unit, enter the price to be charged per unit for the product.

      3. Enter the quantity of the product or service that will be included.

      4. If you want to offer a discount to the product price, enter it in Manual Discount.

      5. If required, enter the appropriate tax amount. You need to enter the tax amount when you add a product to a quote, order, or invoice. Dynamics 365 Sales Professional doesn’t automatically calculate tax for individual products. However, the total tax is calculated automatically based on the sum of the tax amounts for all of the individual products in a quote, order, or invoice.

8. Select Save and Close.

Edit an invoice

1. In the list of invoices, select the invoice you want to edit.

2. Add or change any details about your invoice.

3. Select Save in the lower-right corner of the screen.

Lock or unlock prices of an invoice

Lock Pricing locks the price for a product in an open invoice. Even if the price changes in the product catalog, that invoice remains at the agreed price.

To lock a price:

1. Go to the list of invoices and open the invoice that you want.

2. To lock the price, on the command bar, select Lock Pricing. 

   -OR-

   To use the price of a product from the product catalog, select Use Current Pricing.  

Close an invoice

You close an invoice either by canceling the invoice or setting the invoice status as paid. To do this, open the invoice you want to close, and on the command bar, select Cancel Invoice or Invoice Paid.

Email an invoice

When you’ve added all the details to the invoice, send it to the customer.

To directly send an email to a customer with an invoice attached, open the invoice, and on the command bar, select Send by Email.

Typical next steps

Close an opportunity as won or lost (Sales)

Learn about the sales process, nurturing sales from lead to order

Can't find the options in your app?

There are three possibilities:

• You don't have the necessary license or role.
• Your administrator hasn't turned on the feature.
• Your organization is using a custom app. Check with your administrator for exact steps. The steps described in this article are specific to the out-of-the-box Sales Hub and Sales Professional apps.

See also

Nurture sales from lead to order
Print quote, invoice, or other records
Troubleshoot issues with orders