Invoice fields explained
Understand every field on an invoice form and why it matters.
Jul 11, 2026
When you create or edit an invoice, you'll see several fields. Here's what each one does:
| Field | Purpose | Notes |
|---|---|---|
| Invoice Number | Unique identifier for the invoice. | Auto-generated (if configured) or manually entered. Once confirmed, cannot be changed. |
| Date | The date the invoice is issued. | Determines the accounting period and affects aging reports. Usually today's date. |
| Customer | The person or business buying the goods/services. | Required. Must already exist in your contacts; create new customers before invoicing. |
| Due Date | When payment is expected. | Calculated from invoice date + payment terms (e.g., Net 30). Used in aging and collection reports. |
| Line Items (table) | List of goods or services sold. | Each row: product/service, quantity, unit price, discount (if any), total per line. |
| Quantity | How many units of the product/service. | Required for each line. Can be a decimal (e.g., 2.5 kg). |
| Unit Price | Price per unit or service. | Required. Automatically pulled from product master data if using a product lookup. |
| Discount | Reduction applied to a line item. | Optional. Can be a fixed amount (e.g., 100) or percentage (e.g., 10%). |
| Tax | Sales tax or VAT (if enabled). | Automatically calculated based on tax settings for the product and customer location. Some products are tax-exempt. |
| Subtotal | Sum of all line items (before tax and overall discounts). | Calculated automatically. |
| Discount (Invoice-level) | A discount applied to the entire invoice, not individual lines. | Optional. Reduces the subtotal before tax. |
| Tax (Invoice-level) | Total tax on the invoice. | Calculated automatically. Depends on tax rules and line-item taxes. |
| Total Due | Final amount the customer must pay. | Subtotal − discount + tax. Read-only; calculated automatically. |
| Payment Terms | Time frame for payment (e.g., Net 30, Due on receipt). | Affects the due date and aging calculations. |
| Notes | Internal or customer-facing remarks. | Optional. Useful for billing instructions, special conditions, or reminders. |
| Currency | If multi-currency is enabled, the invoice currency. | Defaults to your business currency. Affects exchange rates for foreign payments. |
| Contact Address | Shipping or billing address for the customer. | Auto-populated from customer master but can be overridden per invoice. |
Key reminders
- Fields marked "Required" must be filled before you can confirm the invoice.
- Once confirmed, most fields lock (you cannot edit them). Plan carefully before confirming.
- The system automatically calculates subtotals, taxes, and totals—you do not need to enter them manually.
- Custom fields (if enabled by your admin) may appear below the standard fields.
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