Table of Contents

Create customer invoices in Reckon One

Learn how to create customer invoices in Reckon One, either from scratch or by copying an existing invoice.

This feature is available on all accounting and Reckon Ultimate plans.

Create an invoice

  1. You can create an invoice from scratch, or from an existing invoice:
    1. To create from scratch, in the Day to day menu, select Invoices and click Add (or click on the Quick Add menu in the top right-hand corner of Reckon One and select Invoice).
    2. To create from an existing invoice, click on the invoice to open it. From the existing invoice, click on the Actions menu (3 dots), then Duplicate.   
Speed up data entry by enabling Fast entry mode and using keyboard shortcuts.
  1. Complete the customer, invoice and payment details in the top section of the invoice (above the grid/table). Learn more about what to add here and what the fields mean.
  2. Add goods and services sold to the grid/table. You must enter either an Item, an Account, or a Description In each row (unless it’s a text-only row). If there are time and/or expenses for the invoice, you will see a blue alert letting you know. Learn how to add timesheet data and employee expense claims to an invoice.
Make it faster! To perform quick calculations in the Quantity, Unit Price, Tax Amount, and Amount fields, use the built-in calculator. Type a formula like 14*3, press Enter or tab on your keyboard, and the result will appear.
  1. (Optional) To apply a discount to the whole invoice, enter a dollar (for example, $5) or percentage (for example, 5%) amount in the Discount on subtotal field in the invoice totals on the bottom right hand corner of the screen.  
  2. (Optional) To attach one or more files to an invoice, drag them over to the invoice or click anywhere on the attachment section. Each file must be 25 MB or smaller. The supported file types are doc, docx, xls, xlsx, tiff, pdf, jpg, jpeg, png and gif.
    1. To include the attachments when the invoice is emailed, turn on the Shared toggle. By default, the toggle is turned off for each file that you attach.
    2. To delete an attachment, select the Remove item icon (rubbish bin) next to the file.
  3. Select the Save button in the top right, or select the arrow next to the Save button and choose one of the options in the dropdown menu: 
    • Save & new to save and create a new blank invoice 
    • Save & close to save and return to the invoice overview screen 
    If approvals are enabled, the invoice will now have a status of Draft. If approvals are disabled, it will have a status of Unpaid.  

About the customer, invoice and payment details section

The customer, invoice and payment details appear above the grid/table in the invoice creation screen.

Invoice, customer and payment fields at the top of the invoice creation screen

To complete this section:

  1. Select or create a customer from the Customer dropdown menu. Click View details to see customer information (including their outstanding balance, remaining credit limit and last payment details).

If you have permission to edit customers, you can click on Edit customer to edit the customer record. 

  1. (Optional) Adjust or add the remaining payment invoice details:
    1. Invoice date (it defaults to today’s date).
    2. Enter Payment terms to specify the number of days from the invoice date that payment is due, or accept the default if there is one.
    3. Accept the default Due date (determined by the Payment terms), or enter a new one.
    4. Enter a Purchase order number if you are creating the invoice from purchase orders.
    5. If classifications are enabled, you can enter a Classification to track the invoice to a particular location, department, cost centre, or other category you choose. You can also enter classifications against individual line items in the invoice, which can then be seen in financial reports.
    6. Enter a Reference code, if you wish, to keep track of the transaction. This may be an internal code, bank transfer code, code for a specific project, or some other tracking code.
    7. If the invoice reminders feature is enabled for the book and customer, you will see a Reminders dropdown menu. Use this to enable invoice reminders for the invoice, if you wish.
    Once you save an invoice that has invoice reminders enabled for it, reminders will be automatically sent when the invoice meets the reminder criteria. For example, if you have a reminder created for 1 day prior to the due date, and you create a new invoice with a due date of tomorrow, a reminder will be sent to the customer as soon as you save the invoice.
    1. Enter information against any custom invoice fields.

About goods or services sold

The grid/table on the invoice creation screen is where you'll add details of the goods or services you're selling.

Goods and services table on invoice creation screen

Customise the information shown

When adding goods or services, the columns that appear depend on your Reckon One plan and settings. Click on the Show/hide columns button to customise the columns you see while entering data.

Changes made via the Show/hide columns button will not be seen by the customer who receives the invoice. To adjust columns that appear for the customer, edit the invoice template. You can also add a service date column in Settings.

Add and remove rows

Click Add row to add brand new rows (including text-only rows) or click Add from last invoice to see a list of rows from your last invoice to add.  

To remove a row, click on the Remove item icon (rubbish bin) at the end of the row. An Invoice must have at least one row and you cannot remove the last available row. 

Use keyboard shortcuts to add and remove rows quickly.

Add multiple items

To add multiple items in one go, click Add multiple items. You can set a default account to populate when you enter a Description and Amount.

Change invoice template

If you've selected a default invoice template, this will automatically apply when you create an invoice. To change the invoice template:

  1. From the invoice creation screen, click on the Actions menu (3 dots) and select Change template.
  2. Then select the relevant invoice.

You can also manage templates from the invoice creation screen:

  1. From the invoice creation screen, click on the Actions menu (3 dots) and select Change template.
  2. Select Manage templates.
To see the logo and company details that will appear on the final invoice, click Show letterhead at the top of the invoice creation screen.

Read more

How did we do?

Record payments and credits on customer invoices in Reckon One

Email and print customer invoices in Reckon One

Related Articles

Creating a customer & contact - Reckon Invoices App
Reckon Accounts crashes when entering Customer or Supplier Centre after creating an Invoice or Bill
Creating an invoice - Reckon Invoices App
Powered by HelpDocs (opens in a new tab)

Powered by HelpDocs (opens in a new tab)