Skip to main content

​
Creating Invoices

Invoices in PayRequest let you bill a customer directly, outside of a shop order or subscription — for services, one-off products, or anything you need to charge for manually. Each invoice supports product-based or custom line items, automatic tax calculation, and optional payment reminders.
You need at least one customer on file before you can create an invoice — the customer is a required field on the invoice form.

​
How It Works

1

Open the invoice form

Go to Invoices in the sidebar, then click New Invoice.
2

Review the invoice details

  • Invoice Number is pre-filled based on your numbering format and is editable, but must be unique per business
  • Invoice Date defaults to today
  • Due Date defaults to 14 days from today
  • Reference is an optional free-text field
3

Select the customer

Pick a customer from the dropdown. If the customer is marked tax exempt, all line item tax rates are automatically set to 0%.
4

Add line items

Click Add Product Item or Add Custom Item for each line:
  • Product items — selecting a product auto-fills its name, description, unit price, and tax rate
  • Custom items — enter the name, description, quantity, unit price, and tax rate manually
Quantity, unit price, and tax rate can all be edited per line regardless of item type. Totals (subtotal, tax, grand total) recalculate live as you edit.
5

Configure payment reminders (optional)

Toggle Enable Payment Reminders to have PayRequest automatically email the customer before and after the due date. This toggle is on by default if your business has Auto-enable payment reminders turned on. See Payment Reminders for the full schedule options.
6

Save the invoice

Saving creates the invoice with status Pending, advances your invoice number sequence, and automatically emails an “Invoice Created” notification to the customer (using your Email Templates if configured).

​
Invoice Statuses

Status can also be changed manually from the invoice detail page. Changing an invoice away from Paid requires entering a reason, which is logged to the invoice’s activity history.

​
Credit Notes

The same form doubles as a credit note creator. Toggle Credit Note at the top of the form to switch modes:
  • Optionally link the credit note to an existing invoice via Original Invoice
  • Line item amounts are stored as negative values
  • The credit note is created with status Paid immediately (it represents a reduction, not something awaiting payment)
  • An email is sent to the customer if they have an email address on file
Payment reminders aren’t available for credit notes — the reminder toggle is disabled automatically when Credit Note mode is on.

​
Tax on Line Items

Each line item stores its own tax rate. When line pricing is tax-inclusive, PayRequest extracts the tax portion from the line total rather than adding it on top. See Tax Configuration for Invoices for the full breakdown of tax-exempt customers, product tax rates, and mixed rates.

​
FAQ

Yes. Open the invoice and use the Edit action — you can change the customer, dates, and line items. Editing replaces all existing line items with the ones on the edit form.
Yes, an “Invoice Created” email is dispatched automatically (or “Credit Note Created” for credit notes), using your custom email template if you’ve set one up, or a default template otherwise.
Every saved invoice (regular or credit note) advances your next invoice number, based on the format configured in Invoice Settings.
The tax rate defaults to 0% for all items when the customer is tax exempt, but you can manually change an individual line’s tax rate afterward if needed.

​
Next Steps

Invoice Settings

Configure your invoice numbering format

Invoice Templates

Customize your invoice logo and footer

Payment Reminders

Automate follow-ups for unpaid invoices

Bulk Invoice Actions

Mark invoices as paid or send reminders in bulk