Create & Edit Invoices

Overview

Create Invoices in SugarCRM from the Account or Opportunity module.

Invoices created in Xero which are related to a connected Xero contact sync into SugarCRM.

Pre-requisites

Ensure the SugarCRM Account is linked to Xero before creating an Invoice.

Create Invoices from an Account

Go to the Account and click the + button on the Invoices sub-panel.

Select a Product from the Product Catalog and fill out the required fields. Refer to the table below for a description of each of the fields on the Invoice. Click Save to create the invoice.

Create Invoices from an Opportunity

Creating an Invoice on an Opportunity with Quoted Line Items, will add those Quoted Line Items as Product Line Items onto the Invoice. If you create an Invoice on an Opportunity without Quoted Line Items, the Invoice will not have any Product Line Items. We’ll explore both approaches below.

Invoice Creation without Quoted Line Items

Create an Opportunity on the Account and click the Create Invoice button.

Ensure all the required fields are populated. Click the green + button to add a Product Line Item and select a Product from the Product dropdown field. Click Save to create the Invoice.

Invoice Creation with Quoted Line Items

Go to the Account and click the + button on the Quotes (Bill To) / (Ship To) Subpanel.

Fill in the required fields and insert the Product line item/s. Click Save to create the Quote record.

Click the disclosure dropdown menu on the Edit button and click Create Opportunity from Quote. This will create the Opportunity and Revenue Line Items from the Quoted Line Items.

Go to the Quote record, click the disclosure dropdown option on the Edit button and click Update Opportunity. This will update the Likely field on the Opportunity to the total value from the Quote, and add the Quoted Line Items from the Quote onto the Opportunity.

Click the Create Invoice button. Ensure all the required fields are populated. You’ll notice the Products that were added on the Quote now appear on the Invoice. Click Save to create the Invoice.

Edit an Invoice

Editing invoices can only be done through Xero. Refer to Xero’s Edit an invoice help article to learn more about editing invoices in Xero. Invoice changes made in Xero will sync into SugarCRM every 30 minutes.

Invoice Fields

Field Name	Description
Account	Related Account.
Contact	The primary Xero Contact for the related Account.
Invoice Date	Date the invoice was created.
Due Date	Due date invoice is to be paid.
Status	Corresponds to the invoice status in Xero [LINK ARTICLE]. If the invoice is marked as void in Xero, SalesRoller will remove the invoice from SugarCRM.
Expected Payment Date	Expected invoice payment date. Automatically populated when the Sales Terms is configured.
Planned Payment Date	Planned invoice payment date. Automatically populated when the Sales Terms is configured.
Sub Total	Total invoice amount excluding tax.
Total Discount	Total discount amount.
Total Tax	Total tax to be included.
Total	Total invoice amount including tax.
Assigned to	Assigned SugarCRM user.
Teams	Assigned SugarCRM team.
Reference	A short description of the invoice.
Amount Type	Indicates if invoice is tax inclusive or exclusive.
Currency	Country currency code e.g. AUD, USD, EUR, GBP etc.

Conditional Invoice Fields

The following Invoice fields appear only after the Invoice is created.

Field Name	Description
Opportunity Name	Name of the related Opportunity record.
Invoice Number	Auto-generated, unique, invoice identifier.
Amount Paid	The total amount paid on the invoice.
Amount Credited	The total amount credited on the invoice.
Fully Paid On Date	Date the invoice was fully paid.
Sent To Contract	If the checkbox is ticked, it indicates that the invoice has been emailed using the Email subpanel.
Xero Last Sync Date	The datetime of the last successful sync.
Invoice Link	URL directing to the related invoice in Xero.

🏆 Congratulations! You’ve got the necessary knowledge to start creating invoices for your customers inside of SugarCRM.

What’s Next?

Now that you’ve created an invoice, click over to Create & Send Invoice Email Templates to learn how you can leverage SalesRoller’s emailing capabilities to quickly deliver invoices to your customers.