An invoice tells the customer what to pay and by when. In VentryHub an invoice is a sub-document of the sale: you can raise one invoice for the whole order, one per shipment, or a series of progress invoices — the Invoices tab tracks what's been invoiced and what's still remaining, so you never invoice the same quantity twice.

You can build an invoice three ways: from a fulfilment (invoice what shipped), from the order (invoice whatever hasn't been invoiced yet), or line by line.

Before you start

• The order must be Authorized. Until then the tab shows Invoices become available once the order is authorized.
• Sale — Billing full access (SaleBillingFA) to create and edit; Authorize/Undo Sale Invoice/Credit Note permission to authorise.
  ✏ Updated after Confluence cross-check (15 Oct 2026): Used the permission's on-screen name.
  Read-only (SaleBillingRO) users can view.
• To use Prefill By Fulfillment, the fulfilment must already exist and have lines. The button appears once the sale has at least one authorised fulfilment, and lists authorised, picked, packed and shipped fulfilments. Picked, packed or shipped ones prefill from the picked quantities, authorised ones from their order lines.
  ✏ Updated after Confluence cross-check (15 Oct 2026): Corrected which fulfilments are offered. Drafts aren't listed.

Create the invoice

1. Open the Invoices tab

Open the sale and click Invoices in the side navigation. The tab has two grids:

• Invoices — existing invoices with Invoice Number, Date, Due, Total, Paid and Status.
• Remaining to Invoice — per product: Ordered Qty, Invoiced Qty, To Invoice Qty and To Invoice Amount. When everything is billed it reads Everything on this order has been invoiced.

Click New Invoice (or Add Invoice in the empty state). The editor opens at … / Invoices / New Invoice, status Draft.

2. Set the invoice dates

In Invoice Details, set Invoice Date and Due Date. Both are required, and the due date can't be earlier than the invoice date (Due date cannot be earlier than the invoice date.). Due date defaults from the customer's payment terms.

For a foreign-currency sale, confirm Conversion rate.

3. Add the lines

On the Lines tab, choose one of:

• Prefill By Fulfillment — opens Prefill by fulfillment (Select the fulfillment to invoice.) listing each fulfilment by number and Fulfillment Order Date. Pick one; its picked quantities (or, for an authorised fulfilment not yet picked, its order lines) are copied onto the invoice.
  ✏ Updated after full article audit (15 Oct 2026): Corrected to match which fulfilments can be used.
  Use this for "invoice what we shipped".
• Prefill Remaining — copies every product with an outstanding To Invoice Qty from the order. Use this for a final or single invoice. If nothing is left you'll see Nothing left to invoice — Every ordered quantity on this sale has already been invoiced.
• Add line — add products individually. The product lookup shows Ordered, Invoiced, To Invoice and Price for each product so you can see what's left.

Both prefill actions replace the current lines, so run a prefill first and make manual edits afterwards.

Adjust quantities and prices per line if needed. Each line needs a product, positive quantity, UOM, tax rule and price. Total tax can't be negative.

4. Add an invoice note (optional)

Click Add invoice note to enter Invoice Note (for Customer) — printed on the invoice and included in emails to the customer. Up to 1000 characters.

5. Save or authorise

• Save keeps the invoice as a Draft — not yet owed by the customer, and still fully editable. The Financial Summary shows Subtotal, Tax, Total, Paid and Amount Due.
• Authorize Invoice saves and issues it in one step.

An invoice needs at least one line to be saved or authorised (At least one line is required.).

Authorise the invoice

Click Authorize Invoice in the page header. On success:

• The status tag changes to Authorized. Dates, conversion rate and lines lock.
• The Payments and Non-Inventory Sale Costs tabs appear — payments and freight-type costs are recorded only on an authorised invoice. See Recording a payment and Adding non-inventory costs to an invoice.
• The Financials tab appears showing the postings. Revenue itself is recognised when goods ship, not when the invoice is authorised.
  ✏ Updated after backend review (15 Oct 2026): Confirmed that postings are created. Added when revenue is recognised. Exact journal lines are pending accounting review.

If the sale holds an advance payment with an unallocated balance, VentryHub immediately offers to apply it: Apply advance payment? — This sale has an advance payment from ‹date› with an unallocated balance of ‹balance›. Apply ‹amount› to invoice ‹number›? Click Apply to record it as a payment on the invoice, or Cancel to leave it unallocated. With several advance payments you pick which to apply and how much. See Advance payments.

A customer on credit hold may leave the invoice at On Credit Hold, with the banner This invoice is on credit hold and the reason. Release On Hold is available to users with the override permission.

Undo or void an invoice

From the ⋮ menu in the invoice editor:

• Undo Invoice — on an Authorized or Paid invoice. Are you sure you want to undo this invoice? It will be reverted to an editable draft and its financial transactions will be reversed. Confirm with Undo.
• Void Invoice — on any saved invoice that isn't voided (Sale Invoice/Credit Note Void permission). This voids the invoice. This action cannot be undone.

Both are blocked while payments exist on the invoice: There are payments recorded for this invoice. Please delete them first. Remove the payments on the Payments tab, save, then undo or void.

Related fields

• Status — Draft, On Credit Hold, Authorized, Paid, Voided. An invoice becomes Paid automatically when recorded payments cover the total, and returns to Authorized if a payment is edited or deleted so that money is owed again.
  ✏ Updated after backend review (15 Oct 2026): Confirmed. Added the return to Authorized.
• Amount Due — Total less Paid.
• The sale's combined invoice status rolls up to Not Invoiced, Partially Invoiced or Invoiced.

What happens next

• The invoice appears in Sale → Invoicing & Payments → Invoices and in the sale's Invoices list; Remaining to Invoice drops by the invoiced quantities.
• Print or Email the invoice from the invoice editor header.
• Record payments as they arrive — see Recording a payment.
• If something needs to come off the invoice later, raise a credit note — see Issuing a credit note.
• Once an invoice is Authorized or Paid, a fulfilment can be prefilled from it (Prefill by Invoice) and a credit note can be prefilled from it.

See also

• Advance payments
• Adding non-inventory costs to an invoice
• Recording a payment
• Issuing a credit note
• Payment terms (link pending: admin article)