Creating an Invoice

SellUpdated October 14, 2026 · Reviewed by Peasy Team

Invoices in Peasy are created from sales orders. When you are ready to bill a customer, open their order, go to its Invoice tab, and send an invoice — Peasy takes care of the invoice number and links everything together automatically.

How to Get There

Go to Sell > Sales Orders in the sidebar, then click an order to open it. Go to the order's Invoice tab and click Send.

What You Can Customize

Peasy uses a consistent built-in invoice layout, while letting you customize the business and customer details it displays:

  • Business name and logo — Set these under Configure > Business. Your logo appears at the top of the invoice; without one, Peasy shows your business name instead. See Business Settings.
  • Seller address — The invoice uses the order's Ship from location, or your Default location when no location is selected. Edit location addresses under Configure > Locations. See Locations.
  • Bill To and Ship To — These normally come from the customer record. Before creating the invoice, you can override Ship to in the order's Fulfill panel and Bill to in its Invoice panel. See Managing Customers.
  • Customer note — The invoice's Customer Note prints in the PDF's Memo section.
  • Email message — Customize the default email body under Configure > Sell > Default Emails > Invoice template. The subject is generated automatically. In Review, you can edit To, CC, Subject, and the email message for that send. See Default Emails.

Peasy does not currently provide an in-app editor for invoice PDF colors, fonts, columns, or layout.

Step by Step

  1. Go to Sell > Sales Orders.
  2. Click the order you want to invoice to open it.
  3. Go to the Invoice tab and click Send.
  4. In Review, use the checkboxes to choose which draft invoice lines to keep. Change a line's quantity if you only want to bill part of it.
  5. Click Update invoice to save line or quantity changes. The removed or reduced quantity stays under Not yet invoiced for later.
  6. Review the recipient email, subject, message, and payment link choice.
  7. Leave Send email on and click Send 1 email to issue and email the invoice. Turn Send email off if you want to issue it without notifying the customer.

The invoice appears on the Sell > Invoices page, linked to the order.

If the order does not have an active invoice yet, Review prepares one draft from the remaining order lines. When lines remain after an invoice is issued, expand Not yet invoiced, choose the lines and quantities, then add them to a New Invoice or an Existing Invoice.

If you use Cancel remaining to close every uninvoiced unit and the order has no invoices, the Invoice tab reads Nothing left to invoice instead of suggesting that an invoice exists. The canceled units appear under Canceled remainder; choose Reopen if you need to make them available for invoicing again.

Invoicing a Single Shipment

If you fulfill an order in pieces, you can bill for each shipment separately instead of invoicing the whole order at once. In the order's Fulfill tab, find the shipment and click Invoice shipment — Peasy creates an invoice for exactly the quantities in that shipment. Once it's invoiced, the shipment shows a View invoice link that opens it.

This is the natural choice when you ship and bill incrementally. Invoicing the whole order with Send (above) and invoicing per shipment both feed the same Sell > Invoices page. See Fulfilling and Shipping Orders for the shipment workflow.

Invoice Notes

Every invoice has two separate notes fields, each with a different audience:

  • Customer note — Prints on the invoice PDF and syncs to QuickBooks as the customer-facing memo. Use this for anything you want the customer to see (e.g. "Thanks for your business — payment due Net-30").
  • Internal note — Staff-only. Stays in Peasy and syncs to QuickBooks as a private note. Use this for collections context, AR follow-ups, or anything the customer should not see (e.g. "Customer disputed line 3 — agreed to revised total via email 4/15").

Both fields appear in the Notes section of the invoice detail panel. They auto-save when you click out of the field.

When you create an invoice from a sales order, both notes are inherited from the order's customer note and internal note. After that, the invoice's notes are independent — editing them does not change the sales order.

Edits on the order can flow down to the invoice while it's still a draft. When the order has exactly one non-cancelled invoice and that invoice is still in Draft, edits to the order's customer or internal note also update the invoice — but only if you haven't already typed something custom into the invoice's matching field. Once you've edited the invoice's note independently, the two diverge for good and order edits stop overwriting it. Orders with two or more invoices skip this auto-propagation entirely; edit each invoice directly.

After You Create an Invoice

Once the invoice exists, your next steps are usually:

  • Send it — Open the invoice row actions menu and choose Send Invoice. A dialog opens where you can review and edit the recipient email, CC, subject line, and message before sending. The To field pre-fills with the customer's email; you can add more addresses by separating them with commas, and every address receives the invoice. If your business has a default invoice CC under Configure > Sell > Default Emails, it is prefilled here. Edit or clear it for this send without changing the saved default. Every invoice email includes the invoice PDF as an attachment — if Peasy can't generate the PDF, nothing is sent and you'll see an error so you can try again.
  • Receive a payment — Use Record Payment from the row actions menu, then request payment with Peasy or record an external payment. See Recording a Payment.

Good to Know

  • A $0 invoice is automatically Paid when issued. This includes totals reduced to zero by a discount. You do not need to record a $0 payment, and Peasy creates no payment record. A draft stays Draft until you issue it.
  • One order can have multiple invoices. If you only need to bill for part of an order now, select just those items when creating the invoice, or invoice a single shipment. You can come back and create additional invoices for the remaining items later.
  • Draft line changes save before sending. When you change a quantity or remove a line in Review, click Update invoice first. The send or issue button returns after the draft is saved.
  • Need to apply shipping or a discount? Open the invoice detail panel and use Balance & Payments. Shipping is entered as a dollar amount. Discounts can be entered as either a percent or a dollar amount.
  • Invoice numbers are auto-generated. Peasy assigns a sequential invoice number (e.g., INV-0042) — you do not need to set one manually.
  • An invoice's status is either Draft or Issued. You can switch between them anytime from the Sell > Invoices page.
  • The invoice PDF is always attached. Every invoice email carries the invoice as a PDF attachment. If the PDF can't be generated, Peasy sends nothing and shows an error rather than emailing a bill with no invoice — re-send and it will try again.
  • Sending to multiple people — Both the To and CC fields on the send dialog accept multiple email addresses separated by commas. All addresses receive the invoice email and the PDF attachment.
  • Your sender copy stays included — Peasy automatically copies the team member sending the invoice. Clearing the editable CC field removes the saved default for that send, but not this automatic copy. Duplicate addresses are included only once.
  • Defaults have a narrow scope — The saved invoice CC applies to invoice Review. It does not change automated invoice reminders or the separate bulk-send action on the Sales Orders page.
  • Payment link exception — If you include a payment link with the invoice, the To field must be a single address. Move any additional recipients to CC. Each payment link is tied to one recipient's secure link, so multiple primary recipients would break the payment page for everyone.
  • Email sending limits — One invoice can be emailed up to 5 times in a rolling 24-hour period. The invoice composer accepts up to 10 unique addresses across To and CC; your own automatic CC copy does not count. The saved default accepts up to nine CC addresses so there is always room for the customer.
  • New accounts start with an account-wide limit of 3 or 30 customer-facing emails per rolling 24 hours, based on automated signup checks. Established accounts can send up to 100, and accounts verified for Peasy Payments can send up to 1,000. At the lowest level, every recipient must already be saved on a customer or vendor.
  • Until Peasy Payments is verified, Peasy removes links typed into the subject or message before sending. Links Peasy creates for the email, such as a secure payment link, are kept.
  • If you reach a limit, wait for earlier sends to fall outside the rolling 24-hour window, verify Peasy Payments, or contact support.

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