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Creating an Invoice

You can quickly create and send customized invoices directly from your Helcim Account.

Sending an invoice makes it easy for customers to submit an online payment for their purchases. To create an invoice, click on the Invoices tab under Invoicing in your Helcim Commerce account. In the top right-hand corner, click on ‘New Invoice’ to get started. Selecting New Invoice will open up a new invoice where you can customize the information by hovering over the different sections of the invoice. You can edit which fields appear on this page by using the Invoice Theme Designer.

You can go through each section on this screen to enter the information specific to this purchase. As you hover over sections you can click on them to select and edit that information.

Invoice Details

In the top right-hand corner of the screen you can edit the invoice type, invoice number, and status.
The default type will be Invoice unless you have specified otherwise in your account settings. To change the type from Invoice, click on Invoice to open the drop-down menu and view the additional options. For more information on the types of invoices you might create, check out our support article here.
The Invoice Number will be automatically generated after you click Save when you're done editing the invoice, or you can manually enter your own.
Use the status drop-down to set the status of the invoice. The default status will be due and additional options are shown above.

Details


Click on the Details section of the invoice to enter additional information.

  • Issued On – When are you issuing the invoice, most often this will be the current date
  • Paid On (If Applicable) – If a customer has already paid for an invoice be sure to make note of it here
  • Payment Terms – When payment will be due for the invoice
  • PO Number – This field is optional, it can be used if you want to reference a previous Purchase Order submitted by a customer
  • Custom Fields - If you have created custom fields for your invoices they will be shown here, if you select Edit Custom Fields you will be taken to the Invoice Theme Designer to make the applicable changes

Once you are done, click on Save Changes and you invoice will update to reflect the information entered in this screen.

Customer and Billing & Shipping

Use the search bar to find a Customer Name or click on Add New Customer to manually enter the information.
You can manually type in your customer's information if they do not have an existing profile and add their associated contact details, address, and shipping details uses the text boxes.

Or, if you want to use an existing customer, once you select their name from the search field, their details will automatically populate in the required fields.

If you enter an existing customer you can click on their name to access and update their customer profile if needed. This is an easy way to quickly add customer information to an invoice.

Once you are done, click on Save Changes and you invoice will update to reflect the information entered in this screen.

Add Products or Services

After you have entered the invoice details and customer information, you are ready to add your product information.

Clicking on Item Name or SKU will let you search for an existing product in your Helcim account. You can select Add Line to continue adding products until you are done.

  • SKU - Search for an existing SKU from your product catalog, or manually enter the SKU using the text box.
  • Description - This will auto-populate based on the SKU you select, or you can manually edit it by clicking on the item.
  • QTY - Confirm the quantity of the item being purchased, if you want to enter a partial number for the quantity, you need to edit the Order Item Information tab under the Invoice Theme Designer settings.
  • Price - If you select a product from your product catalog this will auto-populate, you can also manually edit the price.
  • Add Discount - Click on Add Discount on the individual product lines to discount that product, or select Discount Enter Invoice in the section below to apply one discount to the entire purchase. You can use an existing discount code or create a manual one for single use purposes.

Discount, Shipping, Tax, and Tip


Under this section you can edit your discount codes, shipping, tax and tips. If you want to hide any of these fields, for example if you do not accept tips, you can do so using the Invoice Theme Designer.

Comments

Click on the text box under the Comments header to enter any additional details you want customers to see.

Discount
Click on Discount Enter Invoice to search for an existing discount code or enter a manual one. This discount will be applied to the entire order.

Shipping
Click on Shipping Method to enter shipping details and an associated cost.

Tax

Click on Tax Entire Invoice to apply taxes, your default tax settings will appear here, or you can manually change them. After tax has been applied to an entire invoice you can remove it from items individually if an item is tax exempt.

The purchase details will be automatically saved as you work through the different invoice fields. You can click on Overview in the top right hand corner of the screen to preview the invoice before sending it to a customer. If you need to make further changes, simply select Edit again from the Overview page.

You can view your latest invoices in your list of Recent Invoices.

Related Articles

An Overview of Helcim Invoicing
Types of Invoices You Can Create
Editing an Invoice
Viewing Invoice Transactions and Adding Notes
Existing Invoice Actions
Managing Due Invoices
How to Process a Payment for an Invoice
Using the Invoice Theme Designer
How to Import or Export Invoices
Using the Order Manager
Using Pay Now Buttons
How to Use Recurring Invoicing

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