Complete an invoice action
In this article:
Learn how to complete an invoice action from the Contracts register.
Invoice actions are generated by the invoice action schedule on a contract and can be assigned to any user. Use the action to create an internal request to your finance department to raise an invoice relating to the contract. The Invoice request builder allows you to add the required line items, and either save the invoice request as a draft or send it to the relevant staff member.
An invoice action is assigned when the invoice schedule on a contract requires work to be completed. The action keeps invoice activity connected to the contract that triggered it.
Use the action as the working page for the invoice. It gives you a place to check the contract context, prepare the invoice line items, and decide whether the invoice is ready to send.
Q: Can I save the invoice before sending it?
A: Yes. Save it as a draft if you need to come back and finish it later.
Q: Can I edit the invoice after it is sent?
A: No. Once the invoice is sent, it can no longer be edited.
Q: Who receives the invoice?
A: The invoice is sent to the relevant internal staff member, such as the person responsible for finance processing in your organisation.
Before you start
Check the following:
- You have the Contracts invoicing add-on enabled on your platform.
- You have the required permission to access and complete the invoice action assigned to you.
- You have an invoice action assigned to you.
Step 1: Open the invoice action
Open the invoice action from your task list. Invoice actions appear with other assigned work when the contract's invoice schedule creates a task for you.
Navigation path
Open Tasks from the navigation.
Open My tasks to find actions assigned to you.
Select the invoice action you need to complete.
Step 2: Review the invoice details
Review the draft invoice information and check it against the contract or service agreement it relates to.
| Check | Why it matters |
|---|---|
| Contract context | Confirms the invoice action relates to the correct contract or service agreement. |
| Invoice timing | Helps you confirm the action matches the scheduled invoice activity. |
| Recipient or processor | Confirms who the invoice should be sent to when it is ready. |
| Line item information | Helps you prepare accurate invoice lines before saving or sending. |
Step 3: Add invoice line items
Use line items to describe what is being invoiced. Add each item separately so the invoice can show the correct breakdown.
- Select Add in the invoice line items area.
- Complete the required details for the line item.
- Repeat for each additional line item that needs to appear on the invoice.
- Review the line items and totals before saving or sending the invoice.
Step 4: Save or send the invoice
Choose the option that matches how ready the invoice is.
What happens next
Drafts remain editable
If you save the invoice as a draft, the action remains available so you can add missing details or check the line items before sending.
Sent invoices are locked
After the invoice is sent, it is locked from further editing so the completed invoice record stays consistent.
The action is complete
The invoice action is completed and the invoice activity remains linked to the contract schedule for future reference.
To keep going, see: