Creating & Managing Invoices

Two ways to create an invoice

On the Invoices tab, select Create New Invoice. You are asked to choose:

• Add a Charge (recommended) — adds a charge to a billing contact. The charge accumulates with other charges and rolls into that contact's next invoice automatically. See Billing Contacts.
• Quick Invoice — opens the full invoice form to create and send a single invoice immediately.

This page covers the Quick Invoice / full invoice form.

Create a Quick Invoice

1. From the Invoices tab, select Create New Invoice, then Quick Invoice.
2. Fill in the invoice details:

Field	Notes
Customer	The billing contact being invoiced. Search and select.
Horses	Optionally attach one or more horses. Archived horses are tagged.
Stalls	Optionally attach stall locations.
Invoice Date	Required. The date on the invoice.
Invoice Period	Required. The date range the invoice covers.
Invoice Due Date	Required. When payment is due. Quick options are available.
Notes	Optional free text shown on the invoice.

3. Add line items (see below).
4. Optionally apply a discount and set payment reminders.
5. Select Continue to save and open the invoice details, or in edit mode Save & Exit.

A newly created invoice is saved as a Draft until you approve it.

Line items

Line items come from your Products & Services catalog.

1. Select Add Item and pick from the Products, Services, or Others tabs. You can also create a new product on the spot.
2. Each line item has:

Field	Notes
Item	The product/service name and unit price.
Quantity	Number of units.
Discount	A value with a % or $ selector, applied per line.
Tax	A tax rate as a percentage (for example, 8.625). New rows inherit the default tax rate.

Prices are entered in dollars (the amounts you and your customers see). BarnManager stores them internally in cents and converts automatically, so just type the dollar amount.

Tax is charged on the line amount after any discount. You can apply a discount at the product level (per line) or at the invoice level (across the whole invoice) — these two options are mutually exclusive.

Reminders

You can schedule automatic email reminders relative to the due date — for example, 1, 3, 7, or 14 days before, on the due date, or 3, 7, or 14 days after.

Approve and send

Open an invoice from the list to see its details and available actions. The actions depend on the invoice's status:

Action	When it appears	What it does
Approve	Draft	Finalizes the invoice without emailing it (moves it to Unsent).
Approve & Send	Draft	Finalizes and emails the invoice to the billing contact.
Send / Resend	Unsent, Sent, Overdue, Partially Paid	Emails (or re-emails) the invoice to the billing contact.
Record Payment	Finalized invoices	Records a manual payment. See Payments.
Preview	Any	Shows the customer-facing invoice.
Print	Finalized invoices	Opens a printable version.
Duplicate	Any	Creates a copy as a new draft.
Edit as Draft	Draft	Reopens the invoice in the form for editing.
Void	Finalized invoices	Cancels the invoice.
Delete	Draft (and some finalized states)	Removes the invoice.

You cannot send an invoice if the billing contact has no email address — the Send button is disabled and explains why.

Edit, void, and delete

• Edit — Draft invoices can be reopened with Edit as Draft. Once an invoice is approved/sent, edit it by reopening as a draft where allowed.
• Void — Voiding cancels an invoice so it can no longer be paid or sent. A voided invoice no longer counts toward your statistics. The public payment page shows "This invoice has been voided and can no longer be paid."
• Delete — Removes the invoice entirely. Use Void rather than Delete for invoices that were already sent or paid.