Invoices & Payments
Create an invoice from an order, issue it, record customer payments and follow what is still owed.
Invoices are created from orders and listed under Finance → Invoices. Creating and changing invoices needs the Finance manage permission; viewing needs Finance read.
Creating an Invoice
Open a confirmed order
Any order past the quote stage that is not cancelled.
Click "Create invoice"
The order lines are copied in, and the due date is set from the customer’s payment terms (for example Net 45). Without terms, it is 30 days.
Adjust the lines
Change quantities to invoice part of the order, set a tax rate per line, add or remove lines.
Click "Create draft invoice"
The invoice gets the next number, such as INV-2026-0001, and opens as a draft.
If part of the order is already invoiced, the form shows how much and on which invoices, so you do not bill the same items twice. Each line's tax is calculated on that line and rounded to the cent.
Issuing
A draft is not visible to the customer and cannot receive payments. When it is ready, open it and click Issue invoice. To change a draft, cancel it and create a new one.
Recording Payments
On an issued invoice, click Record payment and enter the amount, the date, the method and an optional reference. Payments can be partial but never more than the balance. If you use QuickBooks Online, record payments there instead; they are brought back automatically.
Statuses
- Draft - not issued yet
- Awaiting payment - issued, nothing paid
- Partially paid - some of it paid
- Overdue - past the due date with a balance left
- Paid - fully paid
- Cancelled - kept on record; the number is not reused
Cancelling
Cancel invoice is available until a payment is recorded. An invoice already sent to QuickBooks must be voided in QuickBooks first; contact support to cancel it in IEMSuite afterwards.
Where Invoices Appear
- Finance → Invoices - all invoices with filters for drafts, open, paid and cancelled
- Invoice PDF - print or save the invoice with your company letterhead
- Customer portal - issued invoices and balances, if the customer has the Invoices module
- QuickBooks Online - issued invoices can be sent from Workspace settings → Integrations