Invoices
Create and manage invoices — line items, payments, public payment URL, PDF rendering, and Fleet-Ops integration.
Invoices
An Invoice is a formal request for payment. It details the products or services provided, quantities, prices, and the total amount due. Invoices have a complete lifecycle from draft to paid with revenue recognition at each step.
Navigate to Ledger → Billing → Invoices.
Invoice Attributes
| Field | Description |
|---|---|
| Number | Auto-generated, format INV- plus a 6-digit random integer (e.g., INV-004821). Not sequential. Prefix configurable in Settings → Invoice |
| Customer | Polymorphic (customer_uuid + customer_type) — Fleetbase contact, vendor, driver, or user |
| Status | draft / sent / viewed / partial / paid / overdue / cancelled / refunded / void |
| Invoice Date | Date the invoice was issued |
| Due Date | Auto-set from the due_date_offset_days invoice setting when non-zero |
| Currency | Invoice currency |
| Notes | Free-text notes shown on the invoice |
| Terms | Payment terms text shown on the invoice |
| Template | Invoice template (template_uuid) used for PDF rendering |
| Subtotal | Sum of line item amounts before tax (computed) |
| Tax | Total tax across all line items (computed) |
| Total Amount | Subtotal + Tax (computed) |
| Amount Paid | Total payments received so far |
| Balance | total_amount − amount_paid |
| Order link | Optional order_uuid linking to a Fleet-Ops order |
| Transaction link | Optional transaction_uuid linking to the wallet transaction that paid it |
| Viewed At | Auto-stamped the first time the customer opens the public URL |
Creating an Invoice
Navigate to Ledger → Billing → Invoices.
Click New Invoice.
Select the Customer (search across contacts, vendors, drivers, and users).
Set the Invoice Date. The Due Date auto-fills from the due_date_offset_days setting if non-zero.
Add Line Items — for each row:
- Description — what is being charged
- Quantity — number of units
- Unit Price — price per unit (minor currency units)
- Tax Rate — decimal percentage 0–100 (e.g.,
10for 10%);tax_amount = amount * tax_rate / 100
Add optional Notes and Terms.
Click Save. The invoice is created in draft and totals are calculated.
Sending an Invoice
There are two ways to dispatch an invoice — Send (email it) or Mark as Sent (transition the status only).
Send (email the customer)
Open the invoice.
Click Send. Ledger emails the invoice to the customer's email address with a link to the public payment URL, and transitions the status to sent.
The customer must have a valid email address on their record — otherwise the action returns a 422 error.
Mark as Sent (status only)
Open the invoice.
Click Mark as Sent to transition the status to sent without emailing. Use this when you want to deliver the invoice through your own channel (SMS, CRM, in person).
Share the public invoice URL /~/invoice?id={public_id} with the customer.
The first time the customer opens the public URL, the invoice transitions to viewed.
Recording Payment
When payment is received outside the online portal (bank transfer, cash, etc.):
Open the invoice.
Click Record Payment.
Enter the Amount received (integer minor units, minimum 1), the Payment Method (defaults to manual), and an optional Reference.
Click Save.
Ledger updates amount_paid, recalculates balance, and transitions the invoice status:
- If
balance = 0: status →paid - If
balance > 0: status →partial
A journal entry (invoice_payment type) and a Transaction record are created automatically.
Creating an Invoice from a Fleet-Ops Order
Click Create from Order on the invoices list.
Select the order. Ledger extracts line items from the order's service quote items if present, or falls back to a summary line item.
Review the generated draft invoice and save.
To enable fully automatic draft invoice creation when a service quote is set as the purchase rate on an order, see Fleet-Ops Integration.
Previewing & Downloading PDF
Open any invoice and use the actions in the detail panel:
- Preview — render the invoice with its assigned template
- Download PDF — download the rendered PDF
Both require the invoice to have a template assigned, either directly or via the Default Template invoice setting.
Online Payment by Customer
Customers can pay invoices at the public URL without logging in:
- The customer opens
/~/invoice?id={public_id}— theviewed_attimestamp is auto-stamped on first open and the status transitions toviewed - The customer-facing page lists available payment gateways
- The customer selects a gateway and submits payment
- Ledger creates a
Transaction, posts theinvoice_paymentjournal entry, and transitions the invoice topaid(orpartial)
Drafts are not payable via the public URL — the link returns a not-allowed response until the invoice is at least sent.