Create or manage invoices

Article
05/08/2024

When a customer places an order, you can create an invoice to bill them for the upcoming sale. Typically, you convert an order into an invoice; however, you can also create an invoice that does not originate from an order.

License and role requirements

Requirement type	You must have
License	Dynamics 365 Sales Enterprise, Dynamics 365 Sales Premium, or Dynamics 365 Sales Professional More information: Dynamics 365 Sales pricing
Security roles	Any primary sales role, such as salesperson or sales manager More information: Primary sales roles

Create an invoice from an order

Select the site map , and then select Orders.
Select the order you want to create an invoice from.
Select Create Invoice at the top of the screen.

Important

If Dynamics 365 Sales is integrated with an external order processing application, you may see the Submit Order button instead of the Create Invoice button on the Order form command bar. This is because the integration allows an order created in Dynamics 365 Sales to be submitted, after which it is synchronized with the order processing app where the lifecycle of the order continues. A submitted order is locked for editing in Dynamics 365 Sales, except by an integration user. More information: Enable sales order processing integration
Review the contents of the invoice and make any additions or corrections before sending to your customer.

Note

Your base record and all its line items must use the same currency. For example, if your invoice has the currency set to U.S. Dollars, you must use the same currency for the price list items that you add to the invoice. You can't change the currency of the base record (in this case, an invoice), unless you remove all the line items associated with the record. Similarly, if the invoice is created from an order that's created from a quote created from an opportunity, it must use the same currency as the opportunity.

Create an invoice

Select the site map , and then select Invoices.
Select New.
On the Invoice form, enter data in the following required fields:
- Name
- Price List and Currency: Select the price list and the currency that will be used to calculate the product prices.
  
  Note
  
  By default, selecting a price list is required to be able to add products to an invoice; however, your administrator can change your organization settings to make the Price List field optional.
- Prices Locked. This field is read-only. You set Prices Locked by selecting Lock Pricing on the command bar. More information: Lock or unlock the price for an order or invoice, Sales transactions in Dynamics 365 Sales
In the Sales Information section, in Potential Customer, select the customer you're creating this invoice for.
On the command bar, select Save to create the invoice record.
To add products from your opportunity to your invoice, select the More options icon and then choose Get Products, select your opportunity, and select OK.

-OR- To manually add other products, in the Products section, select Add Product. For more information, see Add products to Quote, invoice, or order records. If your administrator has configured the enhanced experience for adding products, you'll see the Add Products button. For more information about adding products using the enhanced experience, see Find and add multiple products to quotes, orders, or invoices.

You need to enter the tax amount when you add a product to a quote, order, or invoice. Dynamics 365 Sales doesn't automatically calculate tax for individual products. However, the total tax is calculated automatically based on the sum of the tax amounts for all of the individual products in a quote, order, or invoice.
Select Save and Close.

Lock or unlock prices of an invoice

Lock Pricing locks the price for a product in an open invoice. Even if the price changes in the product catalog, the invoice remains at the agreed price.

Open an invoice.
To lock the price, on the command bar, select the More commands icon , and select Lock Pricing.
To unlock the price, select Use Current Pricing. When you select this option, the price of the product in the invoice is updated if the price of the product changes in the product catalog.

Close an invoice

You close an invoice either by canceling the invoice or setting the invoice status as paid. To do this, open the invoice you want to close, and on the command bar, select Cancel Invoice or Invoice Paid.

Email an invoice

When you’ve added all the details to the invoice, you can directly email the invoice to the customer.

Open the invoice.
On the command bar, select the More commands icon , select Send by Email. The email is ready to be sent with the invoice attached as a word document.

Typical next steps

Close an opportunity as won or lost (Sales)

Learn about the sales process, nurturing sales from lead to order

Can't find the options in your app?

There are three possibilities:

You don't have the necessary license or role.
Your administrator hasn't turned on the feature.
Your organization is using a custom app. Check with your administrator for exact steps. The steps described in this article are specific to the out-of-the-box Sales Hub and Sales Professional apps.