Create and manage invoices in Dynamics 365 Sales Professional

When a customer places an order, you can create an invoice in Dynamics 365 Sales Professional 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.

Create an invoice from a quote

  1. In the site map, select Orders.

  2. Select the order that you want to create an invoice from.

  3. On the command bar, select Create Invoice.

    The Invoice form opens.

    Invoice form populated with data from opportunity and quote

    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

  4. Review the contents of the invoice and make any additions or corrections before sending to your customer.

Create a new invoice

  1. In the site map, select Invoices.

  2. Select New.

    The Invoice form opens.

    Invoice form

  3. Add the invoice details.

  4. In the Sales Information section, select the customer you’re creating this invoice for. If the record doesn’t already exist, you can create a new one.

  5. Select Save at the top left to create the invoice record.

  6. To add products from your opportunity to your order, choose Get Products at the top of the screen, select your opportunity, and select OK.

    OR

    In the Products section, select the More Commands icon, and then select Add New Invoice Products.

    Add New Invoice Products menu option

  7. In the Quick Create: Invoice Product form, enter the details:

    1. In the Select Product button, select whether you want to add an existing product or create a new one:

      1. To use an existing product, select Lookup to search for and add a product. Also, select a unit of measurement for the product.

      2. To create a product, select Write-In, and then enter the name of the product.

    2. Fill in details in the Pricing section:

      1. Toggle the Pricing button to indicate whether you want to use the default pricing that is listed in the product catalog or override the price. For a write-in product, this field is set to Override Price.

      2. If you’re adding a write-in product, in Price Per Unit, enter the price to be charged per unit for the product.

      3. Enter the quantity of the product or service that will be included.

      4. If you want to offer a discount to the product price, enter it in Manual Discount.

      5. If required, enter the appropriate tax amount. You need to enter the tax amount when you add a product to a quote, order, or invoice. Dynamics 365 Sales Professional 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.

  8. 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, that invoice remains at the agreed price.

To lock a price:

  1. Go to the list of invoices and open the invoice that you want.

  2. To lock the price, on the command bar, select Lock Pricing

    -OR-

    To use the price of a product from the product catalog, select Use Current Pricing.  

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, send it to the customer.

To directly send an email to a customer with an invoice attached, open the invoice, and on the command bar, select Send by Email.

See also

Develop sales from lead to cash in Dynamics 365 Sales Professional
Overview of Dynamics 365 Sales Professional Sales transactions in Dynamics 365 Sales Professional