Invoice Settings

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On this page:

Client contacts and addresses

Terms (payment)

Pay by credit card

Compact vs. Detailed

Edit, copy, delete

Right-Click Shortcuts

Status

Invoices can have one of four statuses:

Open
The default status for a new invoice. It indicates that you're still working on the invoice and it will not appear in the project portal.
Sent to Client
The invoice has been submitted to your client from commonsku. Once an invoice reaches this status, it becomes visible in the Project Portal.
Exported

Automatically applied when the invoice is exported from commonsku to your accounting platform.
Paid
Applied when payment has been received and recorded.

commonsku Tip: The recommended workflow is to receive and record payment in your accounting software first, then update the invoice in commonsku. If you're using the QuickBooks Online integration, invoices automatically update to Paid once payment is recorded in QuickBooks Online.

Invoice (Order) Date

The Invoice Date is displayed to your client on the invoice and defaults to the date the invoice was created. It can also be used for reporting purposes.

To change the date:

Click the Invoice Date field.
Select the desired date from the calendar.

Introduction

The Introduction section appears at the top of the invoice and can be used to provide additional information, instructions, or notes to your client.

You can enter plain text or use HTML formatting, including embedded content such as iframes.

Client contacts and addresses

The billing and shipping contacts and addresses appear at the top of the invoice.

Update a Contact

Select a contact from the dropdown list.
Click the + icon to create a new contact.

Update an Address

Select an address from the dropdown list.
Click the + icon to create a new address.

Terms (payment)

The Terms field automatically uses the client's default payment terms.

To select different terms:

Click the Terms dropdown.
Choose the desired payment term.

Administrators can manage available payment terms under:

Settings > Company Settings > Setup > Payment Terms

Currency

This field determines the currency your client will see on their order and defaults to the currency set on their client page. The best practice is to create separate commonsku clients for each currency your client operates in; that keeps reporting clean inside commonsku and makes it easier to export to your accounting platform.

Feel free to contact support@commonsku.com if you have questions about multi-currency.

In Hands Date

The in-hands date is pulled from the project overview's Project Info or the sales order's in-hands date. The in-hands date represents when the product needs to be "in the client's hands."

The date is pulled from the Project Overview or Sales Order.

To update it:

Click the In Hands Date field on the Project Overview, or
Click the In Hands Date field directly on the invoice.

Updating the date on the Project Overview only updates the most recently created form.

Default Tax

The default tax uses the tax set on the client's page.

To change the invoice's default tax, click the "Default" Tax drop-down and select a tax code.

If you're using Zip2Tax and need to override the tax listed:

Click the "Default Tax" drop-down
Type the client's zip code into the field and select the tax you need or choose "Exempt"

Zip2Tax automatically applies a tax rate based on the invoice's shipping address, as long as the state is listed in your Tax Nexus.

If you are using Avalara, you can override the tax listed for:

A single shipping address
Multiple shipping addresses

How to apply tax to a single shipping address

Create the invoice as usual
Ensure the invoice details, including the billing and shipping addresses, products, and services, are correct
Click the Calculate Tax button to calculate a combined tax rate based on the current order details (see best practices)
Export the invoice as usual

How to apply tax to multiple shipping addresses

Create a separate invoice for each shipping address
Ensure the invoice details, including the billing and shipping addresses, products, and services, are correct
Export the invoice as usual

Tax is not committed to Avalara until the invoice is exported to accounting (QuickBooks Online). Once exported, any changes to an invoice must be done manually in commonsku, accounting (QuickBooks Online), and Avalara.

Customer PO

You can type your customer's purchase order number into this field; it will appear at the top of the invoice.

Invoice View

You can present your client-facing invoices in two different views:

Detail - show each product and service name, description, size, color, quantity breakdowns, the price per item, and total pricing
Summary - shows each product and service name, quantity, price per item, and total pricing.

Both views will show the invoice's header details and introduction.

Your admin sets your team's default invoice view through the Admin tab, but you can change the view on a per-invoice basis.

Pay by credit card

You can accept live invoice payments through commonsku's credit card integrations. Check the box beside "Allow Credit Card" to enable credit card payments on an invoice.

Your client will see a green "Pay by Credit Card" button at the bottom of their invoice.
Their payment moves through the integration directly to your bank account. commonsku does not process the transaction or hold on to credit card details.
The invoice will not automatically update to Paid when the credit card payment is received. However, the payment will post in the Project Portal.
Your client will receive a payment confirmation email that includes:
- the invoice number and project name
- the payment amount in the relevant currency

invoice report

The "Pay by Credit Card" button will automatically appear on each invoice once you change the client's default terms to "Credit Card."

You have the option to establish the default credit card fee within your company settings, or you can modify it directly on the invoice as needed.

Pay By ACH

You can accept live invoice payments through commonsku's credit card integrations. Check the box beside "Allow ACH" to enable ACH payments on an invoice.

You need to have a stripe account to be able to enable ACH payments

Your client will see a green "Pay by ACH" button at the bottom of their invoice.
Their payment moves through the integration directly to your bank account. commonsku does not process the transaction or hold on to bank details.
The invoice will not automatically update to Paid when the credit card payment is received. However, the payment will post in the Project Portal.

Your client will receive a payment confirmation email that includes:

the invoice number and project name
the payment amount in the relevant currency

Products

The Products tab displays the invoice's items and their artwork details.

Compact vs. Detailed

You can view the internal version of the invoice in either Compact or Detailed view. The internal view does not affect the client-facing invoice form.

Click Compact to view a product's:

SKU
Supplier name
Product name
Total units
Margin % per line item
Client price per line item

The Detailed view is the default setting; it shows a product's:

SKU
Supplier name
Product name
Product description
Total units
Product variants (sizes and colors)
Margin % per line item
Client price per line item

+Add products

Click the + Add product button to add products to your sales order.

+ Title

Click the + Title button to add Titles or categories to group your products.

+ Services

Click the + Services button to add Services including Custom Service, Freight, Fulfillment, Shipping, Service Po and Other Service

If a custom service has been established in the default settings, it will be displayed as a named service.

Edit, copy, delete

If you hover over a product, you can select to:

Edit - opens the editing screen for you to change the information displayed to your client.
Copy - creates a duplicate product.
Delete - removes the product from the invoice.

Right-click shortcuts

If you hover over a product, you can right-click and select:

Copy - creates a duplicate product.
Product - opens your product databases to add a new item under the product you right-clicked on.
Title - adds a title directly above the product; titles are a simple way to create product categories.
Freight, Fulfillment, Shipping, Other Service - allows you to quickly add additional services.

FAQ

How can I hide the costs like in a presentation?
How do I unlock a locked invoice?
Why can't I unlock my invoice?
I checked the box next to "Allow credit card," so why can't my client see the "Pay by Credit Card" button on the invoice?
Why hasn't the deposit amount been deducted from my final invoice?
I received payment on my invoice in commonsku. Why doesn't it show as paid in my accounting platform?
My client paid by credit card, but the invoice isn't showing as Paid?
How do I add a paid watermark to my invoice?
Why does my client see a different currency or amount when paying a commonsku invoice by credit card?
Why wasn’t my deposit deducted from the final invoice, and where do I record that the client paid it?

How can I hide the costs like in a presentation?

Unlike a presentation, it is impossible to "hide" pricing all together on an invoice. The only option is to change each product's retail price to $0.

How do I unlock a locked invoice?

An invoice will automatically lock once it has been marked "Paid;" commonsku assumes the details on the invoice are final. However, you can unlock the invoice if you need to make changes or delete the form.

To unlock the invoice, click on the greyed-out Unlocked button on the far right just above your products/line items.

Why can't I unlock my invoice?

You need permission to "Unlock Orders" to unlock sales orders and invoices. You can either ask your admin to unlock the form or ask them to assign you the permission.

I checked the box next to "Allow credit card," so why can't my client see the "Pay by Credit Card" button on the invoice?

The invoice will not have a payment option if you email the invoice before selecting the box next to "Allow credit card." You can re-send the invoice after you choose to "Pay by credit card."

Why hasn't the deposit amount been deducted from my final invoice?

There are two reasons a deposit payment will not show on the final invoice:

The invoice was created before the deposit's payment was logged. In this case, you'll need to delete the invoice (Actions > Delete Invoice) and create a new invoice.
There's more than one invoice in the project; in that case, the deposit is only deducted from the first invoice's subtotal. In this case, you can add a negative value service line to the second invoice to account for the deposit.

I received payment on my invoice in commonsku. Why doesn't it show as paid in my accounting platform?

commonsku doesn't record payment or transaction details and cannot pass payment over to an accounting platform. The best practice is to receive payment in your accounting software, then update the commonsku invoice to Paid. If you're using the QuickBooks Online integration, your commonsku invoices will automatically update to "Paid" once payment has been entered against the invoice in QBO.

My client paid by credit card, but the invoice isn't showing as Paid?

commonsku does not automatically update invoices to being Paid, even if your client paid through one of the credit card integrations. The best practice is to receive payment in your accounting software, then update the commonsku invoice to Paid. If you're using the QuickBooks Online integration, your commonsku invoices will automatically update to "Paid" once payment has been entered against the invoice in QBO.

How do I add a paid watermark to my invoice?

The invoice will get a "Paid" watermark once it's status is updated to Paid.

Why does my client see a different currency or amount when paying a commonsku invoice by credit card?

The currency displayed on a commonsku invoice is determined by the invoice's Currency field. For example, if an invoice is created in CAD, the invoice will display all amounts in CAD. By default, the invoice currency is inherited from the client's settings, but it can be changed on the invoice if needed.

When a client clicks Pay by Credit Card, the payment is processed through your connected payment provider (such as Stripe). commonsku does not process credit card transactions directly or store credit card information. Instead, the payment is handled entirely by the payment provider and deposited into your connected bank account.

Depending on the payer's location and the payment provider's settings, the provider may:

Display the payment amount in the payer's local currency
Offer the option to pay in a different currency
Apply currency conversion and exchange rates determined by the payment provider

As a result, the currency or amount shown during the payment process may differ from the currency displayed on the original invoice. Any currency conversion, exchange rates, or related fees are controlled by the payment provider, not by commonsku.

Why wasn’t my deposit deducted from the final invoice, and where do I record that the client paid it?

The final invoice will only deduct a deposit if the amount received has been recorded on the Sales Order.

To do this:

Open the Sales Order.
In the Deposit Payment section, make sure the payment type is set to Deposit.
Enter the amount the client paid in the Amount Received field and save the change.

Once an amount greater than $0.00 is recorded, the final invoice will automatically show a Less Deposit line and calculate the remaining balance due.

Note: If the client paid the deposit through commonsku using a credit card or ACH, the Amount Received field is usually filled in automatically. If the client paid by check, wire transfer, or another external method, you'll need to enter the amount manually.