Creating Invoices and Quotations

Creating a New Document

The New Document page provides a structured form to create invoices or quotations. Each section guides you through the required information.

1. 1Navigate to Invoicing from the sidebar and click 'New Document'.
2. 2Select the Document Type: Invoice or Quotation.
3. 3Add the customer by searching existing customers or entering a new customer name and phone number.
4. 4Add line items — search your inventory or services using the 'Search' button, or click 'Add Row' to add a blank line item manually.
5. 5For each item, set the description, quantity, unit price, and optional discount.
6. 6Review the totals section: subtotal, document-level discount, and total. Tax is calculated automatically based on your shop settings.
7. 7Set the due date (for invoices) or valid-until date (for quotations). These auto-fill from your shop defaults.
8. 8Optionally add customer-facing notes, internal notes (not visible to customer), and terms & conditions.
9. 9Click 'Save Draft' to save without sending, or 'Save & Send' to create and immediately email the document to the customer.

Adding Line Items

Line items are the core of every document. Fixmo offers two ways to add them. When adding inventory items, the behavior depends on whether the item is a simple or variable product.

• Search — click the 'Search' button to open the item search dialog. Toggle between Inventory and Services tabs. The search shows your full shop catalog regardless of branch stock. Search by name or SKU. For simple products, click the item to add it with its default price pre-filled. For variable products, clicking the item opens a variant selector popup — pick the specific variation to add it as a line item.
• Manual entry — click 'Add Row' to add a blank line item. Type the description, quantity, and price manually. This is useful for custom charges or one-off items not in your inventory.

Creating a Document from a Repair

When a repair is completed, you can generate an invoice directly from the repair detail page. This pre-fills all relevant information automatically.

• Customer name and phone are pulled from the repair's linked customer
• Parts used in the repair become line items with their quantities and unit prices
• Services performed become line items with their service prices
• The document is linked to the repair — visible in the Related Documents section on both the repair and invoice pages

Creating a Document from a Sale

Similarly, you can generate an invoice from a completed sale. This is useful when customers need a formal invoice for a retail purchase.

• Customer details are pulled from the sale's linked customer
• All sale items become line items with their quantities, prices, and per-item discounts
• The document-level discount from the sale is carried over
• The document is linked to the sale for traceability

Totals and Tax Calculation

Fixmo calculates document totals automatically. The subtotal is the sum of all line item totals. A document-level discount can be applied on top. Tax is calculated when the document is saved, using your shop's default tax rate and tax mode (inclusive or exclusive). You can toggle the tax mode directly on the new document form.

Assigning a Commission Agent

If an external agent or referrer brought in the business, assign them a commission directly on the document. The Commission Agent section sits below Notes & Terms on the New Document form.

1. 1In the Commission Agent section, search for the agent by name and select them.
2. 2The agent's default commission rate and type are applied. Optionally override the rate or type for this document — overrides appear highlighted in amber.
3. 3Save the document as usual.