FixedFixed: an invoice would not take payment again after a payment was deleted

Creating Invoices and Quotations

6 min read

Published April 12, 2026

Updated July 7, 2026

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. Navigate to Invoicing from the sidebar and click 'New Document'.
  2. Select the Document Type: Invoice or Quotation.
  3. Add the customer by searching existing customers or entering a new customer name and phone number.
  4. Add line items, search your inventory or services using the 'Search' button, or click 'Add Row' to add a blank line item manually.
  5. For each item, set the description, quantity, unit price, and optional discount.
  6. Review the totals section: subtotal, document-level discount, and total. Tax is calculated automatically based on your shop settings.
  7. Set the due date (for invoices) or valid-until date (for quotations). These auto-fill from your shop defaults.
  8. Optionally add customer-facing notes, internal notes (not visible to customer), and terms & conditions.
  9. Click '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.

Tip

You can mix inventory items, services, and manual entries on the same document. Each item's line total is calculated as (Quantity x Price) - Discount. If you change a catalog item's pre-filled price, a 'was …' hint shows the original, and the change is recorded in Reports > Price Overrides, manual (Add Row) lines have no catalog price, so they are never logged.

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

Note

On a quotation, the agent carries over automatically when it is converted to an invoice. Commission on a standalone invoice is recorded when the invoice is fully paid, invoices created from a repair or sale keep the commission on that source and are not double-counted.

Frequently asked questions

Go to Invoicing and click 'New Document'. Select 'Invoice' as the document type, search for or enter the customer details, add line items (from inventory search or manually), set the due date, add any notes or terms, then click 'Save Draft' or 'Save & Send' to create the invoice.

Yes. When viewing a repair, you can generate an invoice that automatically pre-fills the customer details, parts used, and services performed. The line items are pulled directly from the repair's part usages and service usages with their quantities and prices.

Yes. When viewing a sale, you can generate an invoice that automatically pre-fills the customer details and all sale items with their quantities, prices, and discounts.

'Save Draft' creates the document with a Draft status, it is saved but not sent to the customer. 'Save & Send' creates the document and immediately sends it to the customer via email. You can send or resend a draft document later from the document detail page.

When creating an invoice, the due date auto-fills based on your shop's default payment terms (configurable in Settings > Shop under Invoicing & Documents). For example, if your default is 30 days, the due date is set 30 days from today. For quotations, the 'Valid Until' date auto-fills based on your default quote validity period.

When searching for items in the line item search dialog, clicking a variable product opens a variant selector popup. Pick the specific variation you want to add. The variation's name and price are used as the line item details. You can then adjust the quantity and price as needed.

On an invoice (serials don't apply to quotations, since nothing is sold yet), search for and add the serialized product, then assign a serial to each unit. In the serial picker you can tick several serials at once and click 'Add N units' to add them as one line with the matching quantity. Raising the quantity opens a slot for each extra unit, and each serial shows as a removable chip on the line. The serials are reserved when the first payment is recorded and finalized as Sold once the invoice is fully paid, voiding the invoice returns them to In Stock.

Yes. The New Document form has a Commission Agent section for both invoices and quotations. Search for the agent, select them, and optionally override the default rate or type. On a quotation, the agent carries over when you convert it to an invoice. Commission on a standalone invoice is recorded when it is fully paid.

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