Creating and Sending an Invoice Sales Document

Invoice documents in BoldSales are standardized sales documents used to bill customers for finalized products or services. Using invoice documents ensures that billing information is accurate, consistent, and professionally presented to customers.

To create and send an invoice, first access the pipeline record.

Accessing the pipeline record

1. Go to Pipelines from the left sidebar.
2. Select the pipeline that the invoice template is configured for.
3. From the listing page, open the record’s details page.

To generate an Invoice document, the pipeline record must have a Primary Quote associated with it. Invoices are generated based on the finalized quote details to ensure billing accuracy.

Making a quote primary

If a primary quote is not already set, you can make one primary by following these steps:

1. Open the required deal pipeline record.
2. Go to the tab > Quotes.
3. From the list of available quotes, click on (three dots) of the relevant quote.

If no quotes are listed, you can create a new quote. For details on how to create a quote, refer to Creating and sending a quote.

4. Select .

After selecting , a confirmation message will appear indicating that the document’s line items and taxes will stay in sync with those in the Products tab for the record. Any updates made in either location will automatically reflect in the other.
5. Click to confirm.

Important Notes

• Invoice templates must already be created and published before an invoice can be generated. For details on creating and managing templates, refer to Creating and Managing Templates for Sales Documents.

Steps to create an invoice

1. In the Deal pipeline record details page where the quote is marked as Primary, navigate to the tab.

2. Select Invoice and click .

3. Choose the published invoice template.

4. If taxes differ between those in the template and the pipeline record’s line items, select tax source by choosing Taxes from template or Taxes from record’s Products tab.
   

5. Click , then .

Invoice line items populate automatically from the quote and Products tab.

Update invoice fields

Updating invoice and signature fields before sending a document ensures that all details reflect the most current and accurate information.

1. Click in the top right. This opens the Invoice Details drawer.
2. Update the mandatory fields such as Document name, Document owner, Primary contact, Status, Expires in, etc.
3. You can also customize invoice fields by clicking in the Invoice Details drawer to add, remove, or modify fields based on your business requirements. For more details on customizing fields, refer to Creating custom fields.
4. Assign signers for user and contact signature fields.
5. Click .

Sending the Invoice

Before sending an invoice, review all details to ensure accuracy. Depending on the template setup, invoices can be sent either for eSignature or as a regular email. eSignature is available only if the template includes at least one signature field, otherwise, the invoice can only be sent via email.

Sending with eSignature

1. Click Send Invoice in the top right.
2. The Send via BoldSign drawer opens.
3. The To field is auto filled with the recipient’s information.
4. Optionally add recipients in the Cc field and include an additional message in the Message field.
5. Alternatively, you can also insert a predefined email template by clicking Insert template.
6. Click Attachments at the bottom-left of the New Email drawer to include any required files.
7. Click to finalize.

Sending without eSignature

1. Click Send Invoice in the top right. This opens an email drawer on the right.
2. The To field is auto filled with the recipient’s information.
3. Optionally, fill in the Cc and Bcc fields and add an additional message in the Message field.
4. Alternatively, you can also insert a predefined email template by clicking Insert template.
5. Click Attachments at the bottom-left of the New Email drawer to include any required files.
6. Click to finalize.

Tracking Invoice Status

When the customer approval workflow is enabled, invoice statuses are updated automatically based on customer actions. This helps teams track progress without manual follow-ups.

Tracking invoice status from a pipeline record

1. Open the pipeline record’s details page and navigate to the tab.
2. Select the document type from which the document was sent.
3. Locate the sent document and review its progress in the Status column.
4. Click on (three dots) next to the document and select . The Activities drawer opens, showing a detailed timeline of events such as when the invoice was created, sent, modified, accepted, or completed.

Tracking document status from the Sales Documents module

1. From the left sidebar, go to the Sales Documents module.
2. Select Invoices from the menu.
3. Find the sent document on the listing page.
4. Check its current progress in the Status column.
5. Click on (three dots) next to the document and select to view the complete interaction history.

When Enable customer approval workflow is unchecked, documents cannot be sent to recipients. For more details on how the approval workflow functions, see Creating and Managing Templates for Sales Documents.