Creating Invoices & Line Items

The invoice create flow turns the most common billing operation — list what you did, set the price, send it — into a focused single-modal workflow. This page covers every field and every option.

Who Can Create Invoices

The Create Invoice button is visible to:

• Administrator
• Editor

Client users don't see it. Representative roles can be granted access via the publish_invoices capability if your portal is configured to do so.

Opening the Create Modal

1. Open Invoices from the left sidebar
2. Click the blue Create Invoice button (top-right toolbar)
3. The Create Invoice modal opens

The modal is a Vue.js app — fields validate live, totals update as you type.

Step-by-Step

1. Client (required)

Pick the client this invoice is for. The dropdown lists every published client. Once selected:

• The client's billing contact is auto-loaded
• The client's currency preference applies (if set on the client)
• The client's default payment terms apply (if set)

2. Invoice Number (auto-generated)

ClientCove auto-generates the next sequential invoice number based on your configured starting point and prefix. Format is typically INV-2026-0042 or similar — configurable in invoice settings.

You can override the auto-generated number if needed (admin only) — useful when migrating from another system and you want to preserve historical numbers.

3. Issue Date

Defaults to today. Pick a different date if you're back-dating an invoice or pre-dating one for a future billing period.

4. Due Date

Defaults to issue date + 30 days. Adjust based on your payment terms (Net 7 / Net 14 / Net 30 / Due on Receipt).

5. Line Items

The core of the invoice — what you're billing for. See Line Items below for the full mechanics.

6. Tax Rate

Enter as a percentage (e.g. 8.5 for 8.5%). Applied to the sum of taxable line items.

7. Discount

Fixed dollar amount subtracted from the subtotal. Useful for promotional discounts, volume rebates, or one-off adjustments.

8. Currency

Pick the currency. Defaults to USD, but ClientCove supports multi-currency invoicing — pick per-invoice based on the client's preference.

9. Notes & Payment Terms

Free-form notes appear at the bottom of the invoice PDF and email. Use for thank-you messages, payment instructions, or terms.

10. Save

Pick one of:

• Save as Draft — invoice stays in Draft status, no email sent
• Save and Send — generates PDF, emails the billing contact, status flips to Sent

Line Items

Each line item is a row on the invoice with:

Field	Purpose
Description	The product/service name (one-line summary)
Details	Optional longer description (multi-line, supports paragraph breaks)
Quantity	How many — supports decimals (e.g. 2.5 hours)
Unit Price	Price per unit
Taxable	Toggle — when on, this line contributes to the taxable subtotal
Total	Auto-calculated as Quantity × Unit Price

Adding line items

In the modal:

1. Click + Add Line Item
2. A new empty row appears
3. Fill in description, quantity, unit price
4. Toggle the taxable flag if needed
5. Total auto-calculates as you type
6. Repeat for as many items as needed

Reordering line items

Drag the row handle to reorder. The PDF and email preserve the order.

Removing a line item

Click the trash icon at the right of any row.

Quantity & Unit Price

Both fields support decimals:

Use case	Quantity	Unit Price	Total
Hourly billing	8.5 (hours)	$150.00	$1,275.00
Per-project flat fee	1	$5,000.00	$5,000.00
Mileage	127 (miles)	$0.67	$85.09
Software licenses	12 (seats)	$29.99	$359.88

Negative numbers are accepted in unit price for credits or refunds within an invoice.

Taxable Flag & Tax Rate

Tax handling is two-step:

Per-line taxable flag

Each line item has a Taxable toggle. When on, that line counts toward the taxable subtotal. When off, it doesn't.

This lets you mix taxable services with non-taxable items on the same invoice — common for projects that include both labor (taxable in some jurisdictions) and reimbursable expenses (typically not taxable).

Invoice-level tax rate

The Tax Rate field at the bottom of the modal sets the percentage applied to the sum of taxable lines.

Example:

• Line 1: Design work — $1,000 — Taxable ✓
• Line 2: Stock photo licenses — $200 — Taxable off
• Line 3: Project management — $500 — Taxable ✓
• Subtotal: $1,700
• Taxable subtotal: $1,500 (lines 1 + 3)
• Tax (8.5%): $127.50
• Total: $1,827.50

Multiple tax rates

ClientCove uses a single tax rate per invoice. For jurisdictions with multiple rates (e.g. state + city sales tax), add them together (e.g. 8.25% combined) or split into separate invoices if you need to break them out.

Discounts

The discount is a fixed dollar amount, not a percentage. To apply a percentage discount:

1. Calculate the dollar amount yourself (10% of $5,000 = $500)
2. Enter $500 in the Discount field

The discount applies after tax in the calculation:

• Subtotal: $1,700
• Tax: $127.50
• Discount: $200
• Total: $1,627.50

This is a deliberately simple model. For per-line-item discounts, use a negative-priced line ("Loyalty discount: -$200") instead.

Currency

ClientCove supports multi-currency invoicing. The currency dropdown includes:

• USD ($)
• EUR (€)
• GBP (£)
• CAD ($)
• AUD ($)
• And other major currencies

The currency:

• Drives the currency symbol shown on the invoice and PDF
• Sets the Stripe charge currency when the client pays
• Determines the format of monetary values (decimals, separators)

The currency is set per invoice. A client can have invoices in different currencies if you bill them in multiple regions.

Issue Date & Due Date

Issue Date

When the invoice was issued. Defaults to today. The PDF shows this prominently. Status transitions (Sent / Viewed / Overdue) are calculated from the issue and due dates.

Due Date

When payment is expected. The Overdue cron compares against this:

• If status is Sent or Viewed
• AND due date has passed
• Status flips to Overdue
• Optional reminder email sent

Common patterns

Payment terms	Issue Date	Due Date
Net 7	Today	+7 days
Net 14	Today	+14 days
Net 30 (default)	Today	+30 days
Net 60	Today	+60 days
Due on Receipt	Today	Today

Payment Terms & Notes

Payment Terms field

A short text field that appears in the invoice payment instructions section. Common values:

• "Net 30 — payment due within 30 days of invoice date"
• "Due on Receipt"
• "Payment via ACH preferred"

Notes field

A longer multi-line field that appears at the bottom of the invoice PDF. Use for:

• Thank-you messages
• Special payment instructions
• Reference info (PO numbers, contract references)
• Tax disclaimers

Both fields render in the PDF and the email body.

Saving as Draft vs Sending

The bottom of the modal has two save buttons:

Save as Draft

• Invoice is created with status Draft
• No PDF is generated yet
• No email is sent
• Visible only to admin/editor (not to the client)
• Editable in full
• Can be sent later from the single-invoice view

Use Draft when you want to:

• Review or revise before sending
• Wait for an approval before sending
• Stage many invoices for batch sending later

Save and Send

• Invoice is created with status Sent
• PDF is generated server-side
• Email is sent to the client's billing contact with PDF attached
• Once sent, most fields become locked

Use Save and Send when the invoice is final and ready to deliver.

Editing after sending

Once an invoice is in Sent status or beyond, editing is restricted to:

• Notes
• Payment instructions
• Status (manual mark as Paid, Cancel)

Line items, totals, and dates are locked to preserve the integrity of what was sent. To make substantive changes, cancel the original and create a new invoice.