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Add invoice line items and tax

Last updated July 23, 2026

Purpose and common uses​

Use Line Items to show what the customer is being charged for. Add approved Pricebook items, review any manual changes, and confirm tax and balance before sending.

Before you begin​

Confirm the completed work and any accepted estimate. Verify the needed items are active in Pricebook, and confirm the correct tax rate for this invoice.

  1. Open the invoice from the job or Accounting → Invoices.
  2. Scroll to Line Items.
  3. Review the current sections and totals before making changes.

Invoice items are grouped by type so the team can review scope and pricing clearly.

Add an item​

  1. Click Add Item.
  2. Choose Service, Assembly, Material, Equipment, Membership, or Discount/Fee.
  3. Search for and select a Pricebook record.
  4. Review the description, quantity, cost, rate, and taxable state.
  5. Save the item.
  6. Repeat until the invoice matches the work.

For a one-time discount, choose Discount/Fee, open Manual Discount, enter a name and optional description, select Percentage (%) or Fixed Amount ($), enter the amount, and save.

Edit pricing and tax​

  1. Open a line's action menu and choose the edit action.
  2. Update its description, quantity, cost, rate, taxable state, or customer display choice.
  3. Save the line.
  4. To change several rows, enter selection mode, choose the rows, and use the available bulk pricing or display actions.
  5. Click the tax-rate edit control beside Tax.
  6. Enter the rate and save.
  7. Verify Subtotal, Discounts, Costs, Estimated Profit, Tax, Interest Charges, Total, Paid, and Balance Due.

Review the balance after every pricing change, especially when a payment already exists.

What happens next​

The invoice total and balance update from the saved lines, tax, interest, and payments. Preview the invoice before delivery.

Troubleshooting​

A Pricebook item does not appear​

Confirm the record is active and search under the correct item type. Memberships are added with Sell Membership, not the regular membership item selector.

Tax is missing or too high​

Check each line's taxable state and the invoice tax rate. Review fee tax settings separately.

Balance Due looks wrong​

Review the total, interest, Payment History, applied credits or deposits, and any refunds before editing line items.