Invoices
Requires.
- Invoices with View to see invoices.
- Invoices with Create to create a new one.
- Invoices with Modify to edit an existing one.
- Invoices with Delete to delete an invoice or recurring invoice.
- Invoice+ to create, edit, duplicate, or delete recurring invoices.
The Invoices pages are where you create, view, and manage every charge against a customer. SecurityTrax has three related kinds:
- One-time invoices — a single charge for a specific thing (a service call, an install, an activation fee). They're created, sent, and eventually paid.
- Quotes — a proposed charge that can be emailed or downloaded, but does not accept payments.
- Recurring invoices — a schedule that auto-generates a real one-time invoice every period (monthly, quarterly, annually). A recurring invoice is a template, not a real charge itself — the actual invoices it generates live in the one-time list.
They live on related URLs and share the same sub-nav on the Accounting tab.
On lead records, only quotes are available. SecurityTrax hides recurring invoices and blocks invoice, refund receipt, and recurring-invoice creation for leads.
Getting here
- Click Accounting in the customer's header. The landing page is Transactions — every invoice already shows there.
- From the accounting sub-nav, click Recurring to see recurring templates specifically.
- Quick-actions in the header flyout: + New Invoice and, when Invoice+ is enabled, + New Recurring Invoice.
- From Accounting → Transactions, use + New Transaction to create New Invoice, New Quote, New Refund Receipt, or New Payment. On lead records, this menu only shows New Quote.
- Direct URLs:
/customers/{id}/customer-invoices— one-time invoice list (though most of the time you'll view this through the Transactions tab)./customers/{id}/customer-invoices/recurring— recurring invoice templates.
The Transactions tab (where invoices actually show)
When you land on Accounting → Transactions, invoices appear mixed in with payments in one unified list. That's by design — a customer's account is a stream of charges and credits together. See Accounting — Transactions for the full list description.
To filter to only invoices, either use the Recurring sub-tab for recurring templates, or click the Charges / Credits column on Transactions to sort. There's no dedicated "invoices-only" list view in the UI.
Creating or duplicating an invoice
Click + New Invoice in the header flyout, or use + New Transaction → New Invoice on Transactions. To create a quote or refund receipt, use + New Transaction → New Quote or + New Transaction → New Refund Receipt.
Invoice form fields
| Field | Required? | Type | Validation | Notes |
|---|---|---|---|---|
| Invoice type | Yes | Select | One-time / Credit memo / Refund Receipt | One-time is the default. Credit memos reduce the balance without receiving payment. Refund receipts record money going back to the customer. |
| Invoice date | Yes | Date picker | — | Defaults to today. |
| Due date | Yes | Date picker | Must be ≥ invoice date | Often auto-computed from an Invoice Terms dropdown (Net 15, Net 30, etc.). |
| Invoice terms | No | Select | From the Invoice Terms catalog | Picking a term auto-fills the due date. |
| Line items | Yes (at least one) | Multi-row | Each row: description, quantity, unit price, tax flag, line total | Click + Add line item to add rows. Pick from Invoice Billable Items or type a free-form description. |
| Subtotal, tax, total | — | Computed | — | Auto-calculated from line items. |
| Discount | No | Percent or fixed dollar | ≥ 0 | Applies to the subtotal. |
| Notes (internal) | No | Text | — | Hidden from the customer. |
| Customer-facing notes | No | Text | — | Printed on the invoice PDF and visible to the customer. |
| Memo | No | Text | — | Internal reference for your accounting team. |
Click Save to create. The invoice appears on Transactions immediately.
To copy an existing invoice, open the invoice, choose Actions, then click Duplicate. SecurityTrax opens a new invoice form with a Duplicating invoice callout at the top and a link back to the original invoice.
Duplicating an invoice pre-fills the new draft with the original invoice's visible invoice details and line-item values. The copy uses today's date, and it does not carry over payments, generated-invoice links, QuickBooks or other external sync records, or any saved line-item record IDs. The new invoice is not created until you click Save.
Emailing the invoice to the customer
Opening a saved invoice or quote shows Actions → Email when it can be emailed. Your admin controls which Invoice Quote Templates get used for the PDF.
Whether the emailed invoice is sent as a PDF attachment or rendered inline in the email body is controlled by your admin under Global Settings → Invoice Settings → Attach Invoice as PDF When Emailing.
Downloading the invoice as a PDF
Opening a saved invoice or quote shows Actions → Download. Click it to download the invoice or quote as a PDF to your device. This action is always available on a saved invoice or quote and does not depend on the email-attachment setting above.
Quote actions
Saved quotes have Actions → Email and Actions → Download. They do not show payment actions such as Record Payment or Manage Payments because quotes are not posted charges.
Recurring invoices
The Recurring sub-tab shows recurring-invoice templates — not actual charges. Each template has:
- Name — your internal label.
- Frequency — monthly, quarterly, annually, or custom.
- Next invoice date — when SecurityTrax will auto-generate the next real invoice.
- Last invoice date — when it last generated one.
- Total invoiced to date — running total of amounts generated.
- Status — active, paused, completed, cancelled.
When a recurring invoice fires on its schedule, SecurityTrax:
- Generates a real one-time invoice based on the template's line items.
- Adds the new invoice to the customer's Transactions list.
- Updates the recurring's Last invoice date and sets Next invoice date to the following cycle.
- If a Billing Method is configured as default and the invoice is marked for auto-pay, SecurityTrax charges the method automatically.
Creating a recurring invoice
Recurring invoice creation requires Invoice+. When Invoice+ is not enabled, SecurityTrax shows an upgrade callout instead of the recurring-invoice create button.
When Invoice+ is enabled, click + New Recurring Invoice in the header flyout, or + on the Recurring sub-tab. The form has the same line-item structure as a one-time invoice, plus:
Heads up. For a brand-new recurring invoice, Start date must be tomorrow or later. Recurring invoice duplicates open with today's date so you can review the copied schedule immediately before saving.
| Field | Required? | Type | Notes |
|---|---|---|---|
| Frequency | Yes | Select | Monthly, quarterly, annually, custom. |
| Start date | Yes | Date | Defaults to tomorrow for a new recurring invoice. A duplicated recurring invoice opens with today's date. |
| End date | No | Date | When the schedule stops. Leave blank for open-ended. |
| Bill with parent | No | Checkbox | Only visible if parent/child is enabled and this customer has a parent. When checked, the generated invoices roll up to the parent's AR instead of staying on this customer. |
| Auto-charge | No | Checkbox | When on, the generated invoice is charged to the default billing method automatically. |
Editing, duplicating, or deleting a recurring invoice
Editing, duplicating, and deleting recurring invoices require Invoice+. Open a recurring template from the Recurring sub-tab to review it.
For existing recurring invoices, the edit page lets you change the billing method. Other template fields are read-only after the recurring invoice has been created.
To copy a recurring invoice, open the recurring invoice's edit page, choose Actions, then click Duplicate. SecurityTrax opens a new recurring invoice form with a Duplicating recurring invoice callout at the top and a link back to the original recurring invoice.
Duplicating a recurring invoice pre-fills the new draft with the original schedule details, billing method, notes, email settings, tax override setting, and line-item values. The duplicate start date is set to today so you can review and adjust it before saving. The copy does not carry over generated invoices, payments, external sync records, or any saved line-item record IDs. The new recurring invoice is not created until you click Save.
To delete a recurring invoice, open the recurring invoice's edit page and click Delete at the bottom of the form. The Delete button is only available on the edit page; it does not appear on the Recurring list.
The Delete button only appears when all of these are true:
- You have Invoices with Delete for the customer.
- The recurring invoice does not have active payments applied.
- The recurring invoice has not already been sent to Avalara.
- The recurring invoice is not linked to an external sync record, such as QuickBooks.
Clicking Delete opens a confirmation modal. If the recurring invoice has already generated unpaid invoices, the modal warns you before you confirm. Deleting the recurring invoice stops future invoices from being generated; already-generated real invoices stay on the customer's Transactions list.
Parent/child recurring rollup
If this customer is a parent and parent/child is enabled, the Recurring sub-tab also shows children's recurring invoices that have Bill with parent = checked. That way the parent's accounting view includes every recurring charge that will eventually post against their AR.
Children's recurrings that don't bill with the parent stay on the child's own page only.
Related
- Accounting — Transactions — the main accounting landing; invoices show up there.
- Payments — apply customer payments against open invoices.
- Billing Methods — configure the default payment method for auto-pay.
- Statements — email the customer a combined view of invoices + payments.
- Invoice Billable Items (admin reference) — the line-item catalog.
- Invoice Quote Templates (admin reference) — the PDF templates generated invoices render with.