Creating Invoices

Overview

The invoice editor is a full-page workspace with the form on one side and the invoice preview on the other. Use it to create a draft invoice with the correct talent, booking, client, contact, line items, notes, and terms.

Starting an Invoice

From Financials

1. Click Financials in the sidebar
2. Open Invoices
3. Click New invoice
4. Fill out the invoice editor
5. Click Save draft or Submit for review

Financials starts with an unlocked editor. You can choose the talent, booking, client, and contact yourself.

When you link a booking, you must also select an eligible talent from that booking before saving the invoice. Booking-only invoices are not supported.

If you can open Financials but do not see New invoice, your role may have invoice viewing access without invoice creation access.

From a Talent Card

When your account has invoicing enabled and your role can create invoices, talent library card action menus include Create invoice. Starting there opens the editor with that talent already linked.

The talent picker is locked when the invoice was started from a talent-specific entry point, so the invoice remains connected to the selected talent.

From a Talent Profile

Talent profile action menus also include Create invoice when your account has invoicing enabled, your role can create invoices, and the talent is not archived.

This available entry point uses the same talent-only seed as the talent library card: the editor opens with the talent linked and the booking, client, and contact still available for you to choose.

From the Booking Board

Eligible booking-board talent cards include Create invoice in the card action menu. The action opens the invoice editor in a new tab with the booking and talent already linked.

The booking-board entry point appears when:

• The account has the Billing Module
• Your role includes invoice creation access
• The event is billable
• The talent is not archived
• The talent does not already have an invoice for that booking
• The talent is Confirmed or already in Billing

If the booking-board talent card already has an invoice, the compact invoice status badge opens that invoice detail page in a new tab.

From an Event Dialog

Event detail dialog talent rows include Create invoice for the same eligible billable booking talent rows as the booking board. This available entry point uses the same event-talent seed behavior as the booking board and opens the invoice editor in a new tab with the booking and talent already linked.

The Booking Board shows Billing and Paid as read-only financial outcomes. Create, send, mark sent, and record payment from Financials instead of moving talent cards into those columns manually. Generated-only invoices stay out of receivables until you send them through NowRep or mark them sent manually.

Booking Rate Seeding

Booking-board and event-dialog invoices can seed the first invoice line from the talent's booking rate. Use Set Rate on the booking-board card before creating the invoice when you want NowRep to carry the rate amount, rate type, and supported currency into the invoice draft.

You can still edit or replace the seeded line before saving.

Linking Related Records

The Invoice related to section connects the invoice to the records it belongs with.

Booking Links

The booking picker shows recent billable bookings, with unbilled bookings first. Search to find older or specific bookings by title, client, or date.

When you select a booking, NowRep can use the booking context to help populate the invoice relationship and line-item description. Bookings that already have an invoice are marked with an Invoiced badge.

After you select a booking, choose an eligible talent for that booking. If the talent picker says there are no eligible talents, confirm the correct talent on the booking first and then return to the invoice draft.

After invoice work starts for a booking, billing cannot be turned off for that booking until active invoice work is discarded or voided.

Client and Contact Links

Select a client company and optional contact from your directory. If the client or contact does not exist yet, use Add new client or Add new contact from the picker.

You can also choose Use a different client name when the printable invoice should not be tied to a directory company.

Invoice Details

Fill out the billing basics:

• Issue date - The date shown on the invoice
• Payment terms - Due on receipt, Net 7, Net 14, Net 30, Net 60, Net 90, or a custom due date
• Currency - A supported invoice currency, such as USD, EUR, GBP, CAD, AUD, NZD, JPY, CHF, SEK, NOK, or DKK
• Tax mode - Tax exclusive or tax inclusive

Payment terms, currency, tax mode, tax label, line tax rate, default terms, and notes footer come from Invoicing Settings when a new draft starts. You can change them on the draft before saving.

The invoice currency is the document currency for the draft. Manual line items inherit that currency. Booking or rate-card lines can keep their original booking currency as source reference details; when that source currency differs from the invoice currency, NowRep warns immediately in the form and converts the printed line units and totals into the invoice currency.

You can save a draft while the exchange rate is stale or missing, but PDF preview, Generate, and Send stay blocked until rates are refreshed or the invoice currency is corrected. Saved drafts store the exchange-rate snapshot, rate-source metadata, and converted totals used by invoice detail, review, and generated output.

The due date updates from the issue date and payment terms. If you choose custom terms, pick the due date directly.

Client Information

Client information is what prints on the invoice. If you linked a directory client or contact, NowRep can fill these fields for you, but you can override them before saving.

Editable client fields include:

• Client name
• Email
• Phone
• Address
• Tax ID
• Attention contact
• Contact email
• Invoice description

Changing these fields affects the invoice draft and preview. It does not rewrite the linked directory company or contact.

Notes and Terms

Use Notes for message-style information that should appear on the invoice, such as payment instructions or production notes.

Use Terms for formal billing terms, contract language, or default conditions your agency wants to include.

Saving a Draft

Click Save draft to store the invoice without sending it. The invoice number remains provisional while you are previewing the invoice and becomes part of the saved draft record when the draft is saved.

After a new draft is created or an edited draft is saved, NowRep opens the invoice detail page for that invoice.

Drafts that need currency conversion can be saved and submitted for review while an exchange rate is stale or missing. NowRep keeps the warning visible, and generated PDF preview, Generate, and Send stay blocked until rates are refreshed or the invoice currency is corrected.

If you try to leave with unsaved changes, NowRep asks whether to save a draft, discard changes, or keep editing.

Submitting for Review

Click Submit for review when the draft is ready for another team member to check. This moves the draft into the internal review workflow and marks it as Pending review.

Submitting for review does not send the invoice to the client. A reviewer can approve it, request changes with feedback, generate the official PDF, or send it if their role includes invoice management access.

Editing Later

Draft invoices can be reopened from the invoice detail page with Actions > Edit draft. Invoices with an official PDF, including created or issued invoices, cannot be edited as drafts; use delivery, void, or credit-note workflows instead.

Related Pages

• Invoicing Overview - Current capabilities
• Invoice Library - Find saved invoices and start new drafts
• Line Items and Preview - Charges, totals, live preview, and generated PDF artifacts
• Invoice Detail Workspace - Edit drafts and inspect saved invoices
• Review Workflow - Submit drafts for review and understand approvals
• Invoicing Settings - Configure invoice defaults