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Understand invoice prices, units and taxes

5 min readBusiness

Use the invoice form to verify line prices, units, currency, and taxes before you save or submit. The fields on the form control the invoice’s reviewed price, unit conversion, currency, and tax amounts; some checks only apply when the invoice is a stock-moving sales invoice or when the connected ledger is configured to require them.

Before you start

  • You need access to the workspace where you can create or edit invoices.
  • You need permission to create or edit invoices in that workspace.
  • No special plan is required for this reference article itself; the invoice form features available to you depend on how your workspace is configured.
  • If your workspace uses a connected ledger, it must be available and selected for invoice entry, price review, and tax preview to work.
  • If the invoice currency differs from the company currency, you need the approved exchange rate for that invoice date before you save.
  • If you are creating or editing a sales invoice with stock-moving items, you may need to choose a warehouse for each stock item unless the sales channel is Shopify.
  • If you are entering taxes, you need the correct tax account and charge type for the invoice.

What the price fields mean

The invoice form keeps invoice pricing separate from the item master. On each line, the rate is the price for the selected selling unit on that invoice, and you review that rate before you save.

  • Item search helps you choose the product or service.
  • The selling unit and conversion factor determine how the line quantity is measured.
  • The rate field is the invoice price for that selected unit.
  • Discounts change the line amount shown on the invoice.
  • Taxes are entered as separate rows and affect the invoice totals.

Set the invoice currency and exchange rate

  1. Open the invoice form and select the invoice currency.
  2. If the invoice currency matches the company currency, you do not need to enter an exchange rate.
  3. If the invoice currency is different, enter the approved exchange rate in the Exchange rate field.Exchange rate
  4. Use the rate for the invoice date.

The Exchange rate field appears only when the invoice currency differs from the company currency. Enter a positive value before you save a cross-currency invoice.

Set each line item price and unit

  1. In the line item row, search for and select the item.
  2. Verify or change the selling unit.
  3. Enter the quantity.
  4. Enter the line rate for that unit.
  5. If the line uses a discount, switch between Discount % and Final Amount as needed.

A line item is not ready to save until its unit is verified and its rate is reviewed for the current currency and unit combination.

  • Verify units when the row shows a unit warning or loading state.
  • Use Change unit to pick a different selling unit when available.
  • Use Keep saved unit if you want to stay with the current saved unit.
  • The rate field stays disabled until the unit is ready.
  • For stock-moving sales invoices, choose a warehouse for each stock item unless the sales channel is Shopify.

Understand discounts and totals

You can enter discounts as a percentage or as a final amount. The toggle changes how the discount field is entered, and when you use Final Amount the form converts it back to a stored percentage.

  • Percentage mode stores a discount percent.
  • Final Amount mode converts the entered final amount back into a percentage.
  • Discounts change the subtotal, net total, tax calculation, and grand total.

Add and review tax rows

  1. In the Taxes section, select the tax account for the row.
  2. Choose the charge type.
  3. Enter either a tax rate or a fixed amount, depending on the charge type.
  4. Add a description if you want a clearer label on the invoice.

Tax rows are separate from line items. They are included in the invoice totals only when they are filled in and saved with the invoice.

Tax charge type meaning
Charge typeWhat the amount field means
On Net TotalA percentage rate
ActualA fixed amount in the invoice currency
On Previous Row AmountA rate based on the previous row amount
On Previous Row TotalA rate based on the previous row total

Save or submit safely

  1. Review the party, date, currency, exchange rate, lines, and taxes.
  2. If the invoice is recurring, use Save & Submit.
  3. If you are saving a draft, use Save as Draft.
  4. If the form shows a recovery notice, resume the existing save instead of starting over.

If the form cannot verify pricing, units, or required fields, it shows an error and keeps the draft open. Correct the field and try again.

  • A due date cannot be earlier than the invoice date.
  • A sales invoice needs a sales channel.
  • A warehouse is only needed for stock-moving sales items, not for every invoice.
  • A recurring invoice cannot stay as a plain draft.
  • If the invoice is already posted, reopen it and review the saved invoice before making further changes.

Updated

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