Understand Accounting Invoices

You generate Invoices manually while creating or editing a Transaction or Contract, or by importing a CSV of billing schedules. From there, you can add, edit, or delete individual Invoices, and calculate and apply sales tax before sending them to Customers. The dates an Invoice carries are not fixed by how it was generated — see How do I customize Transaction or Invoice dates? for which date fields you can set and what each one drives.

Individual Invoices support a few operations of their own: Export Invoice as PDF to send a copy outside Maxio, Void Accounting Invoices when an Invoice should no longer be collectible, and View Consolidated Invoice Links on Individual Invoices to trace an Invoice back to the consolidated Invoice it was billed on.

The following video demonstrates how Invoices are created and managed in Maxio:

Calculating and applying sales tax

Maxio supports two ways to calculate and apply sales tax:

• AvaTax integration: Automatically estimate and commit sales tax to each Invoice. Maxio automatically re-estimates tax if Invoice details change before the tax is committed.
• Connected general ledger (GL): When linked to a supported accounting system, the GL can pass tax data back into Maxio during sync. Xero passes tax rates and codes at the individual Invoice Line Item level, when line-item tax tracking is enabled. QuickBooks syncs tax as a single amount per Invoice rather than per line. Intacct and NetSuite don't sync tax details back into Maxio.

If you use e-Bill, enable Require Sync Before Emailing to prevent Invoices from being emailed before their tax details are finalized in your connected GL.

Related information

For definitions of each Invoice field and a reference of what each Invoice status means, see Invoice Field Glossary.

To add, edit, or delete an Invoice, see Add Invoices, Edit Invoices, and Delete Invoices.

For an overview of the building blocks of an Invoice, see Manage Invoice Line Items.

To reduce an outstanding Invoice amount, see Create and Apply Credit Memos.

To receive and apply Customer payments to Invoices, see Receive and Apply Payments to Invoices.

To track Customer payment issues, see Track Payment Risk with Collection Notes.