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# Invoices - Create, Send, and Track Payment Invoices

> Create, customize, and send itemized invoices to customers, track paid and outstanding balances, and download PDFs from the OwnPay invoices module.

The Invoices page enables you to issue structured, multi-item billings to your customers. Customers receive a unique payment link where they can choose their preferred payment method to complete the invoice.

## Getting here

1. Log in to the OwnPay admin dashboard
2. Under the **PAYMENTS** section in the left sidebar, click **Invoices**

## Page sections

### 1. Invoices list table

* **Invoice Number (#):** The unique invoice serial ID (e.g., `INV-2026-001`)
* **Customer:** The target billing customer
* **Amount:** The total calculated invoice subtotal
* **Status:** Current payment status (`draft`, `sent`, `paid`, `overdue`, `cancelled`)
* **Due Date:** Deadline for invoice settlement
* **Actions:** Edit the invoice details or click **Copy Link** to share the checkout URL

### 2. Create invoice form

* **Invoice Details:** Invoice Number, Customer Selector, Currency, Due Date, and internal Customer Notes
* **Line Items:** Dynamic multi-item editor where you specify Item Description, Quantity, and Unit Price
* **Calculation Summary:** Displays computed subtotal and total values

## Fields and options reference

| Field / Option     | Type        | Required | Default | Description                                     |
| ------------------ | ----------- | -------- | ------- | ----------------------------------------------- |
| **Invoice Number** | Text Input  | Yes      | -       | Unique billing serial number                    |
| **Customer**       | Select      | Yes      | -       | Dropdown listing registered customers           |
| **Currency**       | Select      | Yes      | BDT     | Currency in which the customer will be billed   |
| **Due Date**       | Date Picker | Yes      | -       | The final date by which the payment is expected |
| **Notes**          | Text Area   | No       | -       | Custom instructions shown to the customer       |
| **+ Add**          | Button      | No       | -       | Inserts a new line item row                     |
| **Description**    | Text Input  | Yes      | -       | Summary of the specific product or service      |
| **Quantity**       | Spinbutton  | Yes      | 1       | Number of units billed                          |
| **Amount**         | Spinbutton  | Yes      | 0.00    | Unit price of the specific item                 |

## Step-by-step: creating and issuing a new invoice

1. Click the **+ Create Invoice** button
2. Input a unique **Invoice Number**
3. Select your customer from the **Customer** dropdown
4. Select the billing **Currency**
5. Choose a **Due Date**
6. Write a description in the **Notes** box
7. Under **Line Items**, write the description, **Quantity**, and **Unit Price**
8. Click **+ Add** to append more rows if needed
9. Click **Create Invoice**

## Invoice status transitions

* `draft`: Saved but not sent to the customer
* `sent`: Checkout link has been shared with the customer
* `paid`: Customer successfully processed payment
* `overdue`: Due date has passed without successful payment
* `cancelled`: Invoice was marked as void

## Best practices

* Create a customer entry first before attempting to draft an invoice for them
* Click **Copy Link** to easily share the checkout URL via email, SMS, or Slack
* Do not manually edit the database values of invoice totals; always update the line items so the system recalculates

<Warning>
  When editing or saving an invoice, ensure that at least one (1) line item is present. Invoices with zero line items will result in a total of `0.00` and cannot be processed.
</Warning>

## Common mistakes and troubleshooting

| Symptom                               | Likely Cause                                                               | Fix                                                                                    |
| ------------------------------------- | -------------------------------------------------------------------------- | -------------------------------------------------------------------------------------- |
| Invoice total shows `0.00` after save | Line items were not specified, or quantity/amount fields were left at zero | Edit the invoice and specify valid quantities and unit prices                          |
| Cannot see a customer in the dropdown | The customer has not been added to your brand yet                          | Navigate to **People > Customers**, add the customer, and return to the invoice editor |

## Related pages

* [Customers](/user-guide/people/customers) - Register new customers to bill
* [Transactions](/user-guide/payments/transactions) - View payments resulting from paid invoices
* [Checkout](/user-guide/public/checkout) - The customer invoice payment experience


## Related topics

- [Ledger and Accounting - Double-Entry Journal Entries](/docs/user-guide/payments/ledger.md)
- [Reports - Transaction Volume, Fees, and CSV Export](/docs/user-guide/reports-finance/reports.md)
- [Developer Quickstart - Build Your First Payment Integration](/docs/developer/quickstart.md)
- [Features and Capabilities](/docs/resources/features.md)
- [Initiate Payment Intent](/docs/api-reference/initiate-payment-intent.md)