Invoice Fields & Line Items
This article is a field-by-field reference for the PMSuite invoice form: the header fields that identify the document, the line-item columns that make up the body, the settings-driven sections that appear on the PDF, and the status values an invoice can carry.
Use it alongside Creating an Invoice, which covers the workflow; this page covers what each field means.
Who can use it
Anyone whose role grants access to the Finance module. Access is controlled in Settings → Roles & Permissions, where each module can be set to None, Added, Owns, or All, with separate view / create / edit / delete actions.
If a user cannot see invoices or specific invoice actions, check Roles & Permissions first, then have them log out and back in — permission changes do not always apply to a session that is already active.
Prerequisites
- At least one client record to bill.
- Settings → Tax Settings — add each tax (Name and Rate %) you want to select on line items.
- Settings → Finance Settings — Invoice Settings, Invoice Template, Prefix Settings, Units, and Invoice Payment Details all feed the invoice form and the PDF.
- Bank Accounts (
/account/bankaccounts) if you want to attach a bank account to the invoice.
How to Access
- Invoices list:
/account/invoices - Finance dashboard:
/account/finance-dashboard - Invoice-related settings: Settings → Finance Settings (Invoice Settings, Invoice Template, Prefix Settings, Units, Invoice Payment Details, QuickBooks Settings)
- Tax rates: Settings → Tax Settings
- Custom fields: Settings → Custom Fields
Header fields
| Field | Description |
|---|---|
| Invoice Number | Auto-numbered using the INV# prefix. The prefix, separator, and digit count are configurable in Finance Settings → Prefix Settings (which also covers credit notes, estimates, estimate requests, orders, and proposals independently). |
| Date | The invoice date. |
| Due Date | When payment is expected. Finance Settings → Invoice Settings has a Due After (days) value that drives the default. |
| Currency | The currency of the invoice. |
| Exchange Rate | Used to convert the invoice into your default currency for dashboards and reports. |
| Client | The client being billed. |
| Project | Optional link to a project. |
| Calculate Tax | Controls how tax is applied to the invoice. |
| Bank Account | The bank account associated with the invoice. |
| Payment Details | Payment instructions carried onto the invoice; defaults come from Finance Settings → Invoice Payment Details. |
| Billing Address | The client's billing address. |
| Shipping Address | Stored on the individual invoice and editable even when the client already has a shipping address saved, so a one-off delivery address does not overwrite the client record. |
| LLC field | Entity/registration field carried onto the document. |
Line item fields
Each row on the invoice body uses these columns:
| Field | Description |
|---|---|
| Product | The product or service being billed. Products can be imported in bulk, and the import includes their Unit Type. |
| Description | Free-text detail shown with the item. |
| Quantity | Number of units. |
| Unit Price | Price per unit. Units themselves are managed in Finance Settings → Units. |
| Tax | The tax rate applied to the row, chosen from the rates defined in Settings → Tax Settings. |
| Amount | The calculated row total. |
Time-log line items. Approved time logs auto-populate as invoice line items, and the Create TimeLog Invoice path builds an invoice directly from the hours logged against a project — you do not have to retype billable hours.
Sections controlled by Finance Settings
Several parts of the invoice are switched on or off centrally rather than per invoice, in Finance Settings → Invoice Settings:
- Toggleable invoice sections: Tax Number, HSN/SAC, Status, Authorised Signatory.
- Client information shown on the invoice (each toggleable): Name, Email, Phone, Company, Address, Project.
- Invoice Logo, Authorised Signatory, Language, Due After (days), and Send Reminder Before/After.
- Terms and Conditions — a free-text field that carries onto invoices.
- Invoice Template — five built-in templates to choose from.
Invoice PDFs render in the configured language, including Khmer (km) with correct font support.
Status fields
An invoice carries two independent states — do not read one as the other.
Payment status: Unpaid · Partially Paid · Paid · Refunded (set with the Mark as Refunded action).
Send status: Not Sent / Sent. An invoice is marked Sent only once the email actually dispatches, so a Sent label means the message left the system. An invoice can be Sent and still Unpaid, or Paid without ever being formally Sent if the payment was recorded manually.
For gateway payments, an invoice is marked Paid only after the gateway confirms the payment back to PMSuite, not at the moment the client is redirected to the payment page.
Custom fields
Custom fields can be added to invoices in Settings → Custom Fields (also available for Client, Employee, Project, Estimate, Task, Expense, and Lead). Each field supports an "Allow export in table view" toggle, and the invoice list search matches custom-field values, so you can find an invoice by a reference stored in a custom field.
Effect on other features
- Payments: recorded payments reference the invoice, along with Paid On, Amount, Currency, Exchange Rate, Transaction ID, Payment Gateway, Bank Account, receipt upload, and remark. Deleting a payment row removes only that payment, not the invoice.
- Credit notes: the Create Credit Note button opens a selector modal for choosing the invoice to credit. If the credited amount clears the remaining balance, the invoice moves to Paid.
- Dashboards and reports: invoice amounts are converted to your default currency using the exchange rate. The Project Dashboard's Earnings figure is invoice value excluding taxes.
- Google Calendar: with Google Calendar Settings connected and the invoice type enabled, PMSuite pushes invoice events out to Google Calendar. This is one-way, PMSuite → Google; items created in Google Calendar do not appear in PMSuite.
- QuickBooks: invoices sync one-way, PMSuite → QuickBooks. Data does not flow back from QuickBooks into PMSuite.
- Slack: the Invoice event can be enabled in Settings → Notification Settings → Slack so invoice notifications post to your Slack workspace via an incoming webhook.
Limitations
- Estimate linkage isn't inferred. Creating an invoice manually for the same client or project does not mark a related estimate as converted. Workaround: use the Convert button on the estimate itself; the Create Invoice action appears on estimates in the Waiting or Accepted state, for users whose role grants invoice-create permission.
- Tax rates are not free-typed on the line. You can only pick taxes that already exist. Workaround: add the rate in Settings → Tax Settings first, then reopen the invoice form.
- Section visibility is global, not per invoice. Tax Number, HSN/SAC, Status, and Authorised Signatory are on or off for every invoice. Workaround: leave the section enabled and leave the values blank on invoices that do not need it, or use a custom field for a document-specific value.
- Custom fields don't participate in calculations. They carry information only. Workaround: express anything that must affect the total as a line item.
Troubleshooting
A user can't see invoices or an invoice action. Check Settings → Roles & Permissions for their role's Finance permission level and action rights, then have them log out and back in.
The invoice still shows Not Sent after using Save & Send. Sending only marks the invoice Sent when the email dispatches; if it fails you will see an error rather than a silent success. Fix the email configuration and resend.
The related estimate still says "not converted". It was invoiced manually. Use the estimate's Convert button.
Totals look wrong on the dashboard. Confirm the invoice's Currency and Exchange Rate — dashboard totals are converted to the default currency using that rate.
The invoice logo looks smaller or softer than the file you uploaded. Uploaded invoice logos are resized to a standard width for the PDF. Supply artwork that stays legible at that size — a wide, simple wordmark reproduces better than a dense, detailed logo.