Add a line item to an invoice

Open an invoice and find the Items section near the top. Use the Find or add item field to search your pricebook for a saved item with its price, or type a custom item and set the price yourself.

When Job Costing is on and your role can view it, Unit Cost (optional) appears beside Unit Price. Catalog items start with their saved cost; you can change it for this invoice or enter a cost for a custom item. The cost is internal and does not change the customer’s price. After the invoice leaves Draft, its item costs contribute to any linked job’s Job Costing totals.

To reuse a custom line later, select Save to Pricebook beneath the line and choose its required type: Service or Physical Item. If you choose Physical Item and your business uses inventory, you can separately choose Track inventory in Essential. If the line is already linked to a pricebook item and you've edited its name or description, Update Pricebook appears instead — it copies just the name and description back to that pricebook item, leaving its price and taxable setting untouched.

Save an invoice line as a physical pricebook item

Each line has a name, quantity, price, and a Charge Sales Tax checkbox (this needs the Edit Sales Tax permission listed under Quote in the role — invoices check that same permission); checking it applies your default tax lines automatically (or your only configured manual rate, when no default applies to the property), and unchecking it removes them. If several manual rates are configured and none applies automatically, checking it does not pick one for you: the page shows a warning naming the items that still need a rate, and the Adjust Sales Tax Rate window is where you choose the rate for each item — it won't save while a checked item has no rate selected. See Set up and apply sales tax for the full flow. Charge Sales Tax is hidden when the customer or property is tax exempt, or when the item isn't taxable.

You can add or edit line items while the invoice is in Draft, but not after it's been sent.

Where to find it: On the open invoice, the Items section, in the Find or add item field

Related guides

• Apply a discount to an invoice
• Attach files or reports to an invoice
• Can I reverse a payment I recorded?
• Charge a customer's saved card for an invoice
• Create an invoice