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RouteNio supports two ways to invoice: manually (this guide) and automatically from completed jobs (Invoice from Completed Jobs). Manual invoices are ideal for retainers, ad-hoc charges, or when you need full control over line items.

Step 1 - Open the Invoice Form

  1. Navigate to Invoices in the left sidebar.
  2. Click Create Invoice in the top-right corner.
  3. The invoice creation panel opens.

Step 2 - Select the Client

  1. Choose the Client from the dropdown - all clients in your account appear here.
  2. Once selected, the client's billing address and payment terms populate automatically.
  3. The invoice number is auto-generated sequentially (e.g., INV-0099). You can customise the prefix in Settings → Company Info.
💡 Client Not Listed?

Click the + button beside the client dropdown to create a new client without leaving the invoice form.

Step 3 - Set Dates

FieldNotes
Invoice DateDefaults to today - change it if backdating
Due DateAuto-calculated from client's payment terms. Override manually if needed
⚠️ Tax Point Date

In some countries (e.g., UK VAT), the invoice date is the tax point date. Set it correctly to avoid GST/VAT reporting errors.

Step 4 - Add Line Items

Each line item represents a product or service being charged:

  1. Click Add Line Item.
  2. Fill in:
  • Description - what you're charging for (e.g., "Refrigerated delivery – ABC Warehouse to City Cold Store")
  • Quantity - number of units, hours, or kilometres
  • Unit Price - rate per unit
  • Tax - tick to apply GST/VAT (uses your country tax rate from Company Settings)
3. The **line total** calculates automatically (Quantity × Unit Price).
  1. Repeat for each item.
💡 Fleet-Type Line Items

RouteNio automatically uses fleet-type-aware labels in invoices. For example: truck fleet shows "Freight charge", ambulance fleet shows "Medical transport", taxi fleet shows "Trip fare". This is configured under your fleet type settings.

Step 5 - Review Totals

The invoice footer shows:

  • Subtotal - sum of all line items before tax
  • Tax Amount - total GST/VAT/sales tax across taxable items
  • Total Due - the amount the client owes

You can also add a Discount (percentage or fixed amount) and Notes (e.g., bank account details or reference instructions).

Step 6 - Save or Send

OptionWhat It Does
Save as DraftSaves the invoice without sending - you can edit it later
Save & SendSaves and emails the invoice to the client immediately
Preview PDFOpens a PDF preview before sending
ℹ️ Send Email

When you click Save & Send, RouteNio emails a PDF invoice to the client's email address. The email includes a Pay Now button if Stripe is connected. See Set Up Stripe.

After Sending

  • The invoice status changes to Sent.
  • When the client pays (online or you record a manual payment), status changes to Paid.
  • Overdue invoices (past due date, unpaid) are flagged automatically in Invoices → Overdue.

Troubleshooting

IssueSolution
Tax rate showing 0%Check Settings → Company Info - country must be set to calculate correct rate
Invoice email not receivedCheck spam folder; verify client email address
Can't edit a sent invoiceSave as Draft next time; you can void and reissue a sent invoice
Invoice total rounding incorrectTax rounding follows your country's standard (2 decimal places)

See Invoicing module documentation for enterprise templates, recurring invoices, and Xero/MYOB export.

Last updated: 2026-03-13