Creating an Invoice in NetSuite
In NetSuite, invoices can be created through multiple workflows depending on how your sales and fulfillment processes are structured. Understanding each method ensures cleaner transaction continuity, faster billing cycles, and more accurate revenue reporting.
Let's create an invoice in NetSuite.
In NetSuite, an invoice can be created in a few different ways, such as directly from the Sales Order, from an Item Fulfillment, directly from the Customer record, or as a standalone invoice.
Invoices created directly from Sales Orders maintain continuity all the way to the receipt of payment. There is also the benefit of batch processing Sales Orders into Invoices.
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To invoice from the Sales Order:
- Use the Global Search bar to pull up the Sales Order directly.
- Click on the Bill Remaining button to open the invoice form.
- Enter any required information.
- Save the invoice.
An invoice is now created with the status of Open and can have a payment applied against it when received.
To invoice from the Item Fulfillment:
- Open the Fulfillment Record and click the Bill button to open the invoice form.
- Enter any required information.
- Save the invoice.
An invoice is now created with the status of Open and can have a payment applied against it when received.
To batch process Sales Orders:
- Navigate to Transactions > Sales > Invoice Sales Orders.
- From this list, choose all at once or individually which orders you'd like to invoice.
- Click the Submit button.
- On the Process Status screen, refresh until submission status is complete.
- Drill down on the complete status to view newly created invoices, which are now ready to have a payment applied.
Standalone Invoices:
Standalone invoices are created independently from Sales Orders and will not be tied to any related transactions aside from the payment receipts on the invoice.
- Enter the required information such as customer and item.
- Click Save and your invoice will now be created with an Open status awaiting receipt of payment from the Customer record.
- Drill down onto the Sales sub-tab.
- On the Transaction sublist, click the New Invoice button.
- Enter the item to be invoiced.
- Save the invoice.
Once saved, a new invoice is created with a status of Open and can have a payment applied against it when received.
Note: Just like the standalone invoice, this invoice will not be tied to a Sales Order.
FAQ: Creating Invoices in NetSuite
Q: What is the best way to create an invoice in NetSuite?
A: Creating an invoice from the Sales Order provides the cleanest transaction flow because it ties fulfillment, billing, and payment into a single audit trail.
Q: Can I invoice multiple Sales Orders at once?
A: Yes. NetSuite supports batch processing via Transactions > Sales > Invoice Sales Orders, allowing mass invoice creation in one run.
Q: HWhy would I create a standalone invoice?
A: Standalone invoices are used when billing does not originate from a Sales Order, such as service-only charges or miscellaneous one-off transactions.
Q: How do I know an invoice is ready for payment?
A: Invoices that show a status of Open are ready for payment application.
Q: Can I edit an invoice after it’s created?
A: You can edit invoices unless they have a payment applied or are included in a closed accounting period.