Creating Invoices

You can raise an invoice on its own, without a job behind it. Use this for one-off charges, deposits, retainers and anything else that doesn't need job tracking.

Create the invoice

Go to Banking & Expenses > Accounts Receivable.

1. Select Add Invoice.
2. Customer * — start typing and choose from the list. The Customer card in the right-hand column then shows their ABN (Australian Business Number), email, phone and billing address.
3. Issue Date * and Due Date * — the due date starts at 14 days from today. Change either date if your terms differ.
4. Reference — optional. Use it for a purchase order number or a project code.
5. Select Add Line Item for each thing you are charging for, and fill in:
   • Description — what you are charging for.
   • Quantity and Unit Price.
   • Discount — a percentage off this line.
   • Tax — the tax code for the line, which sets the GST (goods and services tax) applied.
   • Account — the revenue account the line is coded to.

   Amount recalculates as you type.

6. Fill in Notes (visible on invoice) and Payment Terms if you want them printed on the PDF.
7. Select Save as Draft.

The invoice number

A draft carries a placeholder rather than a real number, shown as Draft — number assigned on approval. AxiomBlue draws the real number from your business sequence when you approve the invoice.

That means an abandoned draft never burns a number, so your invoice sequence has no gaps for an accountant to explain.

To change how the number is written, go to Settings > Invoice Settings and use the Invoice numbering panel. It shows the next invoice number and updates it as you type.

• Prefix and Suffix — letters, numbers and - _ / . #, up to 20 characters each, no spaces.
• Include the year and Year format — the year as four digits or two, for example INV-2026-0007 or INV-26-0007.
• Minimum digits — numbers are padded with zeros to this width. Longer numbers are written in full.
• Restart at 1 each year — only available when the year is part of the number.
• Next number — the number your next approved invoice gets. If you're moving from another system, set it to carry on from your last number there.

Select Save numbering to apply your changes. AxiomBlue refuses a next number that would repeat one already issued in that format, and names the clashing invoice. Invoices already issued keep their numbers.

Totals

The Summary card in the right-hand column shows:

• Subtotal — the line amounts before tax.
• GST — worked out from each line's tax code.
• Total — what the customer owes.

Once a payment lands, two more rows appear: Paid and Balance Due.

Attachments and other actions

Save the invoice first, then drop files onto the Attached Files card to keep site photos, signed variations or supplier dockets with it.

The Options menu in the header carries Download PDF, Print Invoice and Duplicate Invoice. Duplicating opens a fresh draft carrying the same customer, reference, notes, terms and lines.

What you should see

The invoice sits in Draft status and appears in the Invoices tab of Accounts Receivable. It is not in your receivables figures and your customer cannot see it yet — approving it is what changes that. See Sending & Managing Invoices.