Overview
Invoices can be previewed, printed, or emailed directly from Factory. Three actions are available from the invoice's Options menu:
Preview: Opens a new browser tab with a view-only copy of the invoice.
Print: Opens a printable version in a new tab. Updates the connected accounting package in real time when an accounting integration is enabled.
Email: Sends the invoice PDF to the selected contact, with a hyperlink to view it online. Updates the connected accounting package in real time when an accounting integration is enabled.
👥 Access Permissions
Only Administrators, Power Users, and Standard Users can invoice a Job/Order. Review user roles before granting access.
📍 Location in the app
Global Search > search and select a sales order >
OptionsSales>Sales Orders> select a sales order >OptionsSales>Customers> select a customer > search and select a sales order >Options
💡Tip
The layout of invoices can be customised via
Settings>Document templates.
Preview an invoice
Ensure the job or order is not in Draft status.
Go to
Options>Invoice.Edit the Invoice date if needed.
Select
Options>Preview.
Print an invoice
Ensure the job or order is not in Draft status.
Go to
Options>Invoice.Edit the Invoice date if needed.
Select
Options>Print.
Email an invoice
Ensure the job or order is not in Draft status.
Go to
Options>Invoice.Edit the Invoice date if needed.
Choose a contact from the list. To add or change a contact:
Click
add contactto include a new contact.Click
editto update an existing contact's name, email, or phone number.
Review the attachments. Files auto-attached from the Collaborate tabs of the selected customer and the added products appear in the Attachments list automatically. To add more, click
add attachmentto upload new files.
Select
Options>Email.
💡 Tip
Configure the default email message in
Settings>Invoicingto avoid retyping the same content each time an invoice is sent.
📝 Note
The total email size (message and attachments combined) cannot exceed 20 MB.
Accounting integration sync
When Send newly-created Factory invoices to your accounting package is enabled under Settings > Integrations, printing or emailing an invoice triggers a real-time sync to the connected accounting package (MYOB, QBO, or Xero).
After the sync completes:
The accounting package's invoice number appears on the order details page next to the Invoice status.
The Invoice status updates to Yes.
📝Note
Previewing an invoice does not trigger an accounting sync. Only Print and Email push the invoice to the accounting package.