Editing Invoice Line Items

What are Line Items?

Line items are the individual rows on an invoice - each product, service, or charge you're billing for. Together, all the line items add up to the invoice total.

Example line items:

• Ducted AC Unit - Model ABC123 | Qty: 1 | $8,500
• Installation Labor (8 hours) | Qty: 8 | $120/hr
• Disposal Fee | Qty: 1 | $150

Each line has its own price, quantity, and tax handling.

Where to Edit Line Items

1. Open the invoice detail page
2. You'll see the line items table in the middle
3. Click "Edit Lines" or the pencil/edit icon
4. The line items become editable

[IMAGE PLACEHOLDER: Invoice detail page with Edit Lines button highlighted]

Adding a New Line Item

There are two ways to add line items:

Method 1: Add from Price List (Fastest)

1. Click "Add Item" or "+ Add from Price List"
2. A searchable list of your price list items appears
3. Type to search for the item you want
4. Click on the item to add it
5. Quantity and price fill in automatically
6. Adjust quantity if needed
7. Item appears in the invoice

[IMAGE PLACEHOLDER: Add from Price List modal with search bar and items]

Method 2: Add Custom/Manual Item

1. Click "Add Custom Item" or the manual add button
2. Fill in:
   • Description - What you're billing for
   • SKU/Code (optional) - Part number or code
   • Quantity - How many
   • Unit Price - Price per item
   • Tax Rate - Usually 10% for GST
3. Click "Add" or "Save"
4. Item appears in the invoice

Use custom items when:

• Billing for something not in your price list
• One-off charges
• Special circumstances or custom pricing

[IMAGE PLACEHOLDER: Add custom item form with fields]

Editing an Existing Line Item

To change a line item that's already on the invoice:

1. Find the line in the table
2. Click the Edit icon (pencil) or click on the line itself
3. Update any field:
   • Description
   • Quantity
   • Unit Price
   • Tax Rate
4. Save changes
5. Invoice total recalculates automatically

What You Can Edit

You can always change the quantity, unit price, description, and tax rate on any line item. The quantity lets you adjust how many, the unit price lets you change the cost, and the description helps you clarify exactly what it is. Tax rate changes let you switch between 10% GST and 0% for tax-exempt items.

SKU or code is only editable on custom items, and you can break the link to a price list item if needed, though that's less common.

[IMAGE PLACEHOLDER: Editing a line item with fields highlighted]

Removing a Line Item

To delete a line from the invoice:

1. Find the line you want to remove
2. Click the Delete icon (trash can) or X button
3. Confirm deletion if prompted
4. Line is removed immediately
5. Invoice total recalculates

Be careful: Deleting is permanent. If you're unsure, set quantity to 0 instead (keeps the line but makes it $0).

[IMAGE PLACEHOLDER: Line item with delete button shown]

How Pricing and Tax Work

Unit Price

This is the price for ONE of the item:

• If installing 3 units at $2,000 each → Unit Price = $2,000
• If billing 8 hours at $120/hr → Unit Price = $120

Quantity × Unit Price = Line Subtotal

Tax Rate (GST)

In Australia, most work includes 10% GST. The tax rate field lets you set this per line:

10% (Default)

• Most services and products
• GST is added on top of the price

0% (Tax Exempt)

• Some customers don't pay GST (charity, overseas)
• Medical equipment might be exempt
• Set tax rate to 0% for these cases

15% or Other

• Rare, but some items have different tax rates
• Set manually if needed

[IMAGE PLACEHOLDER: Tax rate dropdown showing 10%, 0%, and custom options]

Tax-Inclusive vs Tax-Exclusive

Tax-Exclusive (Default - B2B)

• Price shown DOES NOT include tax
• Tax added on top
• Example: $100 + 10% tax = $110 total
• Most invoices use this

Tax-Inclusive (Retail)

• Price shown INCLUDES tax
• Tax is extracted from the total
• Example: $110 (includes $10 tax) = $100 + $10 tax
• Used when customer sees "final price" first

You can toggle this in Settings, but most tradies use Tax-Exclusive.

Understanding the Invoice Totals

At the bottom of the invoice, you'll see:

Subtotal

Sum of all line items (before tax)

• Line 1: $8,500
• Line 2: $960
• Line 3: $150
• Subtotal: $9,610

Tax Total

Sum of all tax from each line

• Line 1: $850 (10% of $8,500)
• Line 2: $96 (10% of $960)
• Line 3: $15 (10% of $150)
• Tax Total: $961

Total

Subtotal + Tax

• $9,610 + $961 = $10,571

Deposit Deduction (Job Invoices Only)

If the customer paid a deposit on the quote, it's automatically deducted:

• Total: $10,571
• Deposit: -$2,000
• Amount Due: $8,571

See Understanding Deposits for more details.

[IMAGE PLACEHOLDER: Invoice totals breakdown with labeled sections]

Reordering Line Items

To change the order lines appear on the invoice:

Method 1: Drag and Drop

1. Click and hold the drag handle (⋮⋮ icon) on the left of a line
2. Drag up or down
3. Release to drop in new position

Method 2: Position Numbers Some invoices show position numbers (1, 2, 3...). Edit these to reorder.

Why reorder?

• Put high-value items first
• Group similar items together
• Make the invoice easier to read

[IMAGE PLACEHOLDER: Line items with drag handles visible]

Using Items from Your Price List

When you add items from your price list:

Advantages:

• Faster - pre-filled prices
• Consistent - same pricing every time
• Accurate - no typos
• Easy - searchable, one-click add

What gets copied:

• Description
• SKU/Part Number
• Unit Price
• Tax Rate
• Default Quantity (usually 1)

What you can change:

• Quantity - Adjust for this job
• Unit Price - Override if needed for special pricing
• Description - Add job-specific details

[IMAGE PLACEHOLDER: Price list item being added to invoice]

Common Edits

Scenario 1: Changing Quantity

Customer ordered 3 units but changed to 2:

1. Find the line item
2. Edit Quantity field: 3 → 2
3. Save
4. Total recalculates automatically

Scenario 2: Adding a Discount

Add a discount as a negative line:

1. Click "Add Custom Item"
2. Description: "Loyalty Discount"
3. Quantity: 1
4. Unit Price: -$500 (negative number)
5. Tax Rate: 0%
6. Save

The discount subtracts from the total.

Scenario 3: Splitting Billing

Invoice for partial work:

1. Add only the items you want to bill for now
2. Don't add items for work not yet done
3. Create another invoice later for remaining work

Scenario 4: Zero-Dollar Line

Sometimes you want to show something on the invoice but not charge for it:

1. Add the item
2. Set Unit Price to $0.00
3. It appears on invoice but doesn't affect total
4. Good for "included items" or "complimentary" work

Best Practices

Be specific in descriptions Write "Ducted AC Unit - Daikin 14kW Model XYZ" not just "Equipment". Clear descriptions avoid customer questions.

Use your price list Build a complete price list and add from it. Saves time and keeps pricing consistent.

Check quantities carefully Most errors are wrong quantities. Double-check before saving.

Tax rate defaults to 10% Don't forget to set 0% for tax-exempt customers or items.

Round unit prices sensibly $120.00/hr looks professional. $119.87/hr looks odd. Round to nice numbers unless there's a reason not to.

Show your work For complex jobs, break down into detailed line items so customers see what they're paying for.

Common Questions

Can I add line items after sending the invoice? Yes, but it's not ideal. Better to void/cancel and send a new invoice, or send a second invoice for the additions.

Do line item changes update the price list? No. Changing a line item on an invoice only affects that invoice. Your price list stays the same.

What if I delete a line by mistake? If you haven't saved yet, cancel editing and start over. If already saved, you'll need to re-add the item.

How do I handle multiple tax rates on one invoice? Just set different tax rates for different lines. The system calculates correctly per line.

Can I add notes or extra details to a line item? Yes, in the description field. Add details like "(installed upstairs)" or "(3-year warranty)" to the description.

Related Articles

• Creating Invoices - How to create invoices
• Understanding Deposits - How deposits affect invoices
• Managing Your Price List - Set up items for easy invoicing
• Sending Invoices - Email and collect payment