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Creating a standalone invoice

Not every charge goes through a sales order. Sometimes you need to invoice a customer for something outside the normal sales flow — a repair service, a range fee, a custom engraving job, or a restocking fee. That's where standalone invoices come in.

When to use a standalone invoice

  • Services — gunsmithing, cerakote, sight installation, cleaning
  • Fees — range time, FFL transfer fees, restocking charges
  • One-off charges — anything that doesn't start as a sales order
  • Consignment payouts — paying a consignor their share after a sale

Step by step

  1. Go to Accounting → Customers → Invoices.
  2. Click New.
  3. Select the Customer from the dropdown. If they're not in the system yet, you can create them on the fly by typing their name and clicking Create and edit.
  4. Set the Invoice Date (defaults to today).
  5. Set the Payment Terms if different from the default — for example, "Immediate Payment" for counter services or "Net 30" for a dealer-to-dealer transaction.
  6. Under Invoice Lines, click Add a line.
  7. You can either:
    • Select an existing product (like "FFL Transfer Fee" or "Gunsmithing Service" if you've set those up)
    • Type a description manually and fill in the price — useful for one-off charges
  8. Set the Quantity and Unit Price. The tax is applied automatically based on your fiscal position settings.
  9. Add more lines if needed.
  10. Review the total and click Confirm.

Create service products for charges you repeat often. If you regularly charge $25 for FFL transfers or $50/hour for gunsmithing, set those up as products in your catalog (with type set to "Service"). That way you can select them from the dropdown instead of typing the description and price every time.

Sending the invoice

Once confirmed, click Send & Print to email the invoice to the customer as a PDF. The process is the same as invoices created from sales orders.

Standalone invoices and your books

Standalone invoices work exactly the same way in accounting as sales order invoices. When you confirm the invoice, revenue is posted. When the customer pays, the payment is recorded. Your financial reports include both types — there's no difference in how they're tracked.

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