/docs/modules/invoices
Invoices
Bill deposits, repairs, add-ons, and post-sale charges without leaving the DMS.
Purpose
Invoices give your desk a single place to request payment for work that is not (or not yet) on a Bill of Sale — deposits before delivery, recon charges, admin fees you invoice separately, and follow-up balances after a deal closes.
Setup
- Settings → Business — confirm legal name, address, HST number, and dealer licence for print/PDF headers.
- Settings → Integrations — connect Stripe if you want card checkout links on invoices (see Payments).
- Customers — ensure buyer records exist so invoices attach to the right contact.
Daily workflow
- Open Invoices from the sidebar or dashboard quick actions.
- New invoice — pick customer (and optional deal or unit), line items, tax treatment, due date.
- Send or share — email/link when Resend is configured; otherwise export/print for manual delivery.
- Collect — mark paid manually, or let Stripe checkout update status when connected.
- Reconcile — use list filters (draft, sent, paid, overdue) for end-of-day desk review.
Key fields
| Field | Notes |
|---|---|
| Customer | Required; drives contact block on PDF |
| Line items | Description, qty, unit price, taxable flag |
| HST/GST | Uses business tax settings when configured |
| Deal / unit link | Optional traceability back to stock or a closed deal |
| Status | Draft → Sent → Paid (or void) |
| Stripe session | Created only when Stripe is live — no fake “paid” |
Permissions
- Sales / desk — create and edit draft invoices for assigned customers.
- Manager / admin — void, adjust tax lines, view all dealership invoices.
- Read-only roles — list and export only.
Exact role names depend on your dealership’s role matrix under Settings → Roles.
Canadian notes
- Display HST/GST consistently with your province and Settings; FlashFender does not file returns for you.
- Keep invoice numbering sequential for your bookkeeper — void instead of delete when possible.
- Ontario MVDA disclosure lives on inventory/deals, not on generic invoices — do not use invoices as a substitute for known-damage disclosure.