Edit And Issue An Invoice

A draft invoice can still be cleaned up. Once you issue it, GridGap stores the document snapshot for PDF export and the editor closes for that invoice.

Review the inherited details

The invoice draft is created from the accepted quote snapshot. Check the customer details, seller details, quote reference, invoice type, scenario context, invoice date, due date, payment terms, payment instructions, and notes.

Tax settings are inherited from the accepted quote snapshot and are not edited in the invoice editor. If the inherited tax setup is wrong, the safer route is to fix the commercial setup and create the quote and invoice flow again from the right source.

Edit invoice rows

Invoice rows can be adjusted while the invoice is draft. You can edit descriptions, categories, brand, model, SKU, quantity, unit, unit price, and notes. You can also add an item if the invoice needs a row that was not brought across from the quote.

After changes, click Save Invoice. GridGap recalculates totals, discounts, tax, amount paid, and balance due in the backend.

Use amount paid with care

The draft editor includes an amount paid field. Use it only when you already need that draft to carry an initial paid amount. Most invoices will stay at zero until they are issued and payment is recorded from the invoice detail page.

Issue the invoice

Return to the invoice detail page and click Issue Invoice. GridGap stores the issued document snapshot and moves the invoice into the correct open status. If the balance is already cleared, it can become paid. If the due date has passed and a balance remains, it can become overdue.

Download the invoice PDF

After issue, use Download Invoice PDF. The PDF is based on the issued invoice snapshot, not later project edits or later commercial setting changes.