Create an invoice for a customer in QashierHQ, preview it as a PDF, confirm it and email it to the customer.
Applies to: All markets · QashierHQ in a web browser · Invoice Management add-on · a QashierHQ login with access to Invoice Management.
Before you start
The Invoice Management add-on must be on for the store. If the Invoice Management page shows an add-on promotion instead of your invoices, add it first. See How to Add Features and Manage Your Plan in Qashier Marketplace (QashierHQ).
Use QashierHQ in a desktop or laptop browser at hq.qashier.com. The Create Invoice and Draft Invoices buttons are not shown in the QashierHQ mobile app.
To set the default invoice title, notes, logo and email text, see How to Customize Your Invoice Defaults and Invoice Email in QashierHQ.
Open Invoice Management and start an invoice
Go to QashierHQ.
In the left sidebar, under Sales Channels, click Invoice Management.
Select the store in the Store picker.
Click Create Invoice.
In the Select Main Staff window, select the staff member creating the invoice, then click Confirm. To change the staff later, click the pencil icon next to the Create Invoice heading.
Fill in the invoice header
To change the invoice title, click the pencil icon next to the title, type the new Invoice Title and click Confirm.
Check the other header fields:
Invoice No: filled in automatically. You can change it.
PO Number: enter the customer's purchase order number, or leave it blank.
Payment Date: click the date button to set the date the customer should pay by.
Select the customer
Click Select Customer.
Type the customer's contact number, then click the magnifying glass icon. To search by name instead, click the drop-down arrow in the search box and select By Name.
Select the customer in the results, then click Confirm.
If the customer is not found, click Create Customer in the Customer Not Found message (or click the + icon next to the search box) and add them.
Check the Customer Name and fill in the Address. Both are required.
Add items
Click Add Item.
In Product Option ("Is this a customized product?"):
Click No for a product in your catalogue. Click the Product field in the new row, find the product on the BY NAME/BARCODE/SKU or BY TAB & CATEGORY tab, select it and click Confirm.
Click Yes for a one-off item. Type the product name and Unit Price yourself.
Set the Item Quantity and, if needed, a Modifier, Notes or a Discount (Per Item).
Repeat for each item.
If your store uses customer credits, you can switch the table from Product to Top Up Credit to invoice a credit top-up instead.
Set the totals and payment terms
To discount the whole invoice, enter a Percentage Discount (%) or a Dollar Discount in your store currency.
Under Payment Terms, select one:
Deposit: the customer pays a deposit first and the rest later. Enter the Deposit Amount. It must be less than the Total Amount.
No Deposit: the customer pays the whole amount later.
Check the Amount Due.
Add any Notes/Terms you want printed on the invoice. Your store's default notes are filled in if you set them.
Tax is calculated from your store's tax settings. Malaysia stores see a Rounding line when the total needs rounding, Philippines stores see the VAT breakdown, and Australia stores can add a Payment Fee Surcharge percentage.
Preview, confirm and send
Click Preview to see the invoice as a PDF. Click Continue Editing to make changes.
When everything is correct, click Confirm (on the preview or on the invoice).
A Reminder says you will not be able to edit the invoice after confirmation. Click Continue.
The Invoice PDF window opens. Click Download to save a copy.
To email the invoice, click Send Customer Email, check the email address in the Reminder and click Confirm. This button appears only if the customer has an email address.
Important: you cannot edit an invoice after you confirm it. If you are not ready, click Save Draft instead.
Save a draft and finish it later
On the invoice, click Save Draft, then Yes.
Later, on the Invoice Management page, click Draft Invoices.
In Select Draft, click the pencil icon next to the draft. It opens as Edit Invoice so you can finish it. Click the bin icon to delete a draft.
What you should see
A message says the invoice has been created successfully.
The invoice appears in the Invoice Management list with the status Unpaid.
If you sent it, the customer receives the invoice by email. To send it again later, open the invoice, click Generate Invoice PDF, then Resend Email.
Next, record payments with How to Mark an Invoice as Paid in QashierHQ (Deposit, Final and Full Payment).
Singapore only: the Invoice Management page also has an Allow customer to pay online setting. See [SG] How to Accept Online Payments for Invoices (Payment Link).
If something goes wrong
What you see | Why | What to do |
No Create Invoice button; the page shows an add-on promotion | The Invoice Management add-on is not on for this store | Add it in Qashier Marketplace, or check that you selected the right store |
No Create Invoice button in the QashierHQ mobile app | Invoices can only be created in a web browser | Open hq.qashier.com on a computer |
Preview and Confirm are greyed out | No customer is selected, or no item has been added | Select a customer and add at least one item |
"Some compulsory field is missing or some format is invalid!" | A required field is empty, often the customer Address, a product or its quantity | Fill in the fields marked in red |
"Total amount can not be 0!" | The invoice total is zero | Check item prices, quantities and discounts |
"Deposit amount can not be greater than or equal to total amount!" | The deposit is the whole amount or more | Enter a smaller deposit, or choose No Deposit |
No Send Customer Email button | The customer has no email address | Open the invoice, click Generate Invoice PDF > Resend Email, click Yes and enter the customer's email |
You need to change a confirmed invoice | Confirmed invoices cannot be edited | Open the invoice, click Cancel Invoice, then create a new one. To change only its dates, see How to Change an Invoice's Created Date or Paid Date in QashierHQ |
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Last verified: 25 Sep 2026 · Markets: All markets