Invoice from an order

An invoice is the bill you send a customer for an order they've confirmed. In KudosCRM the invoice is drafted directly from the order, so it inherits the exact line items and totals the customer accepted — no re-keying, no drift between what was sold and what's billed.

This guide drafts an invoice from a confirmed order both ways: by hand from the order record, and automatically with the IssueInvoice workflow action. Either way you get a numbered draft you can review before it's marked sent.

Who this is for

Sales-ops, finance, and admins who bill customers once an order is confirmed, plus anyone setting up automated invoicing for the team.

Before you start

• A KudosCRM account with permission to create invoices.
• A confirmed order — drafting an invoice requires the order to exist and not be cancelled.
• The deal the order came from, so the invoice links back to the right contact and company.

One invoice per order, from a frozen snapshot
Drafting is idempotent — KudosCRM creates exactly one invoice per order, so a second attempt returns the existing one instead of duplicating the bill. The invoice freezes a snapshot of the order's lines and totals at draft time, and it refuses to draft from a cancelled order. Emailing or PDF-ing the invoice, a customer pay-online page, and online payment capture are on the roadmap, not live today.

Draft an invoice from an order, step by step

1. Open the confirmed order
   From the deal — say Acme Corp's renewal closed by Sarah Johnson — open the confirmed order. The order carries the line items, quantities, and totals the customer accepted when they signed off on the quote.
2. Draft the invoice in one step
   Create the invoice from the order. KudosCRM assigns it an automatic number — INV-YYYY-NNNN, like INV-2026-0148 — and freezes a snapshot of the order's lines and totals onto the invoice so later edits to the order don't change the bill.
3. Set the issue and due dates
   Confirm the issue date and set the due date that matches your payment terms (for example, Net 30). The due date is what KudosCRM uses later to compute whether an invoice is overdue.
4. Review the frozen lines and totals
   Check the line items, quantities, discounts, and the grand total carried over from the order. Because it's a snapshot, what you see is locked to the moment of drafting — the bill matches what the customer agreed to.
5. Mark it sent when you bill the customer
   Move the invoice from draft to sent once you've billed the customer. Statuses are draft, sent, paid, and void, so the invoice always shows where it stands. (Sending the invoice as an email or PDF from KudosCRM itself is on the roadmap.)
6. Confirm the link back to the deal
   The invoice stays tied to its order, deal, contact, and company, and appears on the customer's 360° timeline — so anyone on the record can see the bill in context without leaving the customer view.

What you get

• A numbered invoice — INV-YYYY-NNNN — drafted from a confirmed order in a single step.
• A frozen snapshot of the order's lines and totals, so the bill matches what the customer accepted.
• Exactly one invoice per order, because drafting is idempotent and won't duplicate the bill.
• An invoice that lives on the customer's 360° timeline, linked back to the order and the deal.

Frequently asked questions

What if I draft an invoice from the same order twice?

You can't create a duplicate. Drafting is idempotent — KudosCRM creates exactly one invoice per order, so a second attempt simply returns the invoice that already exists. That keeps your accounts receivable clean and prevents double-billing a customer.

Can I invoice from a cancelled order?

No. KudosCRM refuses to draft an invoice from a cancelled order, so you can't accidentally bill for something that was called off. The order has to exist and be in good standing for the invoice to be created.

Can invoicing happen automatically?

Yes. The IssueInvoice workflow action auto-drafts an invoice from a deal's order when a rule fires — for example, when a deal reaches a closed-won stage. You set the condition once and KudosCRM creates the numbered invoice for you, no manual step required.

Can customers pay the invoice online?

Online payment capture and a customer pay-online page are on the roadmap, not live today. For now you record payment in KudosCRM yourself — marking an invoice paid stamps the paid date — while the invoice tracks its draft, sent, paid, and void status.

Learn more

• Invoicing (feature) — Everything order-to-invoice billing does, on the feature page.
• Invoices & Payments overview — Where invoicing fits in the KudosCRM journey.