Creating an Invoice

This guide walks you through creating an invoice using the invoiceCreate mutation. Before calling it, you'll need a few pieces of information: a customer, a product and a document set.

Prerequisites

To create an invoice you need:

A customer ID: the customer you're billing
A product ID: the item(s) being invoiced
A document set ID: the numbering series for the invoice

If you don't already have these IDs, you can fetch them with the queries shown below.

A document set is a numbering series for documents. Each company has one or more document sets, and each set can be associated with multiple document types (e.g. a single set may handle both invoices and receipts). Use documentSetsForDocument to get the sets that are configured for invoices in your company:

query {
  documentSetsForDocument(companyId: 1, documentTypeId: 1) {
    errors { field msg }
    data {
      documentSetId
      name
      isDefault
    }
  }
}

Document types are system-defined and fixed. See the Document Types guide for the complete list of IDs and codes, or use the documentTypes query at runtime.

Pick the documentSetId from the appropriate series.

Fetching a customer

query {
  customers(companyId: 1, options: {
    search: { field: ALL, value: "Acme" }
    pagination: { page: 1, qty: 5 }
  }) {
    data {
      customerId
      name
      vat
    }
  }
}

Fetching a product

query {
  products(companyId: 1, options: {
    search: { field: ALL, value: "Chair" }
    pagination: { page: 1, qty: 5 }
  }) {
    data {
      productId
      name
      reference
      price
    }
  }
}

Required fields

The InvoiceInsert input has these required fields:

Field	Type	Description
`documentSetId`	`Int!`	The document set (numbering series) to use
`customerId`	`Int!`	The customer being billed
`date`	`DateTime!`	Invoice date
`expirationDate`	`Date!`	Payment due date
`products`	`[DocumentProductInput!]!`	Line items (at least one)

Each line item in the products array requires at minimum:

Field	Type	Description
`productId`	`Int!`	The product ID
`qty`	`Float!`	Quantity
`ordering`	`Int!`	Position of the line (starting from 1)

See DocumentProductInput for all available fields.

Taxes are auto-applied

You don't need to pass taxes on each line item. The API applies the taxes configured on the product automatically. You only need to specify the taxes array explicitly if you want to override the defaults.

Creating a simple invoice

This example creates a finalized invoice for 2 units of a product:

mutation {
  invoiceCreate(
    companyId: 1
    data: {
      documentSetId: 4
      customerId: 42
      date: "2025-03-20T10:00:00.000Z"
      expirationDate: "2025-04-20"
      status: 1
      products: [
        {
          productId: 88
          qty: 2
          ordering: 1
        }
      ]
    }
  ) {
    errors { field msg }
    data {
      documentId
      number
      date
      expirationDate
      totalValue
      grossValue
      taxesValue
      status
    }
  }
}

Response:

{
  "data": {
    "invoiceCreate": {
      "errors": [],
      "data": {
        "documentId": 1234,
        "number": 56,
        "date": "2025-03-20T10:00:00.000Z",
        "expirationDate": "2025-04-20",
        "totalValue": 99.98,
        "grossValue": 81.28,
        "taxesValue": 18.70,
        "status": 1
      }
    }
  }
}

An empty errors array means the invoice was created successfully. The response includes the generated documentId and sequential number.

Draft vs finalized

The status field controls whether the invoice is a draft or finalized:

Status	Meaning
`0`	Draft: can be edited or deleted
`1`	Finalized: locked, assigned a sequential number, reported to tax authorities (if applicable)

To create a draft, set status: 0 (or omit it):

mutation {
  invoiceCreate(
    companyId: 1
    data: {
      documentSetId: 4
      customerId: 42
      date: "2025-03-20T10:00:00.000Z"
      expirationDate: "2025-04-20"
      status: 0
      products: [
        {
          productId: 88
          qty: 2
          ordering: 1
        }
      ]
    }
  ) {
    errors { field msg }
    data {
      documentId
      number
      status
    }
  }
}

Once an invoice is finalized (status: 1), it cannot be edited or deleted. Only create finalized invoices when you're sure the data is correct.

Handling errors

Always check the errors array before using data. If validation fails, the API returns one or more errors indicating which field caused the problem:

{
  "data": {
    "invoiceCreate": {
      "errors": [
        {
          "field": "customerId",
          "msg": "The customer provided does not exist for this company"
        }
      ],
      "data": null
    }
  }
}

Common validation errors include:

Invalid or missing documentSetId
Customer not found for the given company
Product not found
Missing required fields (date, expirationDate)
Invalid date formats

See the Error Handling guide for the full error model and best practices.

Optional fields

Beyond the required fields, InvoiceInsert supports a variety of optional fields:

Field	Type	Description
`notes`	`String`	Free-text notes on the invoice
`yourReference`	`String`	Customer's reference (e.g. PO number)
`ourReference`	`String`	Internal reference number
`globalDiscount`	`Float`	Discount percentage applied to the whole invoice (0–100)
`salespersonId`	`Int`	Assign a salesperson
`alternateAddressId`	`Int`	Use an alternate delivery address for the customer
`currencyExchangeId`	`Int`	Foreign currency exchange rate

See the full list in the InvoiceInsert reference page.

Overriding line item details

Each product line can override catalog defaults:

products: [
  {
    productId: 88
    qty: 5
    ordering: 1
    price: 39.99
    discount: 10
  }
]

Field	Description
`price`	Override the catalog price
`discount`	Line-level discount percentage (0–100)
`summary`	Override the product description
`warehouseId`	Deduct stock from a specific warehouse
`exemptionReason`	Tax exemption reason for this line

See DocumentProductInput for all options.

Next steps

Paying an Invoice: Record payment against this invoice
Querying Documents: List, filter and search your documents
Downloading a Document PDF: Export this invoice as a PDF
See invoiceCreate and InvoiceInsert for all fields