---
title: "Create a New Invoice | SpotOn Virtual Terminal"
canonical: "https://help.spoton.com/space/SK/910032971/Create%20a%20New%20Invoice%20%7C%20SpotOn%20Virtual%20Terminal"
format: markdown
---
Create, send, and track professional invoices directly from your Virtual Terminal in SpotOn Dashboard. Itemize products or services, request deposits, collect taxes, set reminders, and let your customers pay securely online.

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## Steps to Create a New Invoice

### Step 1: Navigate to Invoicing

1. Log in to the **SpotOn Dashboard** (<u>[dashboard.spoton.com](http://dashboard.spoton.com/)</u>).
2. From the left navigation menu, select **Virtual Terminal** > **Invoicing**.
3. Select **Create Invoice**.

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### Step 2: Enter Invoice & Customer Details

1. **Bill To:** Search for an existing customer by name or email, or select <u>**[Add a New Account](https://help.spoton.com/space/SK/896893222/Customer+Accounts+%7C+SpotOn+Virtual+Terminal#Add-a-New-Account)**</u> to create a new customer profile.
2. **Invoice Details:** (Optional) Enter an **Invoice Title**, a custom **Invoice ID**, and an **Invoice Message**.

![image-20260710-125441.png](media://9c911897-30ee-43b8-8ea4-16d2be8ca4ff)

### Step 3: Add Line Items & Pricing

1. Select **Add Line Item**.
2. Enter the item details:
  - **Item Name** (Required)
  - **Unit Price** and **Quantity** (Required)
  - **SKU** and **Description** (Optional)
  - **Tax:** If enabled in your virtual terminal settings, the **Taxable** checkbox is checked by default. Uncheck **Taxable** to make an item tax-exempt.
3. Select **Add Item**. Repeat for any additional items.

#### Optional Adjustments:

- **Discounts:** Select **Add Discount**. Enter an optional discount name, select either a dollar amount (**$**) or percentage (**%**), enter the value, and select **Update**.
- **Convenience Fee:** If enabled in your virtual terminal settings, the convenience fee applies automatically.
  - To remove: Select the **trash can icon** next to the fee line.
  - To re-add: Select **+ Add Convenience Fee** at the bottom of the line items section.

### Step 4: Configure Payment Schedule & Dates

1. **Request Initial Deposit (Optional):**
  - Turn on **Request Initial Deposit**.
  - Enter the amount as a fixed dollar amount (**$**) or percentage (**%**).
  - Set the deposit due date and select **Save**.
2. **Invoice Due Date:** Select the date when full payment is due.

![image-20260710-125341.png](media://cb9b8480-345c-4626-8763-6e4222077305)

### Step 5: Configure Additional Options & Send

Customize any remaining settings before sending:

- **Send Date:** Choose to send immediately or schedule a future date.
- **Set Reminders:** Select **Set Reminder**, choose when the reminder should be sent (e.g., *on the due date*, or a set number of days before/after the due date), and select **Save**. Select **+ Additional Reminder** if multiple notifications are needed.
- **Request Shipping Address:** Enable the toggle to request a shipping address from the customer.
- **Terms & Conditions:** Enter custom terms or payment policies in the text field.
- **Attachments:** Drag and drop relevant files directly onto the invoice.
  ***Supported formats:**** *`.jpg`, `.png`, `.tiff`, `.bmp`, `.gif`, `.pdf` *(Max file size: 15.73 MB)*

**Final Step:** Select **Preview** to review the invoice layout, or select **Send Invoice** to deliver the invoice to the customer.

![image-20260710-125939.png](media://868ecddd-ab93-467d-812f-d26c632f03ef)

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## Customer Payment Experience

When an invoice is sent, the customer receives an email containing a secure link to view and pay online.

- **Online Portal:** The customer sees itemized lines, taxes, discounts, deposits, terms, and attachments.
- **Payment Amounts:** Customers can pay the full balance, the required deposit, or enter a **Custom amount** for partial payments.
- **Saved Payment Methods:**
  - Customers can select **Save card for future payments** during checkout to store card details for subsequent invoices.
  - Saved cards appear automatically during future checkouts.
  - Expired cards are automatically flagged with prompts to update or add a new card.
  - Cards are securely tied to each individual customer account.
  - **Default Cards:** If your customer has multiple saved cards, they cannot delete or set a preferred default on their own. You can set the default from the invoice detail screen.