---
title: How do I create an invoice?
description: How to create manual or bulk invoices for members, leads and non-members in Octiv, including the VAT Number field for non-member and business invoicing, and setting a VAT percentage per line item.
---
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# How do I create an invoice?
## Create invoices manually or via bulk actions
Cash invoices can either be manually created or can be set to auto-generate on a monthly basis.
See *[How do I automate my invoice generation?](https://knowledge.octivfitness.com/how-do-i-automate-my-invoice-generation?hsLang=en)* to set this up.
***Debit order invoices are created automatically by the system and cannot be manually created. If a member needs to be billed via direct debit, this item needs to be manually added to the existing or next available debit order invoice. Alternatively, a different payment method must be arranged.***
***You can add a member to a debit batch by going to Debit orders and selecting "manually add to batch" and fill in the details.***
***Re-saving the members direct debit details will force generate a new debit order invoice***
Should the staff member wish to create an invoice that is not on the autogenerated invoicing list or not on the manually created bulk invoice list, the staff member can create an individual invoice for the member.
**Cash invoices can be generated in the following 2 ways:**
***1. Bulk Actions from Manage Members page:***
Select a member or multiple members to create a new membership invoice. The invoice that will be generated will be according to the members billing rate that is set up on the member card.
***Left hand menu \> Members \> manage \> bulk select members \> bulk actions \> generate invoice \> add in the invoice due date \> select whether you want to send it immediately to the member or not \> submit***
***2. Invoicing Page:***
Create a new invoice directly from the accounts page.
***Left hand menu \> Accounts \> Invoices \> Create New \> select user type \> fill in the details \> submit***
**Invoice sections explained:**
**1. Invoice Details:**
***User Type:***
- Select the user type from the dropdown: **Member**, **Lead**, or **Non-Member**.
- Once the user type is selected, search for and select the relevant user. The form inputs adjust slightly depending on the user type selected.
- The same line items are available across all user types.
- **VAT Number:** for a **Non-Member** invoice, a VAT Number text field is available to capture the VAT number of the business paying the invoice. For a **Member** invoice, the VAT Number is read-only and pulled through automatically from the member's profile (**Members \> \[Member Name\] \> Profile \> Account Details \> VAT Number**) — to change it, update the member's profile rather than the invoice.
***Due date:***
- Select the due date that the invoice is meant to be paid by.
- Remember, invoices are sorted according to their due date and not creation date.
***Initial Status:***
- Create the invoice with either a paid status if money was received at the time of purchase or create the invoice as unpaid if payment is still owed.
***Description:***
- Choose to add a description to your invoice e.g. Membership invoice, extra PT sessions etc.
**2. Invoice line items:**
***Description:***
- Add the description of your line items e.g. Membership 3x week or PT Session Tuesday 8th
***Items Type:***
- Line items can be itemised. Octiv has preloaded some items for you to select from but you can also create your own.
***Settings \> Accounts \> Create invoice item type \> add details \> submit.***
***Code:***
- Should you use itemised billing codes, this is where you would insert the relevant product code.
***Unit Price:***
- Insert the total amount of the product line item.
- The unit price is tax inclusive.
***Quantity:***
- Select the quantity of the listed line item. This will automatically add to the sum of the total amount to be invoiced.
***VAT Percentage:***
- Each line item automatically pulls through your facility's default VAT rate, set at **Settings \> Accounts \> Location Settings \> Location Invoice Details \> VAT**.
- This field is editable per line item — enter a different VAT percentage if that specific line item needs its own rate. This is useful for European facilities that need to apply different VAT rates to different line items on the same invoice.
***Add Line Item:***
- Add multiple line items for listing different product purchases.
***Adding a discount:***
- Manually add a discount by Adding a new line item, under unit price add the amount to be discounted as a negative amount e.g. -R100. This will be subtracted from the total amount.
- To permanently add a discount to a members' membership rate see *"manage members".*
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