How to Create a Standalone Invoice?
Sometimes you need to bill a customer for something that doesn’t come from a rental order — a consulting fee, a rush service charge, a one-off delivery cost, or a maintenance bill. Standalone Invoices handle exactly these situations. You get a full invoice designer with your branding, line items, taxes, and a PDF you can download or print — all without opening an order.
Order-based invoices are different. Invoices generated from rental orders live under Finance → Invoices and can’t be created from scratch — you act on them (record a payment, waive, mark bad debt). This page is only about invoices you build yourself. See How Do Invoices Work? for the difference.
Where to Start
Go to Finance → Standalone Invoices and click Create Invoice.
The exact menu name can differ per business — some tenants rename “Standalone Invoices” to match their own terminology. Look for the list of invoices you build manually.
Creating standalone invoices requires the standalone invoices write permission. If you don’t see the Create Invoice button, ask an administrator to grant it. If your business uses branches, you can only create invoices in a branch you’re assigned to.
Step 1 — Quick Invoice Details
Clicking Create Invoice opens a small Create Invoice dialog to get the basics down first:
| Field | Notes |
|---|---|
| Invoice No | Optional. Leave it blank and Rentablez auto-generates a number when you finalize. |
| Invoice Date | Required. Defaults to today. |
| Due Date | Required. Defaults to 30 days out and must be on or after the invoice date. |
Click Create. Rentablez saves a Draft invoice and drops you straight into the full builder.
Step 2 — Build the Invoice
The builder is a live, editable version of the invoice itself. There is no Save button — every field auto-saves the moment you finish editing it, and a small indicator confirms each save. You can leave and come back; your draft is always up to date.
Because the invoice stays a Draft until you finalize it, feel free to edit any part in any order.
Title & Header
At the top, edit the invoice title (defaults to Invoice) and an optional subtitle. Set the invoice number and adjust the invoice date and due date if needed. You can also swap the logo shown on this invoice — it starts from your business logo, and your change applies to this invoice only.
Custom Fields
Need to show extra header details like a PO number, project code, or reference? Add custom fields from the invoice details area. Each field you define is saved with the invoice and printed in the header.
Billed By / Billed To
- Billed By — your business details, pre-filled from your profile. Click Edit to tailor the name, address, or tax number for this one invoice.
- Billed To — click Select customer to pick an existing customer; their saved address and tax details fill in automatically. Use Edit to fine-tune the details on this invoice.
Once a Billed To customer is selected, an Add Client (3PL) option appears. Use it to record an end client — the party you’re ultimately billing on behalf of a third-party logistics or agency customer. This is optional and only relevant for 3PL-style billing.
Fulfillment Mode
Choose how this invoice is being fulfilled:
- Delivery / Collection (Default) — you deliver to or collect from the customer.
- Self Pickup / Self Drop — the customer handles pickup/drop themselves.
This tags the invoice so it’s easy to identify later in the list.
Shipping Details
If goods are being shipped, add the shipping address and transporter details. These appear on the printed invoice when filled in.
Line Items
This is what you’re charging for. Click Add New Line for each charge and fill in:
- Description — for example, Consulting Fee or Rush Service Charge.
- HSN/SAC — the tax classification code, if your setup requires it.
- Quantity and Rate — for example, 5 hours at ₹1,000.
- Tax — the tax rate or profile to apply to that line.
- A per-line discount, if needed.
Set the currency for the invoice from the line-items area. Line totals and tax update automatically as you type.
Summary — Discounts, Charges & Rounding
Below the line items, the summary shows the running totals. Here you can add:
- An overall discount (a flat amount or a percentage on the whole invoice).
- Extra charges such as a processing, packing, or delivery fee.
- Rounding to tidy the final total to a whole number.
Extras — Terms, Notes & Bank Details
Finish the invoice with:
- Terms & Conditions to print on the invoice.
- Notes for the customer.
- Bank details so the customer knows where to pay.
When everything looks right, click Continue to Generate Invoice to move to the design and finalize step.
Step 3 — Design & Share
The Design & Share step lets you pick a PDF template, see a live preview, and then Finalize the invoice. Finalizing locks the invoice against further edits and generates its invoice number, after which you can Download PDF or Print it.
Finalizing cannot be undone. Only finalize when the invoice is genuinely ready. The full walkthrough — choosing a template, finalizing, and getting the PDF out — is covered in How to Finalize, Download, and Share a Standalone Invoice?.
You’re All Set
Your standalone invoice is created. As the customer pays, record it against the invoice — see How to Record a Payment on an Invoice?.