Invoice Field Glossary
Last updated on Sep 19, 2026
Every field on an Invoice plays a role in how it calculates totals, syncs with your general ledger, and displays to Customers through e-Bill. An Invoice groups related Invoice Line Items by Customer and Invoice date.
| Field | Description |
|---|---|
| Contract Number | An invoice must be linked to a contract. The invoice currency is inherited automatically from the currency of the contract, which is set to that of the associated register. |
| PO Number | An optional purchase order number for the invoice. If you use QuickBooks Online, see Using Purchase Order Numbers for additional configuration requirements. |
| Invoice Number | The Invoice Number field is populated automatically by Maxio Platform per the invoice number generation setting found in the account settings. You can also manually set an invoice number, but you must select a unique number that is not in use by another invoice. With some of our GL integrations, you can choose to allow the GL to generate invoice numbers during a sync, which overwrites the number in Maxio. |
| Invoice Type | The invoice's type: Invoice, Credit Memo, Sales Receipt, or Refund Receipt. This is set by which creation flow you use and can't be changed afterward. |
| Date | The invoice date. |
| Due Date or Payment Terms | Select a due date or, alternatively, select a payment term to have the due date calculated for you. If you are not connected to a GL, you can manage Payment Terms directly in Maxio Platform. |
| Ship Date | An optional date field. It has no bearing on when the invoice will be sent, but it does sync to your connected GL as a date. |
| Memo | A large text field that can be included for additional invoice information. With some GLs, this field will be included in the sync but is for internal use only (can't be shown to customers if the invoice is printed/emailed from the GL). However, the Memo field can be included in Maxio Platform e-Bills if you so choose. |
| Subtotal | A calculated field that is the total of all invoice line item amounts on the Maxio Platform invoice record. |
| Sales Tax | An optional field that is only visible if sales tax has been calculated either by the AvaTax integration or by the GL during a sync. |
| Invoice Total | A calculated field that is the total of the subtotal, sales tax (if applicable), and shipping amount (if applicable). |
| Balance or Balance Due | A calculated field showing the amount still owed on the invoice: the Invoice Total minus any applied payments or credits. |
| Applied Amount | A calculated field showing the total payments and credits that have been applied to the invoice. |
| FX Rate | The exchange rate used to convert the invoice's amount into your home currency. Only shown when multicurrency is enabled. |
| Address Data | Billing and shipping addresses can be added when creating an invoice. If blank, the invoice inherits the billing and shipping address of the contract. If not set in the contract, the invoice inherits the billing and shipping address of the customer. If your account has the Maxio Invoicing Suite (Billing Portal) enabled, Country and State/Province are presented as linked drop-downs on both the billing and shipping address: choosing a Country populates the matching list of states or provinces for State, instead of entering State as free text. Using Copy Billing also updates the Shipping State drop-down to match the newly-copied Shipping Country. |
| Do Not Sync | If selected, prevents the invoice from syncing to your connected general ledger. |
| e-Bill Queue | When editing, select to place the invoice in the e-Bill queue. If checked, the e-Bill will be sent from the queue either manually or automatically based on how your Maxio Platform account is set up. |
| Theme | Select to use a specific e-Bill theme for the invoice. Absent a selection, the invoice will use the theme selected for the customer and, absent that, the default theme for your account. |
| Branding Theme | Select a Branding Theme for the invoice. This is separate from the e-Bill Theme above. |
| Enable CC Payments | If selected, the e-Bill includes an option for the Customer to pay by credit card. This is only available if you've also set this up in your payment provider settings and enabled it in your e-Bill configuration. |
| Enable ACH Payments | If selected, the e-Bill includes an option for the Customer to pay by ACH. This is only available if you've also set this up in your payment provider settings and enabled it in your e-Bill configuration. |
| Enable Bacs Payment | If selected, the e-Bill includes an option for the Customer to pay by Bacs Direct Debit. Only available for Contracts using GBP. |
| Suppress Zero Value Line Items | If selected, the e-Bill will not include line items that have a zero amount. |
| Combine Line Items | Define how the invoice combines its Invoice Line Items when sent as an e-Bill. Defaults to Inherit, which follows your account's e-Bill default; select another option to override it for this invoice only. |
| Combined Line Item Description | Use to define the description that appears on the invoice when one of the Combine Line Items options is selected. Variables aren't supported in this field. Use a Theme that excludes the Item and QTY fields for this option to display cleanly. |
| Cadence Template | For users of our Collection Cadences functionality. Select the cadence template you would like to apply to the invoice. |
| Promise to Pay | Assign a promise to pay date to the invoice. Doing so pauses the corresponding Collection Cadence. |
| Credit Memo Reason | Required when creating a Credit Memo. Select the reason the credit is being issued. |
QuickBooks-specific fields
These fields are only available when your account is connected to QuickBooks.
| Field | Description |
|---|---|
| QuickBooks Invoice Number | The invoice number synced to or from QuickBooks, tracked separately from the Invoice Number field above. |
| Print Queue in QuickBooks | If selected, marks the invoice to be printed from QuickBooks. |
| Email Queue in QuickBooks | If selected, marks the invoice to be emailed from QuickBooks. |
| QuickBooks Class | The QuickBooks Class to assign to the invoice, if your account uses QuickBooks Classes. |
| QuickBooks Template | The QuickBooks invoice template to use when the invoice is printed or emailed from QuickBooks. |
| QuickBooks Customer Message | A message that appears on the invoice when printed or emailed from QuickBooks. |
| QuickBooks Sales Rep | The QuickBooks sales representative associated with the invoice. |
| QuickBooks AR Account | The QuickBooks accounts receivable account the invoice posts to. |
Invoice status reference
Maxio Invoices can be in different stages depending on what's happened to them. Every Invoice has one base status, and delivery or payment events add an additional status in parentheses, such as "Current (Sent)."
Base status
| Status | Description |
|---|---|
| Draft | The invoice is being composed and hasn't been finalized. |
| Past Due | The due date has passed, and the balance hasn't been paid. |
| Future | The invoice date is in the future, and the invoice isn't past due. |
| Current | The due date hasn't passed, the invoice date isn't in the future, and the balance hasn't been paid. |
| Paid | The invoice's balance is exactly zero. |
| Unapplied | The invoice's balance is negative. This most commonly appears on a Credit Memo that hasn't yet been fully applied to reduce a Customer's balance. It isn't related to a regular invoice being covered by enough credits, which results in Paid instead. |
Delivery or payment status
| Status | Description |
|---|---|
| Not Sent | The invoice email hasn't been sent. |
| Sent | The invoice email has been sent. |
| Opened | The Customer has opened the invoice. |
| Clicked | The Customer has clicked into the invoice. |
| Delivery Error | The invoice couldn't be delivered. |
| Payment Pending | A payment is in the process of being charged. |
| Payment Failed | The payment on file failed to charge. |
| Created | The invoice has been created. |
| Issued | The invoice hasn't had an e-Bill event yet. This applies to Advanced Billing invoices. |
Invoice Line Item Field Glossary
| Field | Description |
|---|---|
| Transaction | Links the line item to a Transaction. This is optional — you can flag a line item as intentionally unassociated using Permit No Association — but if set, it must reference an actual Transaction record. |
| Item | The Item (product or service) this line item bills for. Required; if the Item is deleted, its line items are deleted with it. |
| Description | A free-text description of the line item. Optional. |
| Quantity | The quantity of the Item being billed on this line. Supports up to seven decimal places for fractional or prorated quantities. |
| Amount | The line item's dollar amount, in the invoice's currency. |
| Number | A unique identifying number for the line item. Leave blank to have Maxio generate one automatically. |
| Invoice | The Invoice this line item belongs to. |
| Salesforce ID | The Salesforce record ID this line item is synced with, if applicable. |
| GL Sync Date | The date and time this line item last synced to your connected general ledger. Blank until a sync occurs. |
Related information
For an overview of how Invoices work, see How Invoices Work.
For where the billing and shipping address fields come from and how to change them, see Invoice Billing and Shipping Addresses.
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