OFFICE: On-Demand Invoice Generators
Generate invoices on demand by pre-configuring templates and triggering them when needed.
What is an On-Demand Invoice Generator?
An On-Demand Invoice Generator automatically creates invoices when you trigger it. You set up multiple generators, each tailored to different situations. Before activation, you define line items, amounts, payment methods, and gateways. Once live, the generator only needs a trigger and the target Client to produce an invoice. You can activate generators through a Kickoff Form, an Automation workflow, or manually in just a few clicks.
You can also build a Recurring Generator that produces invoices on a schedule, or an Accumulating Generator that tracks running balances with changing amounts each time it runs.
CLICK HERE to learn about Recurring Invoice Generators
CLICK HERE to learn about Accumulating Generators
How do I create an Invoice Generator?
Go to Office > Invoices.
Hover over Generators in the navigation bar and pick On-Demand.
Select the +Add On-Demand Generator button.
Building a generator works similarly to creating an invoice, with some important distinctions.
CLICK HERE to learn how to create an Invoice
The Title field supports Placeholders for generating unique invoice titles dynamically.
Available Placeholders: [client-first-name] [client-last-name] [current-year] [current-month] [current-day]
Dynamic Items: The Item dropdown works like a standard invoice, but On-Demand generators offer a special feature when adding items during setup.
The Make Dynamic toggle lets you adjust Quantity, Rate, Discount, Title, and Description when applying this generator in an Automation.
Make Dynamic: As described above. Enabling this unlocks Dynamic Items.
Friendly Title: A label for the Dynamic Item.
Item Title: The name of what you’re billing for.
Description: Optional field for extra details about the item.
Rate: What you’re charging.
Quantity: How many units.
Discount Value: Optional amount subtracted from the item total. Enter either a dollar value or percentage.
Check Is Taxable if this item should be taxed.
You can Save the Item for Later to add it to your Items library.
*Dynamic Items are only available on the Pinnacle Plan level
CLICK HERE to learn about Items
Generator Settings: Choose from the dropdown how invoices appear when triggered: Open (immediately assigned to Client) or Draft Status.
Publish Settings: Set a Relative Due Date for payment, calculated from when the invoice is generated.
When finished, click Save as Open or Save as Draft.
Open: The generator activates and produces invoices as configured.
Draft: Your progress saves for later completion; no invoices will be generated.
How can I assign an Invoice Generator?
For new Clients, assign a generator while manually adding them or via Kickoff Form.
For existing Clients, use the CRM contact list.
Manually Add Contact
Navigate to CRM > Contacts and click +Add Contact.
In the On-Demand Generator section, select a generator from the dropdown.
TIP: This section appears only when selecting the Client Role.
Kickoff Form
Go to Forms and click +Add Form.
When prompted, choose Kickoff Form.
Select an On-Demand Invoice Generator from the dropdown.
TIP: This section appears only when selecting the Client Role.
Update Form
Navigate to Forms and click +Add Form.
Click the + symbol at the form bottom.
Select Trigger Automations
Click Configure Automations and the + symbol to show the Automation list. Choose to add the On-Demand Invoice Generator.
If your On-Demand Invoice Generator includes Dynamic Items, you’ll set them up here.
For example, if you added a Custom Field called ‘Number of employees’, whatever value the target enters becomes the Quantity on the invoice.
TIP: Both Quantity and Rate can be Static or tied to a Contact/Company Custom Field.
CRM List
To apply a generator to an existing Client, go to CRM > Contacts.
Click the Options menu (3 dots) next to the Client and select OD Invoice Generator.
A modal appears where you select the generator from the dropdown.
How do I manage an Invoice Generator?
Go to Office > Invoices > Generators > On-Demand and click the Options menu next to the generator you want to manage.
Edit: Change the generator’s details.
Duplicate: Create a copy of the generator.
Manage Automations: Set up workflows to trigger when an invoice from this generator is paid.
CLICK HERE to learn about Automations
Delete: Remove the generator permanently. Note: This action cannot be reversed.