Describe a recognizable deliverable
“Services” is short, but rarely useful. A better description names the work, its scope and the relevant period or milestone. For example, a generic category such as “Monthly website maintenance — April” is more informative than “Support.” For products, include the product description and any specification necessary to distinguish the supplied item.
Keep the invoice concise enough to scan. Detailed timesheets, acceptance records and delivery documents can sit alongside it rather than inside every row. Reference those records in the description or notes when the customer needs a way to reconcile the invoice with supporting evidence.
QuickInvoice Studio offers a plain-text description for each row. There is no separate unit field, so include the unit in your wording when it is not obvious: hours, sessions, pieces or a fixed project milestone. This prevents a quantity from becoming an unexplained number.
Choose the right billing structure
Hourly billing makes the relationship between time and price visible. Enter the number of hours as the quantity and the agreed hourly rate as the unit price. Its advantage is transparency when work varies; its disadvantage is that customers may need a timesheet or an explanation of unexpected time.
Fixed-fee billing uses a quantity of one and the agreed fee as the unit price. It works well for a defined deliverable because the invoice mirrors the agreement. The risk is ambiguity around scope changes. If additional work was approved, show it separately instead of quietly increasing the original line.
Product billing usually uses the number of units supplied and a per-unit price. Do not invoice ordered quantities when the agreement requires billing only delivered quantities. Mixed invoices are supported: you can place service and product rows on the same document, provided the single tax-rate model is suitable for all of them.
Understand quantity and rounding
The editor accepts positive quantities with up to two decimal places and nonnegative unit prices with up to two decimal places. A quantity of 1.50 can represent one and a half hours, but explain that unit in the description. A zero-priced row is allowed for an included deliverable; a zero or negative quantity is not.
Each row is calculated as quantity multiplied by unit price and then rounded to the currency’s two-decimal minor unit. The subtotal is the sum of those rounded row amounts. This approach makes the displayed rows reconcile with the displayed subtotal rather than relying on invisible fractions.
As an illustrative calculation, 2.50 hours at 40.00 per hour produces a line amount of 100.00. These numbers are arithmetic examples, not suggested market rates. Choose prices from your actual agreement, and check that the currency matches that agreement before issuing the document.
Split lines when it adds information
Separate rows are useful for different deliverables, rates or billing periods. Combining unrelated work into one large line makes approval harder. At the other extreme, listing every tiny action can obscure the overall result. Group related activities when they share the same pricing basis and the customer does not require individual detail.
There is no application-imposed limit on the number of rows. Add or remove lines as needed, while remembering that a long invoice may span several PDF pages and browser performance depends on your device. Review the exported page breaks when the document grows.
Handle adjustments deliberately
This studio does not accept negative line prices and is not a credit-note system. Use the invoice-level discount for a straightforward reduction that applies to the whole subtotal. For returns, refunds, deposits already paid or legally required credit notes, use a workflow that records those events explicitly rather than disguising them as ordinary sales rows.
Before exporting, compare every description, quantity and price with the agreement. Remove unused rows; a blank required description will block printing. Check for duplicated work and ensure any reimbursed expenses follow the agreed treatment. Clear rows help the customer approve payment and help you explain the transaction later without reconstructing it from memory.