What's new
The new invoicing experience rebuilds LASSO invoices on the same document engine that powers Premium Quoting. That means invoices now look and behave like your quotes — same rich document editor, same building blocks, same styling with templates and themes — while adding the financial controls that real-world billing needs.
Highlights:
Editable invoices through controlled revisions instead of static, locked snapshots.
Bill actuals (especially labor and gear) by refreshing data from the event, with clear reconciliation back to what you quoted.
Consistent with quoting — the same line-item detail, grouping, discounts, taxes, and layout options you already use on quotes.
Four invoice types built for common billing workflows: Standard, Deposit, Additional Payment, and Reconciliation.
Deposits, prior payments, unapplied credits, and balances due handled natively.
A configurable Summary Block for presenting grouped, aggregated totals however your customer wants to see them.
Online and manual payments, public share links, PDF and Excel export, and accounting hand-off.
1. Getting access
Invoicing lives on each event under the Invoices spoke. You'll find it in the event navigation alongside Quotes.
The feature is enabled per account and per user:
Your user permissions determine what you can do:
View access lets you open and read invoices.
Edit access (the same admin-level entitlement used for quoting) lets you create, edit, publish, and manage invoices.
Everything in this guide assumes you have edit access unless noted otherwise.
2. Key concepts
A few ideas make the rest of this guide easier to follow.
Invoices are documents. An invoice is a rich document you build in an editor — much like a quote. You add content, style it, and preview exactly what your customer will see.
Blocks are the building units. The body of an invoice is made of blocks:
Quote/Invoice blocks hold your billable line items (gear, labor, travel, transport, additional items).
Summary blocks present grouped, aggregated totals (presentation only — they don't own pricing).
Deposit invoice blocks net previously issued deposits against the current invoice.
You add, reorder, hide, and delete blocks to compose the document.
Revisions protect financial integrity. Once an invoice is published (saved), editing it creates a new version rather than silently changing a document a customer may already have. Each version is preserved and downloadable.
Invoice type drives behavior. Every invoice has a type — Standard, Deposit, Additional Payment, or Reconciliation — which controls which totals and fields appear.
Snapshots vs. live data. When you publish, the invoice snapshots its line data so the saved copy is frozen. When you're billing actuals, you can deliberately refresh gear and labor to pull the latest from the event before finalizing.
3. The Invoices list
Open an event and go to the Invoices spoke.
If the event has no invoices yet, you'll see a "Build an Invoice" starting screen with two buttons: New Invoice and Invoice from Quotes (the latter stays disabled until the event has at least one accepted quote).
If invoices already exist, you'll see the Invoices list.
Columns
The list shows one row per invoice, with:
Document Number – the invoice's identifier.
Invoice Name – the name you gave it.
Type – Standard, Deposit, Additional Payment, or Reconciliation. Older invoices created before types existed show a dash (—).
Version – the current revision number.
Modified – when it was last changed.
Total – the invoice total.
Balance Due – outstanding amount after applied payments.
Status – Draft, Saved, Sent, Paid, or Void (see "Publishing, revisions, and billing actuals" below).
Created By – the author.
PDF – download the generated PDF.
Small indicator icons flag invoices that were created from a quote and invoices that have payments on them.
Version history
Each invoice can be expanded (using the chevron on its row) to reveal its previous versions, each showing its own type and details. This gives you a full audit trail of how an invoice changed over time.
Event Balance
A running Event Balance chip sums the balance due across all non-draft invoices on the event, so you can see at a glance what's still owed across the whole event.
Row actions
From each row you can:
Change the invoice's status.
Send the invoice by email.
Download / generate the PDF.
Archive or delete the invoice (with guardrails — see "Managing invoices" below).
You can also toggle Include archived to bring archived invoices back into view.
4. Creating an invoice
There are two ways to start an invoice. Both open the same Create Invoice modal.
Option A — New Invoice (standalone)
Click New Invoice to start a blank invoice you'll build up by hand.
Option B — Invoice from Quotes
Bill directly from work you've already quoted. You can do this two ways:
From the Invoices spoke: Click Invoice from Quotes, then pick one or more accepted quotes. The invoice is created as an "invoiced quote," with its line data snapshotted from the quotes you selected.
From the Quotes spoke: Any accepted quote can be invoiced directly:
Use the checkbox next to each accepted quote to select one or more, then click Create Invoice From Selected at the top of the page (this button appears only when at least one quote is selected).
Or open a single quote's ⋯ menu and choose Invoice.
Either path opens the Create Invoice modal with your selected quotes pre-selected and locked (you can't add or remove quotes from the modal in this flow). After creation you land directly on the draft invoice, where the invoiced quotes appear as blocks with their totals.
The Create Invoice modal
When creating an invoice you'll set:
Field | What it does |
Template | The document template that defines layout and default content. If your account has a default template, or only one, it's selected automatically. |
Theme | Visual styling. Shown when the chosen template isn't already bound to a theme and more than one theme is available. |
Invoice Type | Required. Standard, Deposit, Additional Payment, or Reconciliation (see next section). |
PO Number | The client's purchase-order number. |
Company Billing Address | Your billing-from address (auto-selected if only one is saved). |
Customer Billing Address | The client's bill-to address (auto-selected if only one is saved). |
Invoice Date | Defaults to the current day. |
Term | Payment term — Net 60/45/30/15/10/7 or Due on Receipt. Defaults to the client's default term, otherwise Net 30. |
Due Date | Auto-calculated from the invoice date plus the term. You can override it. |
Percentage of Invoice | Only for Deposit and Additional Payment types — the portion of the total this invoice bills. |
Deposit Invoices | For non-deposit types, optionally select existing deposit invoices to net against this one. |
The Create Invoice modal appears like this:
Click Create Invoice to generate the draft and open it in the Invoice Builder.
5. Invoice types explained
Every invoice has a type. The type controls which totals rows and fields appear and how the amount is billed.
Standard — Bills the full revenue amount. The everyday invoice.
Reconciliation — Also bills the full amount; used to reconcile actuals after an event. Differs from Standard mainly in labeling and in that deposit-percentage fields never apply.
Deposit — Bills a percentage of the total up front. Exposes a "% of invoice" field and shows a pre-deposit total and deposit-percentage line.
Additional Payment — A further partial payment, also driven by a percentage of the total, like a second deposit.
Deposit and Additional Payment are grouped together in the UI as partial-payment invoices; Standard and Reconciliation are grouped as full-revenue invoices.
Deposit and Additional Payment invoices you issue can later be netted against a Standard or Reconciliation invoice using a Deposit invoice block, so the customer sees credit for what they already paid.
6. The Invoice Builder
Creating an invoice drops you into the Invoice Builder — the document editor where you compose the invoice.
Draft vs. saved views
Draft mode shows the editable document on the left, the editor toolbar across the top, and the Invoice Sidebar on the right.
Saved (published) mode shows a read-only, paginated preview plus the sidebar. To change a saved invoice you create a new revision (see "Publishing, revisions, and billing actuals" below).
The header bar
The sticky header bar holds the invoice's identity and top-level settings:
Document Number (read-only) and Version.
Editable Invoice Name.
Invoice Date and Term.
A More Settings area for Due Date, Invoice Type, Deposit %, Client PO, billing addresses, and Theme.
Preview and Publish buttons (in draft mode).
An Outstanding Balances control when the invoice has outstanding balances available to pull in.
A presence indicator (see below) and, on saved invoices, sharing and export controls.
The document editor
The body is a full rich-text editor. You can type freely — headings, paragraphs, images, and any terms & conditions or notes are just text you add to the document; there are no special fields for them.
Merge tags let you drop live invoice data into the text that fills in automatically, including:
Totals: Total, Subtotal, Total Taxes, Total Discount, Total Service Fee, Pre-Deposit Total, Deposit Percentage, Balance Due.
Per-resource totals: Gear, Labor, Travel, Transport, and Line-Items totals.
Invoice fields: Date, Due Date, Invoice Number, Invoice Type, Term, Client PO Number.
Account manager, Client, and Event fields, plus Event Logo and Client Logo images.
(If you're migrating documents that used old quote-style tags, they're converted to the invoice equivalents automatically.)
Check out Merge Tags and Other Auto-fill Tokens for a full list of available fields.
The Add menu
The toolbar's Add dropdown 
inserts blocks at your cursor:
Add Quote Block (or Add Quote, for invoices built from quotes) — a billable line-item block.
Add Deposit Invoice(s) — a block that nets prior deposits.
Add Summary Block — a configurable aggregated-totals table.
Working with blocks
Reorder blocks by dragging them; the new order is saved.
Delete a block (you'll get a confirmation).
Each block has in-place toggles to Exclude from totals and Hide from document, so you can show or suppress content without deleting it.
Auto-save and presence
The builder auto-saves as you work (shortly after you stop typing, and immediately when you click away), so you rarely need to save manually.
A presence indicator appears in the header when someone else is viewing the same invoice: you'll see an eye icon and the other person's photo or initials. Hover for their name and a note that others are on the invoice. This helps avoid two people editing at cross purposes.
7. Configuring line items
Line items live inside quote/invoice blocks and are edited in the config panel — the same panel used for quotes, so it should feel familiar.
Within a block you can configure:
Gear
Organized into groups, with configurable columns: Quantity, Daily Rate, Multiplier, Combined Price, Charge Quantity, Subtotal, Discount, and Total. You can show or hide public notes.
Labor
Supports scheduled, quick-quote, and estimate cost types. Organize labor by list groups, event days, or position, and toggle public notes, meal/break penalties, breaks, and meals.
Travel and Transport
Billable travel and transport line items.
Additional line items
Miscellaneous charges you add manually.
Discounts
Discounts are tracked per resource. The invoice can show a pre-discount subtotal, the discount amount, and the post-discount total. When there's no discount on the orders, those rows collapse into a single Subtotal line automatically.
Sales tax
Tax handling matches your account's configuration:
Manual (flat percent) — set a tax percentage per resource.
Rate-based — revenue-type rates applied from your sales-tax region.
Avalara (automated) — when Avalara is enabled, tax is calculated automatically.
Sales tax appears in the totals section rather than as a separate line-item resource, keeping invoices consistent with quotes.
Service fees
Service fees work exactly like they do on quotes — either a simpler per-resource percentage or profile-and-revenue-type based fees, depending on your account's setup. Service fees are taxed appropriately when sales tax applies.
As you change gear, labor, or additional items, the relevant totals recalculate and flow through to the merge tags, the sidebar, and any summary blocks.
8. The Summary Block
The Summary Block is a presentation-only table for showing grouped, aggregated totals. It doesn't own any pricing — it summarizes the line items elsewhere in the document — and you can place more than one on an invoice.
Insert it from the Add → Add Summary Block menu, then configure it in the Summary Block config modal (config controls on the left, a live preview on the right; click Apply to preview, then Save).
Group by
Choose a primary grouping:
Quote Block
GL Code
Revenue Type
Resource Type (also offers an "Order Totals" aggregation)
Quote — available when the invoice was built from multiple quotes
You can add secondary and tertiary "Then by" groupings to create nested breakdowns.
Columns
Turn columns on or off (availability depends on the grouping): Taxable, Pre-Discount, Discount, Post-Discount, Sales Tax, and Total.
Summary lines
Each grouping level can display its own summary line with individual toggles for Pre-Discount Total, Discount Total, Post-Discount Total, Sales Tax Total, and the level total. The available levels are:
Per-Quote-Block Summary
Per-Quote Summary
Resource Summary
Full Summary (the grand totals for the whole block)
The Full Summary controls are always available once you've chosen a grouping — even on an invoice with a single block — so you can always show or hide those grand-total lines.
Summary Block templates
You can save a summary block's configuration as a named template and re-apply it to other invoices, so a preferred grouping/column/summary layout carries over. Templates capture the full set of column and summary settings. Saved templates are managed in your account settings.
9. Deposit invoice blocks
When you bill a customer who has already paid a deposit, a Deposit invoice block shows credit for those prior deposit invoices on the current (Standard or Reconciliation) invoice.
From the Add menu, choose Add Deposit Invoice(s). A block is inserted at your cursor and a selection modal opens automatically.
In the modal, pick the deposit invoices to apply (there's a Select All option). The running total appears at the bottom.
Click Save. The block renders each selected deposit as a line with its amount shown as a negative value, plus a negative overall total — reducing the balance due.
To edit later, click the block's pencil icon to reopen the modal. To remove it, delete the block (with confirmation).
You can have one deposit invoice block per invoice; once it's added, the Add-menu option is disabled. The deposit lines persist through publishing and appear on the PDF.
10. Totals and the sidebar
The sidebar
The right-hand Invoice Sidebar organizes financial detail into collapsible sections:
Totals — Subtotal, Tax, an optional Deposit % row (Deposit/Additional invoices only), and the bold Total.
Margins — revenue, cost, profit, and margin, with an expandable breakdown.
Payments — record and manage payments, credits, and payment requests (see next section).
Recognized Revenue — a read-only accounting readout (visible to LASSO administrators on saved invoices).
The totals section (in the document)
The invoice's totals section is reactive: it shows only the rows that actually apply to the invoice's type and its payment/discount state. Depending on the invoice, you may see:
Subtotal (pre-discount subtotal and discount amount shown separately when a discount applies, or collapsed into one Subtotal line when there's no discount)
Sales tax — only when tax applies
Deposit percentage and pre-deposit total — only on Deposit/Additional invoices with a percentage greater than zero
Prior payments — inserted directly above the Invoice Total when a prior payment exists
Outstanding balance — only when there is one
Unapplied payments — only when they exist
Processing fees — only when an online payment passes card-processing fees on to the payer (fees your account absorbs don't show)
Invoice Total and Balance Due
In the header, the Invoice Type and PO Number fields only display when they have a value.
11. Payments, deposits, and credits
Manage everything in the sidebar's Payments section.
Recording a manual payment
Open the payment modal and enter:
Amount
Date
Payment Type — Check, Cash, ACH, Credit Card, or Wire Transfer
Reference Number (required)
Memo (optional)
The modal shows the current Balance Due and warns you if the amount overpays — the excess becomes an available credit.
Voiding and deleting payments
A recorded payment can be voided or deleted, each with a reason. Both adjust the balance due accordingly.
Credits
Overpayments and other unapplied amounts become available credits. You can apply a credit to the invoice to reduce its balance.
Balance Due
Balance Due = invoice total − applied payments (excluding voided, deleted, and failed) + any outstanding balances. When it reaches zero, the invoice shows Paid in Full. The Invoice.BalanceDue merge tag stays current as payments change.
Online payments (LASSO Payments)
If your account has LASSO Payments enabled, you can send an online payment request so the customer can pay by card or ACH. Online payment requests and their statuses appear alongside your manual payments, and captured online payments flow into the same payment ledger. When card-processing fees are passed to the payer, a processing fees row appears on the invoice.
Note: Payments affect what you can do to an invoice. An invoice with a payment can't be deleted, and a paid invoice can't be voided. See "Managing invoices" below.
12. Publishing, revisions, and billing actuals
Statuses
Invoices move through these statuses:
Status | Definition |
Draft | Editable in the document editor. |
Saved | Published and read-only. |
Sent | Emailed to the customer (set automatically when you send). |
Paid | Paid in full. |
Void | Cancelled (terminal). |
Allowed transitions:
Draft → Draft, Saved
Saved → Saved, Sent, Paid, Void*
Sent → Sent, Paid, Void*
Paid → Paid, Sent (Paid can't be voided)
Void is terminal.
* Void is hidden when the invoice has active (non-voided) payments and always requires confirmation.
Publishing
Click Publish on a draft. Publishing requires an invoice date; it then snapshots the document, generates the PDF, and moves the invoice to Saved (read-only). The saved copy is frozen for that version.
Editing = a new revision
To change a saved invoice, click Edit. Rather than altering the document a customer may already hold, this creates a new version. You edit and re-publish the new version; the prior version is preserved in the invoice's version history.
Guardrails: If an invoice carries a legacy prior payment, you can't edit it or create a new revision — this protects the financial record.
Billing actuals (refresh gear and labor)
Because invoices are built on live event data, you can bill actuals. When you create a revision, you can refresh gear and refresh labor to pull the latest quantities and hours from the event before finalizing. Data you don't refresh carries forward unchanged from the prior version, so numbers stay stable and reconcile cleanly — refreshed lines reflect what actually happened, un-refreshed lines match what you previously billed. This makes it straightforward to reconcile a Reconciliation invoice against the original quote.
13. Sending and sharing
Send the invoice by email from either the list row or the builder header. LASSO uses an email template (with merge tags) and injects a secure invoice link to the customer-facing view. Sending automatically moves a Draft invoice to Sent.
Public share link
On a saved invoice, toggle Allow public access in the header, then use the copy-link button to share a direct URL. The customer sees a read-only, fully rendered invoice (all merge tags filled in, all blocks rendered). If public access is off, the link is unavailable.
If you do not see an option to copy the Public Link, make sure that the toggle is toggled ON (so the toggle is yellow).
Send to Accounting
If your account has the Zapier accounting integration active, a Send to Accounting button appears on saved invoices to push the invoice out to your connected accounting workflow.
14. Exporting to PDF and Excel
Invoices generate a polished PDF from the document you built:
Publishing an invoice auto-generates the PDF for that version, so every saved version has a frozen PDF.
You can download the PDF from the list (PDF column) or the builder. If a PDF was already generated for that invoice version, LASSO reuses it; otherwise it's built on demand.
The PDF reflects your template, theme, fonts, images, merge-tag values, summary blocks, and deposit blocks — and hidden blocks are excluded.
The file is named from the invoice number and version.
Excel
Saved invoices also offer an Excel export for teams that need the data in spreadsheet form.
15. Templates and themes
Document templates define an invoice's layout and default content. If your account has a default template, it's selected automatically on new invoices.
Themes control the visual styling (colors, fonts, and look). Changing the theme re-renders the document's blocks in the new style.
Summary Block templates save a preferred grouping/column/summary configuration for reuse across invoices.
Templates and themes are shared with quoting, so a consistent look carries across both. Manage them in your account settings. Click the links below for more information on both the Quote Theme Editor and the Quote Template Manager.
16. Managing invoices
Archiving
Use the row's ⋯ menu → Archive to move an invoice out of the active list. Archived invoices don't appear on the list or the event overview until you enable Include archived. Archiving is reversible.
Deleting
Use the row's ⋯ menu → Delete to remove an invoice. A confirmation modal appears (with a warning if payments are involved). Delete is blocked when the invoice is Paid or has a payment recorded on it. Deleted invoices are removed from the list and the event overview.
Currency
Invoices use the event's currency (defaulting to USD), applied consistently throughout the document and totals.
Audit trail
Every revision is preserved and viewable from the invoice's version history, and each version keeps its own PDF — giving you a complete record of how billing evolved.
17. Quick reference
Invoice types
Type | Bills | Notes |
Standard | Full amount | Everyday invoice |
Reconciliation | Full amount | Reconcile actuals; no deposit fields |
Deposit | Percentage | Up-front partial payment |
Additional Payment | Percentage | Further partial payment |
Payment terms
Net 60, Net 45, Net 30 (default), Net 15, Net 10, Net 7, Due on Receipt. Due date = invoice date + term.
Statuses
Draft → Saved → Sent → Paid, with Void available from Saved/Sent (not from Paid). Void is terminal.
Payment types
Check, Cash, ACH, Credit Card, Wire Transfer (manual), plus online card/ACH via LASSO Payments.
Common merge tags
Invoice.Total, Invoice.SubTotal, Invoice.TotalTaxes, Invoice.TotalDiscount, Invoice.TotalServiceFee, Invoice.PreDepositTotal, Invoice.DepositPercentage, Invoice.BalanceDue, Invoice.Date, Invoice.DueDate, Invoice.InvoiceNumber, Invoice.InvoiceType, Invoice.Term, Invoice.ClientPoNumber, Invoice.GearTotal, Invoice.LaborTotal, Invoice.TravelTotal, Invoice.TransportTotal, Invoice.LineItemsTotal, plus Account Manager, Client, Event, Event.Logo, and Client.Logo.
18. FAQ
Can I edit an invoice after I send it?
Yes — click Edit to create a new revision. The original version is preserved, and you publish the new one. (You can't edit an invoice that carries a legacy prior payment.)
How do I bill actuals instead of the estimate?
Create a revision and use Refresh gear / Refresh labor to pull the latest event data, then publish. Data you don't refresh carries forward unchanged.
How do deposits show up on the final invoice?
Issue Deposit (or Additional Payment) invoices for the up-front amounts, then add a Deposit invoice block to the Standard/Reconciliation invoice to net those deposits out as credits.
Why don't I see certain rows (like deposit percentage or processing fees) on my invoice?
The totals section is reactive — rows appear only when they apply. Deposit-percentage rows show only on Deposit/Additional invoices with a percentage above zero; processing fees show only when online-payment fees are passed to the payer; prior-payment, outstanding-balance, and unapplied-payment rows show only when those values exist.
Can two people work on the same invoice?
You'll both see it, and a presence indicator warns you when someone else is viewing the invoice — but coordinate edits to avoid conflicts.
Can a customer pay online?
If your account has LASSO Payments enabled, send a payment request from the Payments sidebar; the customer can pay by card or ACH, and the payment flows back onto the invoice automatically.
What happens to old (V1) invoices?
The previous invoicing remains available on its own separate spoke; the new experience is a distinct, parallel system. Existing invoices have been migrated so they display correctly under the new model.
Questions or something not behaving as described? Contact LASSO Support.