SOURCE_URL: https://majikah.solutions/products/majik-buwiz/docs/buwiz-invoices-create-edit

---
title: "Creating & Editing Invoices"
id: "buwiz-invoices-create-edit"
group: "majik-buwiz"
type: "products"
version: "0.1.1"
lastUpdated: "2026-05-13T00:00:00.000Z"
difficulty: "Beginner"
time: "5–8 minutes"
tags: [invoices, create, edit, line-items, tax, draft, invoice-defaults, payment-terms, currency, discount]
---

# Creating & Editing Invoices

> Creating invoices, filling in fields, configuring line items and taxes, and managing invoice defaults

## Overview
How to create a new invoice in Majik Buwiz, fill in all available fields, configure taxes and line items, and set up invoice defaults so new invoices are pre-filled with your standard settings.

### Creating a new invoice

To create a new invoice, open the My Invoices tab and select New Invoice. The invoice builder opens with your issuer information pre-filled from your tax profile. From here you add a recipient, configure line items and taxes, set dates and payment terms, and optionally add notes, tags, and references. There is no autosave — only finalized, signed invoices are stored. Work in progress in the builder is held in memory until you sign or explicitly discard.

### Invoice fields

1. **Header fields**
   *Invoice identity and metadata*
   - Invoice Number — Auto-generated from your invoice number prefix and counter (set in Invoice Defaults), or entered manually. Example: INV-2025-001.
   - Invoice Type — Select from: Commercial, Proforma, Credit, Debit, Tax, Government, Intercompany, Project, Recurring, Forensic, Environmental. Defaults to Commercial.
   - Issue Date — Defaults to today. Part of the signed payload.
   - Due Date — Optional. Must be on or after the issue date.
   - Payment Terms — Choose from: Pay Immediately, 7 Days, 15 Days, 30 Days, 60 Days, 90 Days, End of Month, Cash on Delivery, Pay Before Work Starts, or Custom.
   - Period — Optional. A start and end date range for the billing period (e.g. a monthly retainer).
   - Currency — ISO 4217 currency code. Defaults from Invoice Defaults.

2. **Parties**
   *Issuer and recipient*
   - Issuer — Pre-filled from your tax profile. Includes legal name, trade name, TIN, address, email, phone, and website.
   - Recipient — Select from your Contacts directory, or enter manually. Includes legal name, TIN, address, and contact details.

3. **Line items**
   *What you are billing for*
   - Add one or more line items. Each line item has: Description (required), Quantity, Unit Price, Unit (optional label, e.g. hours, pcs), Discount (percentage or fixed amount), and Taxes.
   - Line items inherit the invoice-level default taxes unless overridden individually. You can assign different tax configurations per line item.
   - Subtotal, tax amounts, discounts, grand total, withholding total, and net payable are all calculated automatically as you add or edit line items.
   - Additional per-line fields: Account Code, Cost Center, Tags, and Metadata — useful for accounting integrations.

4. **Taxes**
   *Multi-layer tax system*
   - Taxes are configured at two levels: invoice-level defaults (applied to all line items that don't have their own tax) and per-line-item taxes (override the default for that specific line).
   - Three tax behaviours are supported: Additive — tax is added on top of or embedded in the price (e.g. VAT, GST). Withholding — tax is withheld by the buyer at payment time; it reduces cash remitted but does not change the grand total (e.g. Expanded Withholding Tax / EWT). Informational — disclosed on the invoice for transparency but has no effect on any computed total (e.g. zero-rated VAT notation).
   - Multiple tax layers can be combined on the same line item — for example, 12% VAT (additive) + 2% EWT (withholding) applied together.
   - Additive taxes can be set as inclusive (tax is embedded in the unit price) or exclusive (tax is added on top).

5. **Supplementary fields**
   *Notes, tags, and references*
   - Notes — Free-text field for payment instructions, terms, or any other message to the recipient. Notes are excluded from the signed payload and can be amended without invalidating signatures.
   - Tags — Organizational labels for filtering and categorization. Also excluded from the signed payload.
   - References — Attach document references to the invoice (e.g. purchase order number, contract reference). Each reference has a type, number, optional date, and optional notes. References are part of the signed payload.


### Invoice defaults

Invoice defaults let you pre-configure the standard settings used on every new invoice you create. Defaults are set up during onboarding based on your tax profile and can be updated at any time from the My Invoices settings. The following fields can be set as defaults: currency, default taxes (applied to all new invoices), payment terms, issuer information (pre-filled from your tax profile), invoice number prefix and starting counter, notes, and tagline.

### Invoice default fields

| Default field | Description |
| --- | --- |
| Currency | ISO 4217 currency code — e.g. PHP, USD |
| Default Taxes | Tax rules applied to all new invoices (can be overridden per invoice or per line item) |
| Payment Terms | Standard payment terms pre-selected on new invoices |
| Issuer | Your tax profile data — pre-fills the issuer block |
| Invoice Number Prefix | Text prefix for auto-generated invoice numbers — e.g. INV-2025- |
| Invoice Number Counter | Starting number for the auto-increment sequence |
| Notes | Default notes or payment instructions added to every new invoice |
| Tagline | Optional tagline shown on the invoice |

*Caption: Default settings applied to every new invoice.*

> **NOTE:** Once an invoice is signed, structural fields are locked — line items, taxes, parties, dates, currency, invoice number, and references cannot be changed without reissuing. Fields excluded from the signed payload (notes, tags, status, payment records) remain editable after signing. To amend financial content, use Reissue — this clears signatures and lets you make changes before re-signing.

### Recording payments

Once an invoice is issued you can attach proof-of-payment records to track settlement. Each payment record includes: payment method (bank transfer, e-wallet, cash, check, credit card, crypto, wire, or custom), a transaction reference number, the settlement date and time, the amount paid, and an optional URL linking to proof documentation such as a bank confirmation or receipt image. Multiple payment records are supported for partial payments. The invoice status automatically transitions to Partial or Paid as payment records are added.