One-Off Invoices

One-Off Invoices allow you to bill customers for charges that fall outside of your regular billing cycles. These standalone invoices are useful for ad-hoc services, manual adjustments, implementation fees, or any other charges that don't fit into your standard contract-based billing.

Unlike contract-based invoices, One-Off Invoices are manually created and are not tied to usage data or metered events. Charges are entered directly, allowing you to invoice immediately without waiting for billing cycle closure.

When to Use One-Off Invoices

Use One-Off Invoices for:

• Ad-hoc services – One-time professional services, consulting, or support charges
• Manual adjustments – Billing corrections or credits that need to be issued separately
• Implementation fees – Setup or onboarding charges billed independently from the main contract
• Special circumstances – Custom charges that don't align with your regular billing schedule
• Out-of-cycle charges – Charges that need to be billed immediately rather than waiting for the next billing period
• Mid-cycle adjustments – Usage overages or added resources that need to be billed before the next cycle
• Refunds or credits – Adjustments to previously issued invoices handled outside the standard billing flow

One-Off Invoices Vs. One-Time Fees

Understanding the difference between these two concepts is important:

Creating a One-Off Invoice

You can create a One-Off Invoice from either the global create menu or directly from a specific customer.

Option 1: From the global create menu

1. Open the global sidebar + Create menu.
2. Select Invoice.
3. Select the customer you want to bill.
4. Add line items with descriptions and amounts.
5. Set the invoice due date.
6. Review and approve the invoice by clicking Save Settings & Continue.
7. Send or sync the invoice to your ERP system.

Option 2: From the Customer page

1. Navigate to Customers.
2. Select the relevant customer.
3. Open the Invoices tab.
4. Click Actions.
5. Select New invoice.
6. Add line items and complete the invoice details.
7. Review, approve, and send.

Line Item Configuration

When adding line items to a One-Off Invoices, you can specify:

• Description – Clear explanation of what the charge is for
• Amount – The charge amount in the customer's currency
• Quantity – Number of units, if applicable
• Discount – Fixed amount or percentage discount

Invoice Settings

Configure these settings for your One-Off Invoices:

• Due date – When payment is expected, based on the customer's payment terms
• Invoice date – The date the invoice is issued
• Payment terms – The payment terms used for the invoice

Tax is inherited from the customer's configured tax rate. One-Off Invoice creation does not include a separate tax-treatment setting.

Approving and Sending One-Off Invoices

Once you've created a One-Off Invoices:

1. Review – Verify all line items, amounts, and customer details are correct
2. Approve – Click Approve to finalize the invoice (this locks it from further editing)
3. Send – Email the invoice directly to the customer or download the PDF
4. Sync – Push the invoice to your connected ERP system (Stripe, NetSuite, QuickBooks, etc.)

Invoices can be shared with customers through direct email or made available via the customer portal, and can be viewed in both dynamic and PDF formats.

Managing One-Off Invoices

Viewing One-Off Invoices

One-Off Invoices appear in your main invoice list alongside contract-based invoices. There is no Invoice Type: One-Off filter.

Tracking Payment Status

Monitor payment status for One-Off Invoices:

• Future – Invoice is scheduled for a future billing state
• Draft – Invoice has been created but is not yet in review
• InReview – Invoice is ready for review before approval
• Approved – Invoice has been approved
• Paid – Payment has been received and recorded
• Overdue – Payment has not been received by the due date
• Cancelled – Invoice has been cancelled

Invoices move through the review-status lifecycle:

Future → Draft → InReview → Approved

Cancelling a One-Off Invoice

To cancel a One-Off Invoice, change the invoice status to Cancelled. The status change is applied instantly. There is no reason dialog.

Cancelled invoices remain in your records but are marked as cancelled and won't be included as active or collectible invoices.

Integration With ERP Systems

One-Off Invoices sync to your connected ERP systems just like contract-based invoices:

Stripe

One-Off Invoices are created as Stripe invoices with all line items, tax, and payment terms preserved. The invoice includes a clickable reference linking back to Vayu.

NetSuite

One-Off Invoices inherit GL codes and subsidiary attributes from the customer configuration. They appear as standard invoices in NetSuite with all line items and tax details.

QuickBooks

One-Off Invoices sync to QuickBooks with your configured invoice numbering scheme and include all line items, tax calculations, and payment terms.

Xero

One-Off Invoices are created in Xero with proper account codes and tax rates based on your integration settings.

API Access

You can create and manage One-Off Invoices programmatically using the Vayu API. See the API Reference for details on invoice endpoints.