Creating and Editing Invoices

Topkey's invoice form lets you bill property owners quickly by combining invoice details, line items, and payment options in one place. Use this guide whenever you need to create a new invoice or make changes to a saved draft.

Starting a New Invoice

1. In the left navigation, select Invoices.
2. Click New Invoice in the top-right corner of the Invoices page.

A blank invoice form opens in Draft status, ready for you to fill in.

Filling In Invoice Details

Bill To

Click the Bill To field and search for the owner you want to invoice. Select their name from the results to add them to the invoice.

Invoice Number

Topkey automatically generates an invoice number (for example, INV-001009). You can edit this number directly if you need to match a different numbering format. Your account's invoice number prefix can be configured in Settings → Invoicing → General Settings.

Issue Date and Due Date

Enter the Issue Date — the date the invoice is created. The Due Date is calculated automatically based on your selected payment terms, but you can also set it manually.

Payment Terms

Use the Payment Terms selector to choose when payment is due:

• Due on Receipt — payment is due immediately
• Net 15 — payment due 15 days after the issue date
• Net 30 — payment due 30 days after the issue date
• Net 60 — payment due 60 days after the issue date
• Custom — set any due date you need by editing the Due Date field directly

Changing the payment terms automatically updates the Due Date field.

Default Property (Optional)

Select a property to automatically assign it to every line item you add. This saves time when all charges on an invoice relate to the same property. You can still override the property on individual line items if needed.

Attach File (Optional)

Attach a supporting document such as a receipt or report by clicking Choose File. Accepted formats are PDF, Word documents, and images, with a maximum file size of 5 MB.

Memo (Optional)

Use the Memo field to add internal notes or context about the invoice. This text is visible on the invoice but is intended for reference purposes.

Adding Line Items

Each invoice must have at least one line item describing the service or charge being billed.

Adding a Line Item Manually

1. In the Line Items section, enter a description in the Add Item field.
2. Set the Quantity and Price for the item.
3. The Amount for that line item is calculated automatically.

Click New Line Item to add additional rows.

Using Line Item Presets

If you have common charges you bill repeatedly, click Add Saved Item to select from your saved line item presets. Presets automatically fill in the description, quantity, price, and any accounting details you've saved.

Assigning a Property to a Line Item

Each line item can be assigned to a specific property. Click Add Property beneath the line item to search for and select a property. If you set a Default Property at the top of the form, it will be pre-assigned to every new line item automatically.

Assigning Accounting Details to a Line Item

If your account is connected to an accounting integration, each line item can include additional accounting details. Click the relevant label beneath the line item to assign any of the following:

• Accounting Category
• Accounting Location
• Accounting Department
• Accounting Class
• Accounting Item

These fields help ensure your invoices sync correctly with your accounting system.

Invoice Total

The Total at the bottom of the form updates automatically as you add and edit line items. You do not need to calculate or enter the total manually.

Setting Payment Options

In the Details panel on the right side of the form, select how you want the owner to pay:

• Pay by Card or ACH (via Stripe) — the owner can pay using either a credit/debit card or a bank transfer
• Pay by Card (via Stripe) — card payments only
• Pay by ACH (via Stripe) — bank transfer payments only
• Manual Payment — no online payment link is generated; use this when collecting payment outside of Stripe

Selecting a Stripe Account

If you have more than one Stripe account connected to Topkey, a Stripe Account selector appears below the payment options. Choose which Stripe account should process payments for this invoice, or leave it set to Use default Stripe account.

Saving and Sending the Invoice

When you're ready to save, use the buttons in the Details panel:

• Save Draft — saves the invoice without sending it. You can return to edit it at any time from the Invoices list.
• Save & Send Invoice — finalizes the invoice and gives you two delivery options:
  • Send by email (using Topkey) — Topkey sends the invoice to the owner's email address automatically.
  • Send manually — marks the invoice as open and generates a link you can copy and share with the owner yourself.

Editing a Draft Invoice

Draft invoices remain fully editable. To return to a draft and make changes:

1. Go to Invoices in the left navigation.
2. Find the invoice with a Draft status and click it to open the edit form.
3. Make your changes, then click Save Draft to save, or Save & Send Invoice when you're ready to send.

To permanently remove a draft you no longer need, click Delete Draft at the bottom of the Details panel.

Frequently Asked Questions

Can I change the invoice number that Topkey generates automatically? Yes. The invoice number is pre-filled based on your configured prefix and sequence, but you can edit it directly in the Invoice Number field before saving. To change the prefix used for all new invoices, go to Settings → Invoicing → General Settings.

What happens if I add a Default Property — does it apply to line items I've already entered? The Default Property applies to new line items added after you select it. Existing line items are not updated automatically, but you can click Add Property on any individual line item to assign or change its property at any time.

Can I accept both card and ACH payments on the same invoice? Yes. Selecting Pay by Card or ACH (via Stripe) allows the owner to choose their preferred payment method when they open the invoice. If you want to limit them to one method, select either Pay by Card (via Stripe) or Pay by ACH (via Stripe) instead.

Questions? Contact Support