Add a note to an invoice in Thryv Business Center™ to explain payment instructions, provide service details, or share a message with your customer. The note appears in the invoice email and on the downloaded invoice PDF, helping customers understand the invoice before paying.

This article covers adding a customer-facing note while preparing a new invoice. An invoice note does not change the invoice amount, create a credit note, or issue a refund. For the complete invoicing workflow, learn how to create and send an invoice.

How to Add a Note Before Sending an Invoice

1. Start a New Invoice

Click New, then select Invoice.

The screenshot identifies the New control used to begin creating a record. Click New to open the available creation options.

The screenshot identifies Invoice in the creation options. Select Invoice to begin preparing an invoice for a customer.

2. Select the Customer

Select an existing customer or create a new customer record.

The customer-selection screen lets you choose who will receive the invoice. Select the intended customer before entering invoice details. If the customer does not have a record, use the option to create a new customer.

3. Complete the Invoice Details

Review the billing information and add the products or services you are invoicing.

Check the recipient, due date, line items, prices, discounts, and taxes before sending. For detailed instructions, learn how to enter invoice details and line items.

The invoice editor contains the billing information and line items for the invoice. Enter charges in the invoice fields. Enter the customer-facing note separately through Terms & notes.

4. Open Terms & Notes

Click Terms & notes to expand the section.

The screenshot identifies the Terms & notes section in the invoice editor. Expand Terms & notes to access the customer-facing note field.

5. Enter the Customer-Facing Note

Type your message in the note field.

Use the note to explain information relevant to the invoice, such as payment instructions or service details. Enter charges, discounts, and taxes in the appropriate invoice fields. Writing an adjustment in the note does not change the amount owed.

[Place the existing note-field screenshot here: 2199D176-90DB-49A6-939D-31360215B169.jpeg.]

The screenshot identifies the text field for the customer-facing invoice note. Text entered in the note field appears in the email containing the invoice and on the downloaded invoice PDF.

6. Review and Send the Invoice

Review the invoice and note, then click Send.

The screenshot identifies the Send control in the invoice workflow. Click Send when the invoice details and customer-facing message are ready.

Australian and New Zealand accounts: Sent invoices are locked and cannot be edited directly. Review the invoice and note before sending. Draft invoices remain editable; adjustments to sent invoices use credit notes.

Limitations and Frequently Asked Questions

Where Does the Customer See the Invoice Note?

The customer-facing note appears in the email containing the invoice and on the downloaded invoice PDF.

Does an Invoice Note Change the Amount Owed?

No. Adding text to the note field does not change invoice charges, discounts, taxes, or the amount owed. Make amount changes through the appropriate invoice-editing or credit-note workflow.

Is an Invoice Note the Same as a Credit Note?

No. An invoice note adds a customer-facing message through Terms & notes while preparing an invoice.

A credit note records an adjustment to an issued invoice. Australian and New Zealand accounts use credit notes to adjust sent invoices because sent invoices are locked. The generated credit-note PDFs include the required information for Australia and New Zealand.

Does Creating a Credit Note Refund the Customer?

No. Creating a credit note records an invoice adjustment but does not return money through your payment processor. If money needs to be returned, handle the refund separately through the applicable payment workflow.

Can I Use These Steps to Edit an Already-Sent Invoice?

These instructions cover adding a note before sending a new invoice. For information about editing invoices and regional restrictions, review the invoice-editing guidance in Create and Send an Invoice.