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 are separate from One-Time Fees within contracts. One-Time Fees are part of a contract’s pricing structure, while One-Off Invoices are standalone billing documents created outside of any contract.
One-Off Invoices vs. One-Time Fees
Understanding the difference between these two concepts is important:| Feature | One-Off Invoices | One-Time Fee |
|---|---|---|
| Scope | Standalone invoice | Part of a contract |
| Timing | Created manually as needed | Scheduled within contract terms |
| Use case | Ad-hoc charges outside contracts | Planned fees like setup or onboarding |
| Billing cycle | Independent of billing cycles | Follows contract billing schedule |
| Contract requirement | No contract needed | Requires an active contract |
Creating a One-Off Invoices
To create a One-Off Invoices: You can create a One-Off Invoices from either the global invoice view or directly from a specific customer. Option 1: From the Home page- Navigate to Home from the main menu
- Click Create Invoice in the upper menu
- Select the customer you want to bill
- Add line items with descriptions and amounts
- Set the invoice due date
- Review and approve the invoice by clicking Save Settings & Continue
- Send or sync the invoice to your ERP system
- Navigate to Customers
- Select the relevant customer
- Open the Invoices tab
- Click Create One-Off Invoices
- Add line items and complete the invoice details
- 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)
- Tax – Tax rate to apply to this line item
- Discount – Fixed amount or percentage discount
Invoice settings
Configure these settings for your One-Off Invoices:- Currency – Defaults to the customer’s currency but can be overridden
- Due date – When payment is expected (defaults to customer’s payment terms)
- Invoice date – The date the invoice is issued
- Tax treatment – How tax should be calculated and applied
- Payment terms – Net 30, Net 60, or custom terms
Approving and sending One-Off Invoices
Once you’ve created a One-Off Invoices:- Review – Verify all line items, amounts, and customer details are correct
- Approve – Click Approve to finalize the invoice (this locks it from further editing)
- Send – Email the invoice directly to the customer or download the PDF
- Sync – Push the invoice to your connected ERP system (Stripe, NetSuite, QuickBooks, etc.)
Once approved, One-Off Invoices cannot be edited. If you need to make changes, you’ll need to void the invoice and create a new one.
Managing One-Off Invoices
Viewing One-Off Invoices
One-Off Invoices appear in your main invoice list alongside contract-based invoices. You can filter to show only One-Off Invoices:- Go to Invoices
- Click Filters
- Select Invoice Type: One-Off
Tracking payment status
Monitor payment status for One-Off Invoices:- Draft – Invoice created but not yet approved
- Pending – Invoice approved and sent, awaiting payment
- Paid – Payment received and recorded
- Overdue – Payment not received by due date
- Void – Invoice cancelled
Voiding a One-Off Invoices
If you need to cancel a One-Off Invoices:- Open the invoice from the invoice list
- Click Actions → Void Invoice
- Add a reason for voiding (optional but recommended)
- Confirm the action
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.Best Practices
- Clear descriptions – Use detailed line item descriptions so customers understand what they’re being charged for
- Consistent naming – Develop a naming convention for One-Off Invoices (e.g., “Professional Services - [Date]”)
- Document reasons – Keep internal notes about why each One-Off Invoices was created
- Review before approval – Double-check all amounts and details since approved invoices cannot be edited
- Track separately – Use filters and reports to monitor One-Off Invoices revenue separately from contract-based revenue
- Set proper due dates – Ensure due dates align with your payment terms and customer agreements