How To Manually Create Invoices

Updated November 09, 2026 17:58

Create the invoice

Invoices list

1 Invoices · 2 Pending tab · 3 Create Invoice · 4 Import Invoices · 5 Export Invoices

In the left-hand menu, click Invoices. From the Pending tab, click Create Invoice.
Choose the Client / Broker and the Debtor. Both are required. The debtor list shows the debtors linked to that client. If the debtor isn't there yet, see Adding a new debtor from the invoice below.
Enter the invoice details:
- Invoice # and Reference
- Amount
- Date and Due Date
- Preferred Payment Method – filled in from the client once you pick one
- Fuel Advance – optional; appears once a client is picked, if the client uses fuel advances
- Notes and Labels
Check the toggles below Labels: Nonfactored Invoice and Recourse (see below).
Optionally, attach documents and add Invoice Line Items.
Click Create. The invoice lands on the Pending tab.

Create Invoice form

1 Client / Broker · 2 Debtor · 3 Invoice # and Reference · 4 Amount and Date · 5 Due Date and Preferred Payment Method · 6 Notes · 7 Create

Create Invoice form showing Labels, Nonfactored Invoice, Recourse and Upload Documents

1 Labels · 2 Nonfactored Invoice · 3 Recourse · 4 Upload Documents · 5 Create

Recourse

Each invoice records whether it is recourse or non-recourse. The Recourse toggle is filled in from the client's Non-Recourse setting, and you can change it for this invoice before you click Create.

You can still change it while the invoice is Pending, Held, Needs Verified or Approved. Once the invoice is purchased, it can't be changed.
Every change is recorded in the invoice's changelog.
Recourse is a filter on the invoice list and a column in invoice exports.
Changing the client's Non-Recourse setting only affects new invoices. Existing invoices keep their value.

Invoices created by import, through the Client Portal or from a fuel advance take the client's setting too.

Adding documents

Drag files onto Upload Documents or click Upload Files. PDF, image and Excel files (.xls and .xlsx) are accepted, up to the total size shown on the form. Documents uploaded here are saved as type Invoice. To change the type, or to add more paperwork later, open the invoice and use its Documents tab.

Adding a new debtor from the invoice

If the debtor doesn't exist yet, you don't have to leave the invoice. You need permission to create debtors for this option to appear.

Type the debtor's name in the Debtor box.
When no linked debtor matches, click Add "name" as a new debtor.
In the Create Debtor window, fill in the debtor's details: address, country, email and phone are required.
Under Relationship with client, set the terms, payment terms, credit limit, ineligible days, credit rating and whether to send an NOA.
Click Create & Assign. The debtor and its relationship with the client are created, and you go back to the invoice.

Debtor box offering to add a new debtor

1 Client / Broker · 2 Debtor name typed · 3 Add as a new debtor · 4 Fuel Advance (shown once a client is picked)

Create Debtor window with the relationship section

1 Relationship with the client · 2 Create & Assign · 3 Cancel

Check for duplicates first. If the debtor already exists in FactorCloud under another client, link it with New Relationship on the client's profile instead of creating a second debtor. A duplicate profile splits the debtor's AR, credit limit and payment history across two records.

Other ways to get invoices in

Import Invoices – bulk upload from a file.
Export Invoices – download the list you are viewing.