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NinjaOne Billing: Invoices

  • Last Updated October 26, 2026

Topic

Learn how to configure and manage invoices for NinjaOne's Billing tool.

Environment

NinjaOne Billing

Description

NinjaOne Billing empowers you to create and manage agreements, edit and approve invoices, and recalculate prices on time entries.

NinjaOne will not generate an invoice if there are no line items or the line item quantity equals zero. The billing period for the agreement will advance without invoice creation.

First, enable NinjaOne's Billing tool. Learn how to here: NinjaOne Billing: Getting Started with Professional Services Automation (PSA).

Then, select a topic to learn more:

Configure Your Invoice Settings

Once you activate the NinjaOne Billing tool, you can configure your invoice data from the Invoice settings tab.

Invoice Sending

Use an email domain to send invoices directly from NinjaOne. When configured, you can send invoices automatically or manually from agreement settings.

  1. Click Edit in the Invoice sending section.
billing_invoice settings_invoice sending_edit.png
Figure 1: Edit invoice sending settings
  1. In the Edit invoice sending dialog, activate the Send invoices from NinjaOne toggle.
  2. Enter the email that will send the invoices into the Reply to address field. If you are using NinjaOne Ticketing, this field must match the domain you use for your ticketing SMTP connection.
  3. Enter the name recipients will see for the invoice in the From display name field.
  4. Click Save.

Invoice Generation

Configure invoice numbering and add a logo, sender information, a header, and a footer to PDF invoices.

  1. Click Edit in the Invoice generation section.
  2. When the Automatically generate invoice numbers toggle is activated, you can select the next invoice number and optionally set a prefix and suffix. With these settings configured, you can still edit invoice numbers manually as long as the invoice is not in Complete status.
billing_invoice settings_edit invoice generation_invoice numbers.png
Figure 2: Automatically generate invoice numbers and add a suffix
  1. Click Upload to add a custom logo. If you do not add a custom logo, the invoice will display the NinjaOne logo.
billing_invoice settings_edit invoice generation_logo.png
Figure 3: Upload a custom logo for the invoice
  1. You can include the sender's information, such as the company name and address, on the invoice. If you do not enter data into the Sender name or Sender address fields, the designated area will appear blank on the final version.
billing_invoice settings_edit invoice generation_sender.png
Figure 4: Add sender information to the invoice
  1. Use the Invoice header and Invoice footer HyperText Markup Language (HTML) editors to create an optional header and footer for the invoice. You can customize the text's appearance, and the Preview mode will show an example of the final version.
billing_invoice settings_edit invoice generation_header and footer.png
Figure 5: Add a header and footer to the invoice (click to enlarge)
  1. Click Save.
The "invoice note..." text in Preview mode is a placeholder you can use to add a note when editing the invoice from the Finance dashboard. Refer to the Manage Your Invoices section of this article for more information.

Time Entry Templates

The Time entry templates section of the Invoice settings tab allows you to control the formatting for how time entry items will display on invoices.

  1. Click Edit in the Invoice generation section.
billing_invoice settings_edit time entry templates.png
Figure 6: Edit time entry templates for invoices (click to enlarge)
  1. Select your data from the Placeholders drop-down menu. The placeholder will save to your clipboard.
  2. Click either the Public time entry* or Private time entry* text block and paste the placeholder data.
  3. Repeat Steps 2 and 3 until the time entry contains all of your preferred data.

You can separate the placeholder data within the text field by clicking Enter on your keyboard to create paragraph spacing, or use commas and other punctuation.

placeholder format.png
Figure 7: Separate the placeholders

Manage Your Invoices

Once activated, the NinjaOne Billing tool provides a Finance tab in the sidebar menu, where you can create and manage agreements, view invoices, and recalculate prices on time entries. You can also perform these actions from the Finance tab on the organization dashboard.

finance tab.png
Figure 8: NinjaOne Finance dashboard

Once you generate an invoice from a service agreement, whether automatically or manually, it appears in Finances → Invoices. Refer to the following table for status definitions.

Invoice Status Details
Pending Edit, view, archive, or approve pending invoices.
Approved Archive, view, edit, or send approved invoices. Editing an invoice allows you to add, remove, or edit the products billed and change the start and end dates. Click Send to submit the invoice to the payee. The entry will update the Exporting tab.
Exporting View invoices that have been approved and are awaiting export to the integrated accounting tool. When the accounting tool receives the invoice, the data will move to the Exported tab; if the invoice is rejected or fails, the data will move to the Failed tab.
Exported View invoices that have been approved and exported to the integrated accounting tool. When the accounting tool processes the invoice, the data will move to the Complete tab; if the invoice is rejected or fails, the data will move to the Failed tab.
Complete View and archive approved and exported invoices. NinjaOne itemizes the data per product, with a calculated subtotal. Table column data includes taxes paid and currency used.
Failed View and archive invoices that failed to sync to QuickBooks Online. The Failure Reason column indicates the reason why the invoice failed to sync. Select Set as Pending to move the invoice back to the Pending tab, where it must be approved and sent again.
Archived View invoices that you archived. You can restore invoices from this tab by selecting the checkboxes and clicking the Unarchive button.
fiannce_invoice dropdown.png
Figure 9: NinjaOne Finance → Invoices menu options

Add Invoice

Import products and account codes from QuickBooks and Xero into NinjaOne Billing. Adding an invoice using this method will create a one-off payment request using your accounting tool's tax codes.

  1. From Finances → Invoices → Pending click Add Invoice.
  2. In the Overview section of the Create invoice page, add your billing information.
  3. Click QuickBooks or Xero in the sidebar menu. This section name will change depending on which accounting tool you integrated with NinjaOne Billing.
  4. Select your tax code from the drop-down menu and determine whether to allow online credit card payments or ACH payments for the invoice.
billing_create invoice_integration tax code.png
Figure 11: Add tax codes from your accounting tool (click to enlarge)
  1. Click Products in the sidebar menu. To learn how to add products to your invoice, refer to NinjaOne Billing: Products.
  2. Click Create.

Manage Pending Invoices

Select the checkbox next to the invoice number to take action on an invoice.

Invoice Action Description
Edit Modify the invoice number, due date, and the start and end dates of the billing period; add a note; add, edit, or delete products.
Preview Review invoice details. From Preview mode, you can approve, edit, or download the invoice as a PDF.
Archive Move the invoice to the Archived section.
Approve Set the invoice as Approved.
finance_manage pending invoices.png
Figure 10: Manage your pending invoices

Export Invoices and Line Item Data

This section explains how to export invoices or invoice line items. It will not move data to the Exported or Exporting dashboard. If you want to learn about the Invoices → Exporting tab, refer to the section Manage Your Invoices.

You can filter and export relevant invoices and their line items as comma-separated value (CSV) files. This action allows you to import data into third-party accounting tools and allows NinjaOne Billing to work with accounting tools that are not yet directly supported.

Only invoices with a subtotal greater than zero will export data.
billing_export invoices.png
Figure 12: Export invoices or line items

All exported invoices will provide the following data:

  • Agreement
  • Approval status
  • Invoice ID
  • Invoice number
  • Due Date
  • Invoice generation type
  • Subtotal
  • Billing period start date
  • Billing period end date
  • Created
  • Last Updated

Global invoices will provide an additional column for the NinjaOne organization name.

Invoice line item data will include the following:

  • Invoice ID
  • Invoice number
  • Organization
  • Product name
  • Description
  • Product type
  • Taxable (yes or no)
  • Division or currency
  • Quantity
  • Billing period start date
  • Billing period end date
  • Unit price
  • Subtotal

Additional Resources

Refer to NinjaOne Billing: Resource Catalog to view all related articles.

FAQ

Next Steps