What's on the Invoice PDF

MonuDesk automatically generates an invoice when you confirm an order. You can also create one anytime from an order's Generate menu under Document Generation → Generate Invoice. Generating asks whether to notify the customer: a Notify the customer checkbox in the generate popup (or a timed prompt in the bottom-left corner when no popup appears) emails the client a link to view the document. The invoice is saved in the order's Files section under the Financial Document category. An order carries one current invoice: generating it again replaces that stored copy instead of adding a second row. The earlier invoice is removed once the new one is safely stored, and the replacement is labelled with its version, so the second reads V2 Invoice and the third V3 Invoice. The first generation is unmarked. Quotes and contracts work the same way; receipts and purchase orders still stack, because an order legitimately has several of each.

When you save an edit to an order that already has an invoice, quote or contract, the edit confirmation lists every change and offers an Update the [documents] to match checkbox. Ticked, MonuDesk regenerates those documents with the new figures and the new version replaces the old one in the Customer Portal. Unticked, the stored documents keep the old figures, and the dialog says so. A document you deleted is not offered.

The invoice is also the base layout that your Contract, Quote, and Receipt build from, so most of what you see here carries over to those documents too.

Header information

The top left shows:

• Invoice Number, Issue Date (for a company in Germany, Austria or Switzerland, the date this invoice was first generated, kept on every later download),

• Payment note, only when the order has an Invoice payment note, such as the customer's PO number. You type it on the billing step of New Quote or Edit Order, and can change it later in the order's Notes & Files. It prints on the invoice only; the quote, contract and receipt leave it off.

• Payment Terms (the deposit split you selected, for example "30% down, 70% before installation"),

• Sales Rep (the team member who created the order),

• Timeframe (the scheduling selection from Step 2, for example "June - August"),

• Order Type (what the order holds, listed as Monument, Service and Accessory and made plural when there is more than one, for example "Monument and Services" or "Monument, Service, and Accessory"; an accessory-only order reads "Accessory"),

• Cemetery, Section, and Lot / Space added from step 2 of the "+ New quote" window

On an order marked as customer pickup in step 2, the header row that normally reads Cemetery reads Delivery: Customer Pickup instead, and the Section and Lot / Space lines are left off. That order has no cemetery, so there is nothing to print in those positions.

The top right shows:

• From with your company name, address, and phone number (pulled from Settings → Company Profile). If your business runs more than one shop, the invoice uses the details of the office location the order belongs to, so the customer never sees another location's address.

• Bill To with the customer's name, address, phone, and email (pulled from the client information in Step 1).

Your logo. If you have uploaded a logo, it prints at the top of the invoice. Upload a company-wide one in Settings > Company Profile, or give a single office its own in Settings > Office Locations: open the location and use the Logo field. Check it against the checkerboard preview so you can see whether the background is see-through. If your logo arrived as a photo with a solid white box around it, click Remove background in that field before saving, otherwise the white box prints as a grey rectangle on the PDF. A PNG, JPG or SVG file up to 5MB works. An office's own logo wins, and an office with no logo of its own falls back to your company logo. The same field sets where the logo prints, Left, Center or Right, with a mock document preview showing where it will land; Left shifts the document title across to the right. How big the logo prints is set by the Size on documents slider on the same field, and the preview updates as you drag. Each location in Settings > Office Locations has the same controls, so an office can carry its own size. Click the logo thumbnail itself to swap the image, or Delete to clear it. The same logo appears on every document MonuDesk generates: the quote, contract, receipt, shop ticket, purchase order and foundation order.

Item lines

A table showing each component of the order. The columns are Item, Material / Color, Size, Finish (or Description for service rows), Qty., and Amount. An optional Litho column appears when any line carries litho detail and is dropped when every line is empty.

Stones first, then services, then accessories. When an order carries two or more stones or services between them, every group gets its own heading: STONE A, STONE B (just STONE when there is only one stone), each service under its own name or SERVICE A, SERVICE B (just SERVICE when there is only one), and ACCESSORIES. An order with one stone and no service, or one service and no stone, prints no group headings.

• Die shows the granite color, dimensions, finish, and quantity. Dimensions display in the same format you entered them. If you typed in feet-inches, they show in feet-inches. If you typed in inches, they show in inches. Sizes can carry part of an inch: a 17.25 inch length prints as 17.25", or as 1-5.25 when the stone is in feet-inches.

• Base shows the same details for the base.

• Vase, Porcelain, Urn, Etching, QR Code and Vault show the selected options; a vault shows its brand, size and material. Custom accessories display their description.

• A vase priced against the General Size option (for designs sold at one price whatever their size) prints Not specified in the Size column rather than the literal words General Size, which would read as noise to a customer. That is expected, not a field you forgot to fill in. The same applies on the quote, contract and receipt; the shop ticket shows a dash.

Orders without a stone, and accessories on any order. A service-only or accessory-only order prints no stone line. A stone counts as present once it has a color, a measured dimension, supplier notes or a price. Accessories added to a service order (a vase, photo, etching, urn, QR code or vault) print on the invoice and are part of its total, and an order that sells only accessories bills each accessory on the invoice. An enabled urn, QR code or vault row with no name, material, size or capacity and a $0 price is left off.

Service rows priced by the unit. A service priced By Letter Count prints the number of letters in Qty. and the per-letter price in Amount, with a line such as 42 letters × $3.50 per letter under the description. A service priced By Quantity prints its quantity in Qty. and the price each in Amount. The line total is the service price either way. If the service price was typed over so the count does not multiply out, the row prints at quantity 1 for the price charged and names the count in the description. The quote, receipt and purchase order print service rows the same way.

Die and base each carry their own amount. By default the die and the base are billed as two separate lines, on this invoice, on the quote, contract and receipt, and in QuickBooks. The stone row and the Base row each carry their own color, size and finish, and the two lines add up to the stone's total, the die price plus the base price, so printing them separately does not change the total, the tax or the deposit on your price summary. A stone you never priced a base for stays on one line. A stone that also has a sub-base prints as one stacked row instead, reading Die, Base and Sub-base together.

The company setting is How stones are itemised on the Settings → Stone Itemisation page: a Standard stones dropdown, One line or Two lines, set to Two lines by default, and a Custom stones dropdown, One line, Two lines or No inventory item, set to One line by default. Once QuickBooks Online (QBO) is connected, Settings → Integrations → Inventory sync carries a read-only "How stones are itemised" note repeating the current values, with a link to Settings → Stone Itemisation. The choice is stamped onto a quote when the quote is created, so an invoice built from an earlier quote keeps the format your customer already saw, and changing the setting only affects orders you create from then on.

If the order has more than one stone, each stone appears as its own set of item lines with its own dimensions, finish, quantity, and amount, and its finishes are labeled per stone in the Additional Details box below. Foundation, lettering, accessories, and any custom line items are listed once for the whole order.

A stone whose Foundation Material is set to None has no foundation at all, so no foundation line is printed for it and nothing is added to the total for one. New stones start at None, so if a foundation is missing from an invoice, open Edit Order and set the foundation material on that stone to Concrete or Granite.

Each stone's lines sit under an all-caps band reading STONE A, STONE B and so on. You can put a real name there instead. Hover a stone and click the pencil (its tooltip reads "Rename this stone on documents"), then type a name. You can do this from the price summary panel down the right-hand side of New Quote or the order editor, from the stone tabs on Review & Create, and from the stone tabs inside Generate Foundation Order and Generate Purchase Order. A service takes a name the same way: in New Quote, hover the service on the Service step's service bar and click the pencil.

The name replaces the band on the invoice, quote, contract and shop ticket, so a customer buying a package can tell what each group of lines is. A named stone also keeps that heading on the purchase order, which otherwise prints no stone bands at all, so your vendor can tell which rows belong to which stone. Clear the name and the letter comes back.

Renaming a stone on an order that is already created saves straight away. If it cannot be saved, the old name comes back with the reason. The foundation order is the one document that never shows a stone name.

Typed text keeps its layout. Descriptions and notes typed with line breaks, blank lines, indentation or several spaces print exactly as typed, and a tab prints as spaces. A long item table continues on the next page under a repeated header row, the totals stay together, and a long note runs on to the next page.

Totals

Below the items you'll see, in order:

• Subtotal (the order total before tax).

• Sales Tax, shown with the rate in the label, for example Sales Tax (5%).

• Total Amount (the subtotal plus sales tax).

• Deposit Due (the deposit amount from the payment plan) and Balance Due (what's still owed after the deposit).

Where the tax rate comes from. MonuDesk works down this order until it finds a rate: a rate typed manually on the order, then (when Automatic Tax Calculation is on in Settings → Taxes) the rate for the purchaser's ZIP code, then the cemetery's county or zone rate, then the Default tax rate set on the order's location in Settings → Office Locations, then your company-wide default. A saved order keeps the rate it was saved with. The question mark next to the rate on the pricing card names which of those is being used.

Totals shown gross. A company in Germany, Austria or Switzerland can set How totals are shown in Settings → Taxes to gross for a kind of customer (private or business). Its totals for that customer then read Net amount, VAT with the rate, and Total incl. VAT instead. The quote and contract print their totals the same way. Every company starts on net. Companies in other countries do not see the setting, and their totals are always net.

Below the totals: "A deposit is required before any work can begin on this order."

Additional Details

This box prints in place of the drawing pages, on an invoice generated without drawings.

When the order carries an image or a saved cemetery location map, Generate Invoice opens a picker first. Under Select images you can untick every image and still press Generate; the dialog then reads "No images selected — the invoice will carry the order's inscription details instead of a drawing." The invoice you get has no drawing pages and this box instead. Ticking only the cemetery map counts as no drawings, so that invoice prints Additional Details plus the map in its own Cemetery Location box.

Under the Lettering sub-header, each decedent appears under a Decedent heading, numbered Decedent 1, Decedent 2, and so on, laid out in two columns when there is more than one. For each decedent you'll see:

• Given Names

• Surname, with (both sides) appended when the surname is engraved on both sides

• Dates, shown as birth – death

• Additional Text

• Facing

Only fields that actually carry text are printed, so a decedent with nothing filled in is left out of the box rather than printing a column of empty labels. Only the inscription content prints on a customer document: the engraving styles you picked stay on the shop ticket, where the shop needs them.

The box also carries a Finishes: line for a stone whose finish is not a recognized short code, printing that finish's per-face breakdown, for example F: Polished | B: Steeled | E: Rock. On an order with more than one stone the line is prefixed with that stone's letter, so it reads Finishes: Stone A and then the breakdown. A clean code such as P5 or S3 already reads in the item table, so it is not repeated here.

A free-text etching description prints in the box as well, in the form Etching (style): description.

With no inscription text, no custom finish and no etching description on the order, the whole Additional Details section is left off the invoice.

Order Notes

Displays whatever was entered in the Order Notes field during the monument configuration.

Signature lines

At the bottom you'll see two signature lines: Signed (for the customer) and Accepted By (for your company). Below it says "Please verify spelling and dates before signing."

Branding and page numbers

Every page of the invoice ends with your company name in bold above Powered by MonuDesk, centered at the bottom, with the page number in the bottom-right corner (for example 1/2, 2/2). The same branded footer appears on all of your generated documents.

Related articles:

• How to View and Download Documents

• What the Order Overview Shows

• What's on the Receipt PDF

• What's on the Shop Ticket PDF