What's on the Invoice PDF

Understand every section of the invoice MonuDesk generates — the base layout your contract, quote, and receipt build from.

Written By Dennis Rodin

Last updated 17 days ago

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. The invoice is saved in the order's Files section under the Financial Document category.

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.

Empty fields: If you skipped optional fields when creating the order (cemetery, color, finish, size), the PDF renders Not specified in those positions instead of leaving blank space. Fill in the missing fields from Edit Order and regenerate the PDF to update it.

QuickBooks note: With this release, QuickBooks records each received payment as a Sales Receipt rather than one QuickBooks invoice. That's a behind-the-scenes accounting change only. The customer-facing Invoice PDF is unchanged (its document type stays INVOICE), and there is no separate "Sales Receipt" document in your order's files.

Header information

The top left shows:

  • Invoice Number, Issue Date (the date the order was created),

  • 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 (the monument type, such as "Upright" or "Bevel Marker"),

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

The top right shows:

  • From with your company name, address, and phone number (pulled from Settings → Company Profile).

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

Invoice Number: the invoice shows an Invoice Number rather than the order number. It is the order number followed by a sequence, so the first invoice you generate for an order is ORD-53-1, the second is ORD-53-2, and so on. Your other documents (contract, shop ticket, receipt) still show the plain order number.

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.

  • 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.

  • Base shows the same details for the base.

  • Vase, Porcelain, and Etching show the selected options. Custom accessories display their description.

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.

Totals

Below the items you'll see, in order:

  • Subtotal (the order total before tax).

  • Sales Tax, shown with your rate in the label, for example Sales Tax (5%) (calculated from your tax rate in Settings → Company Profile).

  • Total (the subtotal plus sales tax).

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

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

Additional Details

This box collects the inscription and finish details for the order.

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

The box also lists per-stone Finishes, for example Finishes: Stone A, P5 Polish. When a finish isn't a recognized short code (such as P1–P5 or S1–S5) but a custom per-face breakdown, it shows as Custom Finish. Any empty field shows Not specified.

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.

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