What's on the Invoice PDF

Read every section of the invoice MonuDesk generates — the base layout your contract, quote and receipt build from, including the per-face finish breakdown and what QuickBooks records.

Written By Dennis Rodin

Last updated 7 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. 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.

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). 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, use the background eraser in that field before saving, otherwise the white box prints as a grey rectangle on the PDF. Any image 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. 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.

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, Urn, and Etching show the selected options. 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.

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.

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 and confirms with a message. 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.

Two things to know about stone names. The band only prints when the order has two or more stones, so on a single-stone order you can type a name and it will never appear on a document. And the Finishes line inside the Additional Details box still uses the letter. It reads Finishes: Stone A even when the band above says Husband's Die.

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 (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 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. The tooltip on the order's tax line names which of those is being used.

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), the invoice prints that finish's per-face breakdown, for example F: Polished | B: Steeled | E: Rock. 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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