Optional Field Pills
Nine optional fields sit below the header of a sales document as colored pills. They are hidden by default to keep the form clean — click any pill to reveal the field.
Every sales document — invoices, estimates, sales orders, credit notes, delivery notes and sales receipts — has a row of colored pill buttons under the heading Optional Fields. These pills expose fields that are hidden by default. You only see what you need.
Click a pill to toggle the field on. Click it again to hide it. The field value is preserved even when hidden. Active pills move to the front of the row, and the counter reads how many are on.
All Nine Pills
| Pill | Color | Field Type | What It Does |
|---|---|---|---|
| Subject | Blue | Short text | A brief subject line or title that appears in the document header, just below the document number. Useful for naming a specific project or contract the invoice relates to. |
| Center/Location | Emerald | Dropdown | Assigns the document to a specific branch or location. Applies center-specific item pricing and shows center-specific stock levels in the items table. Offered only when the business has centers, and required when center filtering is on. |
| Project | Orange | Dropdown | Links this document to a project in the Operations module. Revenue from this invoice is attributed to the selected project. Offered only when projects exist. |
| PO Number | Cyan | Short text | The customer's purchase order reference number. Printed on the invoice. |
| Tags | Purple | Multi-select | Attach one or more tags to the document for filtering and reporting. Tags are defined in Settings. Offered only when tags exist. |
| Note | Amber | Textarea | An internal memo visible only to your team. Not printed on the customer-facing document. |
| Attachments | Gray | File upload | Attach supporting documents to the invoice record: signed contracts, delivery confirmations, purchase authorizations, or correspondence. |
| Defer Revenue | Amber | Dialog | Records an upfront payment as deferred revenue and builds the recognition schedule. Invoices, sales receipts and invoice links only; shown when deferred revenue is enabled in Settings. See Deferred Revenue. |
| Recurring | Indigo | Dialog | Turns this document into a recurring template with a frequency, start date, end rule and generation mode. Shown when recurring documents are enabled in Settings. See Recurring Invoices. |
The row is per document type: an estimate or credit note has no Defer Revenue or Recurring pill; a receipt shows Subject, Center/Location, Details/Memo and Attachments. A pill whose data does not exist yet (no centers, no projects, no tags) is not shown at all.
Center Assignment
The Center/Location pill has the deepest operational impact of all optional fields. When you assign a center:
- The items table switches to center-specific pricing if location-based price lists are configured
- Stock badges reflect the inventory balance at that specific branch, not the global total
- Revenue, AR, and cost of sales journal entries are tagged with the center for location-based financial reporting
- The invoice appears in center-filtered views across Sales, Operations, and Finance
For multi-location businesses, assigning the correct center is important for accurate branch-level P&L and inventory tracking.
Project Linking
Linking an invoice to a project via the Project pill enables the following:
- The invoice revenue is counted in the project's income total
- If the project has a budget, the revenue is measured against it
- The project detail page in Operations lists all linked invoices
- Project-level profitability reports compare this revenue against project expenses
Deferred Revenue vs. Recurring
These two pills are often confused:
| Feature | Defer Revenue | Recurring |
|---|---|---|
| What it does | Records one upfront payment as a liability and releases it to revenue across periods | Generates a new invoice automatically on a schedule |
| Number of invoices created | One invoice, many journal entries | Many invoices, one per period |
| Use case | Annual subscription paid upfront | Monthly retainer billed each period |
| Ledger impact | Revenue recognized gradually over the contract period | Revenue recognized fully on each invoice's post date |
Use Defer Revenue when you are paid the full amount upfront but the service is delivered over time. Use Recurring when you invoice periodically for each period of service.
Related
- The form the pills belong to: Creating an invoice.
- The lines the pills sit beneath: Items table and tax.
- What the Recurring pill opens: Recurring invoices.
- What the Defer Revenue pill opens: Deferred revenue.