How to Create a Structured and Subtotaled Invoice in Luminous

Luminous provides a way to structure invoices with subtotaled line items, grouped by categories, for a polished and professional presentation. Here's how to do it step by step.

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Step 1: Add Categories to Your Invoice Columns

1. Go to the invoice section in Luminous where your line items are listed.
2. Locate the Columns menu.
3. Add the following columns to your invoice:
   • Category
   • Subcategory (if needed for further grouping).

Step 2: Sort Line Items by Category

1. Click the Category column header to sort the line items.
2. Items will now be grouped under their respective categories.

Step 3: Enable Subtotals for Categories

1. After sorting by category, activate the Subtotal by Category option.
2. This will:
   • Display subtotals for each category.
   • Show a clean breakdown of items for a better visual presentation.

Step 4: Customize the Table Layout (Optional)

• You can customize the columns further by adding or removing any that aren't relevant.
• To do this, use the Columns menu and select or deselect columns as needed.

Step 5: Review and Finalize

• Check the table to ensure items are subtotaled and totaled as required.
• The invoice now presents a clear, structured view of products, services, and associated subtotals, making it customer-friendly and professional.

Key Takeaways

• Add the Category (and, if useful, Subcategory) column to the invoice's line items from the Columns menu.
• Sort by category first, then subtotal by category. Sorting is what groups like items together so each subtotal makes sense.
• The invoice shows a subtotal for each group plus the overall total, so customers can see exactly where the money goes.
• You can add or remove columns and sort the entire table to fit what each customer needs to see.

Example: Products and Services on One Invoice

Say you're invoicing a wholesale customer for several sizes of a product, plus a services charge such as setup or custom labeling. Without structure, those lines appear in whatever order they were added, and the customer has to do the math to see what they spent on each type of item.

After sorting and subtotaling by category, the invoice reads in clean sections:

• 100 ml products: every 100 ml line item together, with its own subtotal.
• Services: the service charges grouped separately, with their own subtotal.
• Invoice total: the grand total underneath.

The customer can see at a glance how much went to product and how much went to services, which makes the invoice easier to approve and pay.

When Subtotaled Invoices Help Most

• Wholesale and B2B orders with many SKUs, where buyers check each product line against their purchase order.
• Mixed invoices that combine physical products with services, fees or freight, so each type of charge is clearly separated.
• Customers who allocate costs internally, such as retailers that split spend by department or product line. Category subtotals give them the numbers they need without asking for a breakdown.
• Large or recurring orders, where a consistent, organized layout makes it faster for your customer's accounts payable team to approve and pay.

In each case, a clearer invoice means fewer questions back to your team and a smoother path to getting paid.

Tips for Clean, Customer-Ready Invoices

• Keep categories consistent. Subtotals only work well if products are assigned to categories the same way across your catalog. A product missing a category will land in its own group.
• Use subcategories for big orders. If an invoice has dozens of lines, a second level of grouping, such as size or product line, keeps it readable.
• Hide columns the customer doesn't need. Internal fields add clutter. Keep the columns that help the customer understand the charges.
• Save the layout as a template. If you send the same style of invoice often, set it up once and reuse it.

Common Questions

Do I have to sort before subtotaling? Sorting by category first is what groups the line items together, so each category's subtotal appears as a clean section.

Can I subtotal by something other than category? The common setup is category, and subcategory is available as an additional column for more detailed grouping.

Can I reuse this layout? Yes. See How to Create and Use Invoice Templates. For event orders, see How to Create and Process a Trade Show Invoice in Luminous.

With these steps, you can create clean, well-organized invoices that enhance customer experience and make your offerings more visually appealing.