Facilio Invoices API

openapi: 3.2.0
info:
  title: Facilio REST Invoices API
  version: 5.0.0
  description: The Facilio REST API gives you programmatic access to Facilio's Connected CMMS — the unified platform for managing property operations at portfolio scale.
  contact:
    name: Facilio Support
    url: https://facilio.com
  license:
    name: Proprietary
servers:
- url: https://{region}.facilioapis.com/{app_name}/api/v5
  variables:
    region:
      description: Regional deployment
      default: us
      enum:
      - us
      - au
      - ae
      - uk
      - us-azure
      - sa
    app_name:
      description: '''maintenance'' for API Key, ''developer'' for OAuth2'
      default: maintenance
      enum:
      - maintenance
      - developer
security:
- apiKey: []
- oauth2: []
tags:
- name: Invoices
  description: Billing records with line items, typically created from quotes. Track costs, taxes, and approval status.
paths:
  /invoice:
    get:
      tags:
      - Invoices
      summary: List invoices
      operationId: listInvoices
      parameters:
      - $ref: '#/components/parameters/page'
      - $ref: '#/components/parameters/pageSize'
      - $ref: '#/components/parameters/select'
      - $ref: '#/components/parameters/expand'
      - $ref: '#/components/parameters/search'
      - $ref: '#/components/parameters/count'
      - $ref: '#/components/parameters/changed'
      - name: sortBy
        in: query
        schema:
          type: string
          enum:
          - id
          - localId
          - invoiceNumber
          - billDate
          - expiryDate
          - sysCreatedTime
          - sysModifiedTime
      - name: sortOrder
        in: query
        schema:
          type: string
          enum:
          - asc
          - desc
          default: desc
      responses:
        '200':
          description: List of invoices
          content:
            application/json:
              example:
                success: true
                data:
                - id: 1
                  localId: 1
                  invoiceNumber: '1'
                  subject: Q-01
                  vendor:
                    id: 1
                  subTotal: 2.0
                  totalCost: 2.0
                  invoiceType: Vendor
                  invoiceStatus: Draft
                  sysCreatedTime: '2026-03-10T08:26:21Z'
                pagination:
                  page: 1
                  pageSize: 50
        '401':
          $ref: '#/components/responses/Unauthorized'
    post:
      tags:
      - Invoices
      summary: Create an invoice
      operationId: createInvoice
      requestBody:
        required: true
        content:
          application/json:
            schema:
              type: object
              required:
              - data
              properties:
                data:
                  $ref: '#/components/schemas/Invoice'
            example:
              data:
                subject: INV-HVAC-Repair
                vendor:
                  id: 1
                quote:
                  id: 7
                invoiceType: Vendor
                lineItems:
                - type: Item Type
                  itemType:
                    id: 1
                  quantity: 10
                  unitPrice: 15.0
                  cost: 150.0
                - type: Service
                  service:
                    id: 1
                  quantity: 2
                  unitPrice: 100.0
                  cost: 200.0
      responses:
        '201':
          description: Invoice created
          content:
            application/json:
              example:
                success: true
                data:
                  id: 2
                  localId: 2
                  subject: INV-HVAC-Repair
                message: Record created
        '400':
          $ref: '#/components/responses/BadRequest'
        '401':
          $ref: '#/components/responses/Unauthorized'
  /invoice/{id}:
    get:
      tags:
      - Invoices
      summary: Get an invoice
      description: Returns a single invoice with all fields and line items.
      operationId: getInvoice
      parameters:
      - $ref: '#/components/parameters/recordId'
      - $ref: '#/components/parameters/select'
      - $ref: '#/components/parameters/expand'
      responses:
        '200':
          description: Invoice details with line items
          content:
            application/json:
              example:
                success: true
                data:
                  id: 1
                  localId: 1
                  invoiceNumber: '1'
                  subject: Q-01
                  vendor:
                    id: 1
                    name: Supplier 1
                  quote:
                    id: 7
                    subject: Q-01
                  workorder:
                    id: 13
                    subject: WO-1
                  approvers:
                  - id: 1
                    name: Alex Johnson
                    email: alex@example.com
                  billDate: '2026-03-25'
                  expiryDate: '2026-03-31'
                  subTotal: 350.0
                  totalCost: 350.0
                  totalTaxAmount: 0.0
                  invoiceType: Vendor
                  invoiceStatus: Draft
                  revisionNumber: 0
                  invoiceVersion: 1.0
                  sysCreatedByPeople:
                    id: 1
                    name: Alex Johnson
                    email: alex@example.com
                  sysCreatedTime: '2026-03-10T08:26:21Z'
                  sysModifiedTime: '2026-03-10T08:26:21Z'
                  lineItems:
                  - id: 1
                    type: Item Type
                    itemType:
                      id: 1
                    quantity: 10.0
                    unitPrice: 15.0
                    cost: 150.0
                    taxAmount: 0.0
                  - id: 2
                    type: Service
                    service:
                      id: 1
                    quantity: 2.0
                    unitPrice: 100.0
                    cost: 200.0
                    taxAmount: 0.0
        '401':
          $ref: '#/components/responses/Unauthorized'
        '404':
          $ref: '#/components/responses/NotFound'
    patch:
      tags:
      - Invoices
      summary: Update an invoice
      description: 'Updates an invoice. When `lineItems` is included, it represents the full desired state.

        Existing line items not in the array are deleted. Include `id` to update an existing line item.'
      operationId: updateInvoice
      parameters:
      - $ref: '#/components/parameters/recordId'
      requestBody:
        required: true
        content:
          application/json:
            schema:
              type: object
              required:
              - data
              properties:
                data:
                  $ref: '#/components/schemas/Invoice'
            example:
              data:
                description: Final invoice
                lineItems:
                - id: 1
                  quantity: 20
                  unitPrice: 15.0
                  cost: 300.0
                - type: Others
                  description: Miscellaneous charges
                  quantity: 1
                  unitPrice: 50.0
                  cost: 50.0
      responses:
        '200':
          description: Invoice updated
          content:
            application/json:
              example:
                success: true
                data:
                  id: 1
                  localId: 1
                  subject: Q-01
                message: Record updated
        '400':
          $ref: '#/components/responses/BadRequest'
        '401':
          $ref: '#/components/responses/Unauthorized'
        '404':
          $ref: '#/components/responses/NotFound'
    delete:
      tags:
      - Invoices
      summary: Delete an invoice
      operationId: deleteInvoice
      parameters:
      - $ref: '#/components/parameters/recordId'
      responses:
        '200':
          description: Deleted
          content:
            application/json:
              example:
                success: true
                message: Record deleted
        '401':
          $ref: '#/components/responses/Unauthorized'
        '404':
          $ref: '#/components/responses/NotFound'
  /invoice/metadata:
    get:
      tags:
      - Invoices
      summary: Get invoice field schema
      description: Returns the field schema for the invoice module, including all declared system fields and any org-specific custom fields with their data type, required/readOnly flags, and lookup targets.
      operationId: getInvoiceMetadata
      parameters:
      - $ref: '#/components/parameters/includeAllowedValues'
      responses:
        '200':
          description: Field schema retrieved successfully
          content:
            application/json:
              schema:
                $ref: '#/components/schemas/ModuleMetaResponse'
        '401':
          $ref: '#/components/responses/Unauthorized'
        '404':
          $ref: '#/components/responses/NotFound'
components:
  schemas:
    InvoiceLineItem:
      type: object
      description: Invoice line item.
      properties:
        id:
          type: integer
          readOnly: true
          description: Line item ID. Include on PATCH to update; omit to create new.
        type:
          type: string
          enum:
          - Item Type
          - Tool Type
          - Service
          - Labour
          - Others
          description: Line item type
        description:
          type: string
          maxLength: 2000
          description: Line item description
        quantity:
          type: number
          format: double
          description: Quantity
        unitPrice:
          type: number
          format: double
          description: Unit price
        cost:
          type: number
          format: double
          description: Total cost (quantity x unitPrice)
        taxAmount:
          type: number
          format: double
          description: Tax amount
        unitOfMeasure:
          type: string
          maxLength: 255
          description: Unit of measure
        itemType:
          type: object
          description: '{id} — required when type is Item Type'
        toolType:
          type: object
          description: '{id} — required when type is Tool Type'
        service:
          type: object
          description: '{id} — required when type is Service'
        labour:
          type: object
          description: '{id} — required when type is Labour'
        tax:
          type: object
          description: '{id} — tax group reference'
    Address:
      type: object
      description: Postal address. Used for site/building locations, storeroom locations, vendor/client/tenant addresses, and quote/invoice billing & shipping addresses.
      properties:
        id:
          type: integer
          readOnly: true
          description: Address record ID
        name:
          type: string
          maxLength: 255
          description: Location name
        street:
          type: string
          maxLength: 255
          description: Street address
        city:
          type: string
          maxLength: 100
          description: City
        state:
          type: string
          maxLength: 100
          description: State or province
        zip:
          type: string
          maxLength: 20
          description: Postal / ZIP code
        country:
          type: string
          maxLength: 100
          description: Country code (e.g. IN, US)
        lat:
          type: number
          format: double
          description: Latitude
        lng:
          type: number
          format: double
          description: Longitude
    Invoice:
      type: object
      description: Invoice with line items.
      properties:
        id:
          type: integer
          readOnly: true
          description: Unique record ID
        localId:
          type: integer
          readOnly: true
          description: Sequential number (sortable)
        invoiceNumber:
          type: string
          readOnly: true
          description: Invoice number (sortable)
        subject:
          type: string
          maxLength: 255
          description: Invoice subject
        description:
          type: string
          maxLength: 2000
          description: Invoice description
        notes:
          type: string
          maxLength: 2000
          description: Additional notes
        quote:
          type: integer
          description: Source quote ID
        vendor:
          type: integer
          description: Vendor ID
        client:
          type: integer
          description: Client ID
        tenant:
          type: integer
          description: Tenant ID
        workorder:
          type: integer
          description: Related work order ID
        approvers:
          type: array
          items:
            type: object
          readOnly: true
          description: Approver list
        billToAddress:
          description: Billing address
          allOf:
          - $ref: '#/components/schemas/Address'
        shipToAddress:
          description: Shipping address
          allOf:
          - $ref: '#/components/schemas/Address'
        billDate:
          type: string
          format: date
          description: Bill date (sortable)
        expiryDate:
          type: string
          format: date
          description: Expiry date (sortable)
        subTotal:
          type: number
          format: double
          readOnly: true
          description: Subtotal before tax
        totalCost:
          type: number
          format: double
          readOnly: true
          description: Total cost including tax
        totalTaxAmount:
          type: number
          format: double
          readOnly: true
          description: Total tax amount
        invoiceType:
          type: string
          enum:
          - Vendor
          - Client
          - Tenant
          description: Invoice type
        invoiceStatus:
          type: string
          description: Invoice status — pass display name (e.g. 'Draft', 'Invoice Delivered') or numeric ID. Use `GET /picklist/invoice/invoiceStatus` for valid values.
        revisionNumber:
          type: integer
          readOnly: true
          description: Revision number
        invoiceVersion:
          type: number
          readOnly: true
          description: Version number
        lineItems:
          type: array
          description: 'Line items. `type` values: Item Type, Tool Type, Service, Labour, Others.'
          items:
            $ref: '#/components/schemas/InvoiceLineItem'
        sysCreatedByPeople:
          readOnly: true
          allOf:
          - $ref: '#/components/schemas/User'
        sysCreatedTime:
          type: string
          format: date-time
          readOnly: true
          description: Created (sortable)
        sysModifiedByPeople:
          readOnly: true
          allOf:
          - $ref: '#/components/schemas/User'
        sysModifiedTime:
          type: string
          format: date-time
          readOnly: true
          description: Modified (sortable)
    ModuleMetaResponse:
      type: object
      description: Response body for GET /{moduleName}/metadata.
      properties:
        success:
          type: boolean
        data:
          type: object
          properties:
            module:
              $ref: '#/components/schemas/FacilioModule'
            fields:
              type: array
              description: 'Ordered list of fields for the module.

                Standard Facilio modules return built-in fields first, followed by any fields your organization added.

                Custom modules return all fields.

                '
              items:
                $ref: '#/components/schemas/FacilioField'
    FacilioModule:
      type: object
      description: A single entry in the module catalogue returned by GET /modules.
      properties:
        name:
          type: string
          description: Module name used in all API paths (e.g. `workorder`, `custom_employees`)
        displayName:
          type: string
          description: Human-readable module label (e.g. `Work Orders`, `Employees`)
        description:
          type: string
          description: Module description as configured in Facilio Setup. Omitted when blank.
        isCustom:
          type: boolean
          description: '`true` for modules created by your organization; `false` for standard Facilio modules'
    FacilioField:
      type: object
      description: Schema descriptor for a single field within a module.
      properties:
        name:
          type: string
          description: Field name used in API requests and responses (e.g. `subject`, `po_reference_workorder`)
        displayName:
          type: string
          description: Human-readable field label
        dataType:
          type: string
          description: 'Field data type. Common values:

            `STRING`, `NUMBER`, `DECIMAL`, `BOOLEAN`,

            `DATE`, `DATE_TIME`,

            `BIG_STRING` (large text, excluded from list responses),

            `LOOKUP` (reference to another record — see `lookupModuleName`),

            `MULTI_LOOKUP` (multi-reference — see `lookupModuleName`),

            `ENUM`, `SYSTEM_ENUM`, `STRING_SYSTEM_ENUM` (picklist types)

            '
          example: STRING
        required:
          type: boolean
          description: '`true` if this field must be provided on record creation'
        readOnly:
          type: boolean
          description: '`true` if this field cannot be set or modified via the API (e.g. auto-generated system fields)'
        isCustom:
          type: boolean
          description: '`true` for fields added by your organization; `false` for standard built-in fields'
        sortable:
          type: boolean
          description: '`true` if this field can be used as a `sortBy` value on the list API'
        lookupModuleName:
          type: string
          description: Present only on `LOOKUP` and `MULTI_LOOKUP` fields. The name of the target module (e.g. `site`, `users`, `ticketstatus`).
        max_length:
          type: integer
          description: 'Maximum number of characters accepted by the V5 write API for text-style fields.

            Present only when the field''s `dataType` is one of:

            `STRING` (255), `LARGE_TEXT` (2000), `BIG_STRING` (32000).

            Omitted for all other data types.

            '
          example: 255
        allowed_values:
          type: array
          description: 'List of acceptable write values for picklist-capable fields. Present **only when the request includes `?includeAllowedValues=true`** AND the field is one of:

            `ENUM`, `SYSTEM_ENUM`, `MULTI_ENUM`, `STRING_SYSTEM_ENUM`, or a `LOOKUP` targeting a system picklist module (e.g. `ticketstatus`, `ticketpriority`, `ticketcategory`, `tickettype`).

            Each entry uses `{label, value}`; the `value` is the canonical form accepted by create/update payloads.

            '
          items:
            type: object
            properties:
              label:
                type: string
                description: Display label as shown in the UI
              value:
                type: string
                description: Canonical value accepted by create/update for this field and filtering
    User:
      type: object
      description: 'Expanded object for lookups to the `users` module.

        On list API, user lookups return `{id}` only unless `?expand=` includes that field.

        When expanded (single-record GET, create/update responses, or list with `expand`): fixed set `id`, `name`, `email`, `phone` (see **Lookup fields in responses**).

        '
      properties:
        id:
          type: integer
          format: int64
          description: User ID
        name:
          type: string
          description: User's full name
        email:
          type: string
          description: User's email address
        phone:
          type: string
          description: Phone number when present
    Error:
      type: object
      description: Error response
      properties:
        success:
          type: boolean
          example: false
        error:
          type: object
          properties:
            code:
              type: string
              description: Machine-readable error code
            message:
              type: string
              description: Human-readable error message
  parameters:
    search:
      name: search
      in: query
      description: Free-text search on the primary field (subject, name, etc.)
      schema:
        type: string
    select:
      name: select
      in: query
      description: Comma-separated field names to include in the response
      schema:
        type: string
    recordId:
      name: id
      in: path
      required: true
      description: Record ID
      schema:
        type: integer
        format: int64
    changed:
      name: changed
      in: query
      description: 'Delta sync: returns records created/modified after this UTC timestamp'
      schema:
        type: string
        format: date-time
    includeAllowedValues:
      name: includeAllowedValues
      in: query
      description: 'When `true`, the metadata response adds `allowed_values` ([{label, value}]) on every picklist-capable field — `ENUM`, `SYSTEM_ENUM`, `MULTI_ENUM`, `STRING_SYSTEM_ENUM`, and `LOOKUP` fields targeting system picklist modules (status, priority, category, type, ...).

        Default `false` keeps the original metadata payload (no enrichment, no extra DB calls).

        Use this to discover acceptable write values without round-tripping `GET /picklist/{moduleName}/{fieldName}` for every picklist field.

        '
      schema:
        type: boolean
        default: false
    count:
      name: count
      in: query
      description: Include total record count in response
      schema:
        type: boolean
        default: false
    expand:
      name: expand
      in: query
      description: 'Comma-separated lookup field names to expand on **list** endpoints (max 5).

        Expanded objects follow the same rules as single-record GET (see **Lookup fields in responses** in the API overview).

        '
      schema:
        type: string
    page:
      name: page
      in: query
      description: Page number (1-based)
      schema:
        type: integer
        default: 1
    pageSize:
      name: pageSize
      in: query
      description: Records per page (max 200)
      schema:
        type: integer
        default: 50
        maximum: 200
  responses:
    NotFound:
      description: Record or module not found
      content:
        application/json:
          schema:
            $ref: '#/components/schemas/Error'
          example:
            success: false
            error:
              code: RECORD_NOT_FOUND
              message: Record with the given ID was not found
    Unauthorized:
      description: Missing or invalid authentication credentials
      content:
        application/json:
          schema:
            $ref: '#/components/schemas/Error'
          example:
            success: false
            error:
              code: UNAUTHORIZED
              message: Missing or invalid authentication credentials
    BadRequest:
      description: Validation error — missing required fields, invalid field values, or malformed request body
      content:
        application/json:
          schema:
            $ref: '#/components/schemas/Error'
          example:
            success: false
            error:
              code: VALIDATION_ERROR
              message: 'Required field(s) missing: name'
  securitySchemes:
    apiKey:
      type: apiKey
      in: header
      name: x-api-key
      description: Personal access token
    oauth2:
      type: oauth2
      description: Supports authorization_code and password grant types
      flows:
        authorizationCode:
          authorizationUrl: https://us.facilioapis.com/identity/oauth2/authorize
          tokenUrl: https://us.facilioapis.com/identity/oauth2/token
          refreshUrl: https://us.facilioapis.com/identity/oauth2/token
          scopes: {}
        password:
          tokenUrl: https://us.facilioapis.com/identity/oauth2/token
          refreshUrl: https://us.facilioapis.com/identity/oauth2/token
          scopes: {}