Invoices are the backbone of your accounts receivable process. With this feature, you can create detailed invoices, send them to customers, and track their status from “Draft” to “Paid.”
This guide explains how to create new invoices, understand invoice statuses, and record payments.
Create a new invoice
To bill a customer for goods or services, start by creating a new invoice record.
Initialize the invoice
Navigate to Invoices and click New.
Add customer details
In the Customer dropdown, select an existing customer. Set the Invoice Date and Due Date.
Note: The system automatically generates an Invoice# (e.g., INV-216-82/83) based on your fiscal year settings. You can also enter an optional Order# for reference.
Add line items
In the Item section, select a product from your inventory. Adjust the Quantity and Rate.
- Recent Rates: Click the button under the rate field to see historical pricing for this specific customer.
- Add New Line: Click this button to add multiple products to a single invoice.
- Auto fill: Use this if you are converting a Sales Order or Estimate.
Finalize and save
Enter any Terms and Conditions or Notes in the bottom-left text area. Review the Sub Total and Total figures, then click Save.
Manage invoice details
Once saved, the invoice enters its lifecycle. You can track its progress using the status indicators and action bar.
Invoice Status
The status bar at the top right indicates the current state:
- Draft: Created but not finalized.
- Sent: Issued to the customer.
- Partially Paid: Deposit received, balance remains.
- Paid: Full balance collected.
- Overdue: Payment date has passed.
- Void: Invoice cancelled.
Header Actions
Use the top-left action bar for quick management:
- Clone: Duplicate the invoice for recurring orders.
- Print: Download or print a PDF copy.
- Record Payment: Manually log a transaction.
- Delete: Remove the record (permissions apply).
Record payments
Keep your accounts balanced by recording payments as soon as they are received.
Manual payment entry
Open the invoice
Navigate to the invoice detail view.
Select Record Payment
Click the Record Payment button in the top action bar.
Enter details
Input the amount received and the payment date.
Save
Save the transaction. The invoice status will update automatically.
Quick actions
In the right-hand sidebar, the Payments card shows the outstanding balance.
Tip: Click Pay all to immediately record a full payment for the remaining balance in one click.
Handle returns and credits
If a customer returns an item or requires a refund on a paid invoice, you can issue a Credit Note directly from the invoice view.
- Open the relevant invoice.
- Locate the Credit Notes card in the right-hand sidebar.
- Choose your method:
- Manual: Create a custom credit note for a specific amount.
- Credit All: Automatically generate a credit note for the full value of the invoice items.