Invoices

The Invoice module allows you to create, manage, send, and track customer invoices end-to-end — billing, payment tracking, credit adjustments, and reporting in one place. It integrates with Customers, Payments, Credit Memos, and Reports & Deposits.

Invoice list view

The list page gives a complete overview:

• Summary cards — Total Invoices, Outstanding, Overdue, and Paid amounts.
• Filters & search — search by invoice number or customer; filter by status (Draft, Sent, Paid, Overdue, Void), date range, customer, or amount.
• Table columns — Invoice Number, Customer, Invoice Date, Due Date, Amount, Balance, Status.
• Row actions — View, Edit, Record Payment, Send, Download PDF, and more (Void / Duplicate).
• Bulk actions — select multiple invoices to Send, Export, or Delete/Void.

Invoice lifecycle

Draft (not finalized, fully editable) → Created (saved, not sent) → Sent (delivered to customer) → Partially Paid (payment received, balance pending) → Paid (fully settled). Invoices past their due date become Overdue; cancelled invoices are Void.

Creating an invoice

1. Click Create Invoice.
2. Enter header details — Customer, Invoice Number (auto/manual), Invoice Date, Due Date.
3. Add line items — item/description, category/account, quantity, unit price, tax, amount. Totals auto-calculate, rows edit inline, and you can add/remove rows freely.
4. Configure billing — subtotal, discounts, taxes, total.
5. Review the right summary panel — customer details, billing address, payment terms, and a live-updating invoice summary (subtotal, tax, total, balance).
6. Add extras — customer-visible notes, internal notes, attachments, terms & conditions.
7. Save: Save as Draft, Save, Save & Send, or Send for Approval (if enabled).

Missing fields are highlighted and invalid inputs blocked before saving. Customer-based smart defaults (payment terms, tax rules, address) apply automatically.

Sending an invoice

Email directly from the system or download the PDF to send manually. Send, Resend, and Preview before sending are all available.

Recording payments

From the invoice, click Record Payment and enter the payment date, amount, method, and reference. Partial payments are supported — status updates automatically to Partially Paid or Paid.

Issuing a credit note from an invoice

1. Open the invoice and click Issue Credit Note. Customer, invoice reference, and line items auto-populate; you can adjust the amount and select a reason.
2. To apply it: open the invoice via ⋯ → View → More → Issue Credit and apply the credit — or use the Recent Activity section, find Get paid, and click Issue Credit.
3. The credit memo is created and can be applied to invoices. See Credit Memo for the full flow.

Invoice settings

• General — numbering format, default due days, currency.
• Email — template, subject line, default message.
• Tax — default rates, tax inclusive/exclusive.
• Payment terms — Net 15 / 30 / custom.
• Branding — logo, invoice layout, footer text.

Exports & reporting

Export as CSV/Excel or PDF. Supported reports: Invoice Summary, Outstanding Invoices, Aging Report, and Payment Collection Report.

FAQs

Can I edit an invoice after sending it? No — void it and create a new one, or issue a credit note.

What happens when an invoice is overdue? It's marked Overdue and appears in aging reports.

Draft vs Created? Draft is editable; Created is finalized.

Can I apply discounts and taxes? Yes, at line or invoice level.

Can I duplicate an invoice? Yes — handy for recurring billing.

Best practices

Review totals before sending, keep numbering consistent, set clear payment terms, follow up on overdue invoices, and use credit notes instead of editing sent invoices.