Creating and Managing Invoices

Overview

Invoices are formal requests for payment for goods or services provided to customers.

Creating an Invoice

Step 1: Start New Invoice

1. Go to "Invoicing" > "Invoices"
2. Click "Create Invoice"
3. You will see the invoice form

Step 2: Select Customer

• Search for existing customer or create new
• Customer details auto-populate
• Verify billing and shipping addresses

Step 3: Add Line Items

1. Click "Add Item"
2. Select product or service
3. Enter quantity
4. Price auto-calculates
5. Repeat for all items

Step 4: Set Invoice Details

• Invoice Date: Date invoice is issued
• Due Date: Payment due date
• Invoice Number: Auto-generated or custom
• Payment Terms: Net 30, Due on receipt, etc.
• Notes: Special instructions or messages

Step 5: Review and Send

• Review invoice details
• Click "Save Invoice"
• Click "Send" to email to customer

Invoice Types

Sales Invoice (Invoice Out)

Invoice you send to customers for payment.

Purchase Invoice (Invoice In)

Invoice you receive from suppliers.

Credit Note

Reduces amount owed by customer (for returns or adjustments).

Debit Note

Increases amount owed by customer (for additional charges).

Invoice Status

Invoice States

• Draft: Invoice not yet sent
• Sent: Invoice sent to customer
• Viewed: Customer has viewed invoice
• Partially Paid: Partial payment received
• Paid: Invoice fully paid
• Overdue: Payment past due date
• Cancelled: Invoice cancelled

Recording Payments

Recording Invoice Payment

1. Go to "Invoicing" > "Invoices"
2. Click on the invoice
3. Click "Record Payment"
4. Enter payment details
5. Click "Save Payment"

Payment Details

• Payment date
• Payment method
• Amount paid
• Reference number

Invoice Management

Editing Invoices

• You can only edit draft invoices
• Sent invoices cannot be edited
• Create credit note to adjust sent invoices

Sending Invoices

1. Go to "Invoicing" > "Invoices"
2. Click on the invoice
3. Click "Send"
4. Select delivery method (email, SMS, etc.)
5. Click "Send"

Cancelling Invoices

1. Go to "Invoicing" > "Invoices"
2. Click on the invoice
3. Click "Cancel"
4. Confirm cancellation

Invoice Templates

Customizing Templates

1. Go to "Settings" > "Invoice Templates"
2. Select template to customize
3. Modify layout and content
4. Add company logo and branding
5. Click "Save"

Template Options

• Professional templates
• Custom branding
• Multiple templates for different purposes

Invoice Reports

Available Reports

• Invoice List
• Outstanding Invoices
• Overdue Invoices
• Invoice Aging Report
• Customer Invoice History

Generating Reports

1. Go to "Invoicing" > "Invoices"
2. Click "Reports"
3. Select report type
4. Choose date range
5. Click "Generate"

Best Practices

• Create invoices promptly
• Use clear descriptions
• Include all relevant details
• Send invoices immediately
• Follow up on overdue payments
• Keep accurate records
• Archive all invoices

Next Steps

After creating invoices:

1. Manage customer information
2. Set up recurring invoices
3. Generate sales reports