Invoices

Invoice is a list of products sent or services provided, with a statement of the sum due for these. In short, it is a bill.

• Prerequisite

• How to add an invoice

• How to filter invoices

• How to export invoices

• How to send invoice to customer

• How to make payment to invoices

• How to setup an Invoice Due Reminder Schedule

• Clone Invoice

• Recurring Invoice

Prerequisite

{primary} First, make sure you are logged in.

How to add an invoice

1. At Invoice page , click

2. Select customer by clicking

3. Fill in the necessary fields marked (*). Some explanation of the fields are as such:

   Field	Description
   Customer	(required) Indicates this invoice is belongs to the selected customer
   Invoice Date	(required) The date that this invoice is issued
   Due Date	(required) The date that this invoice is due
   Invoice Number	(required) A running number for invoice with prefix and auto-generated number configured at setting page, see Invoice Setting page
   Ref Number	Optional reference number indicating the invoice
   Payment Term	Indicates the conditions under which a vendor completes a sale. eg. 90 Days Note: Default value will get from customer's payment term
   Journal Type	An entity where it groups the transaction record in selected type, see bottom of Journal Type Setting to configure.
   Notes	Optional field to be added additional notes
   Templates	(required) and automatically filled field, can be configured at templates settings , see How to use template editor
   Discount	Optional field, fixed amount or percentage formats available.
   Add Tax	Optional field, can be selected from list of taxes or create a new tax by clicking on , see How to add new tax

4. Products & services and its price are required fields. Select one/multiple quotation products & services, adjust the amount if necessary.

   

   
   If none of the products & services is desired or if the list is empty, click on the text field following by to add a new product & service.
   Please refer to How to add Products & Services for instructions on how to add a new product & service.

   {info} You can add more products by clicking [ Add a Product & Service]

5. Save invoice or
   By selecting , the invoice will be saved and sent to the client's email

{success} Done 🎉 You can view your new invoice at Invoice page .

How to filter invoices

1. Click on

2. Fill up the filter(s) you need:

   {info} Changes will automatically applied

   

   Field	Type	Description
   Customer	Dropdown with Search	Customer name
   Status	Dropdown	Invoice status: Draft, Due, Sent, Viewed, Overdue, Completed Paid Status: Unpaid, Paid, Partially Paid
   From	Date	Invoice which dated from this date onwards
   To	Date	Invoice which dated before this date
   Invoice Number	Text	Invoice number which matched Invoice's table NUMBER column

Methods to reset filter

1. Click Clear All at filter fields area.
2. Remove the value you have inserted, it will recognized it as no filter input.

How to export invoices

Export Invoices in multiple formats (xlsx, csv)

{primary} You can only export invoices after the table is rendered

1. At Invoice page , click
2. Select export option.
   
3. Confirm the export, filtered status will be displayed as such
   

{info} Invoice table filters can be applied to export module as well. Full list of filters can refer filter list

Export Single Invoice (pdf)

Method 1: via. Invoice's table

1. At Invoice page , click on triple dots at the right most column.
   
2. Click
3. The download will begin.
   
   

Method 2: via. Invoice view

1. At Invoice page , click on triple dots at the right most column.
   
2. Click to view.
3. At view page, click on top right corner's triple dots button
4. Click to begin download.
   • (alt.) Or, move your mouse over the pdf display, click the download icon on the appearing top bar

How to send invoice to customer

Method 1: via. Invoice's table

1. At Invoice page , click on triple dots at the right most column.
   
2. Click
3. Click on the confirm message.
   

   {info} Options on recipient, PDF attachment, copy to myself can be modified before sending in step 3
   

Method 2: via. Invoice view

1. At Invoice page , click to view.
2. Click to send invoice.
3. Sending options are to be referred to step 3 in Method 1.

{success} An email is sent to customer with link to view invoice PDF in both methods 1 and 2

Additional setting

You can setup your 'reply to' email address by following steps:

1. Go to Settings page
2. Then go to Notifications subpage
3. Fill in your 'reply to' email address at [Send Notifications to] field
4. Click

How to make payment to invoices

Method 1: via. Invoice table

1. At Invoice page , click on triple dots at the right most column.
   
2. Click
3. A payment form will pop up, your invoice is auto filled, then fill up the necessary fields marked (*)
   

Method 2: via. Payments screen

{info} Refer to Payment - How to make payment to invoice

How to setup an Invoice Due Reminder Schedule

{info} Prerequisite: create an invoice

1. Click on Edit.
2. At edit page, click
3. Check one of the option and click Save
   

Clone Invoice

If your invoice input seem repetitive, you could use clone feature to haste your work.

1. Pick one invoice, and click on triple dots on right most column.
2. Click on
3. Click [Ok] to confirm the message.
   

{success} A new invoice is created and shall redirect you to edit page.
You can continue your workflow, or adjust necessary information and click

{info} Only Invoice Number is different, it is incremented by 1, the other fields remain the same.

Recurring Invoice

At some point, you may need to generate the same invoice weekly/monthly/yearly, in this case, you could use system's recurring invoice feature to do so.

1. Pick one invoice, and click on triple dots on right most column.
2. Click on Edit.
3. At edit page, click on
4. Fill up the settings.
   

   Field	Description
   Run Recurring Invoice	A switch to enable/disable recurring invoice
   Automatically create invoice on every	select one of options: Weekly, Monthly, Yearly
   On Day	Invoice recurred at which day of the week. applicable only for option: Weekly
   On Date	Invoice recurred at which date of the month. applicable only for option: Monthly, Yearly
   On Month	Invoice recurred at which month of the year. applicable only for option: Yearly
   End Date (optional)	Recurring Invoice schedule will end at set date.
   Send this invoice to customer's email address once created	Optional field to be enabled if clients are to be sent email regarding invoice created

5. Click Done 🎉