Invoices and invoice payments
For managers. An invoice bills a customer, typically a business, for goods or services to be paid later. It’s separate from the till: it doesn’t take anything out of stock and isn’t a sale. Record the payments against it as they arrive.
Create an invoice
Section titled “Create an invoice”- Go to Invoices and select New Invoice, or select Convert on an accepted quotation.
- Choose the Customer, and add a Customer Address if it should appear on the invoice.
- Choose the Payment Terms: Due on Receipt, Net 7, Net 14 or Net 30. This sets the Due Date from the Invoice Date; you can change it.
- Add a Reference if useful, such as the customer’s order or quote number.
- Add the items, as for a quotation: unit prices are before VAT, and picking a product fills in its price before VAT so the line comes to the till price.
- Add Notes / Terms, and a Footer Override (optional) if this invoice needs a different footer from the one in Settings → Documents.
- Select Save Invoice. It’s saved as a Draft, numbered such as INV-0016.
A draft can still be changed. Once sent, it can’t.
Send it
Section titled “Send it”Select Send. The invoice becomes Unpaid and can take payments. Sending doesn’t email it: open it (select its number) and use Preview PDF or Download Excel to share a copy.
Record a payment
Section titled “Record a payment”- Select Record Payment on the invoice’s row. It shows the outstanding balance.
- Enter the Amount, choose the Method (Cash, M-Pesa, Card or Bank Transfer), and add a Reference (optional) such as the M-Pesa code.
- Select Record Payment.
A payment can’t be more than the balance. Part payments are fine.
Statuses
Section titled “Statuses”| Status | Means |
|---|---|
| Draft | Not sent yet; can be edited |
| Unpaid | Sent, nothing paid |
| Partially Paid | Some paid; the Balance column shows what’s left |
| Paid | Paid in full |
| Overdue | Past its due date with a balance left |
| Cancelled | Cancelled; can’t be sent or paid |
Cancel works on an invoice that hasn’t received any payment, and can’t be undone.
Across the top: Total Invoices (Month); Outstanding, the number of invoices with a balance, and Outstanding Value, how much is owed on them; and how many are Overdue.