Track billing and collect payments from your clients.
Creating an Invoice
Invoice creation is a two-step wizard, identical in structure to quotations.
Step 1 — Contact
- Go to Invoices → + New Invoice
- Select a Contact from the dropdown
- Optionally star the contact to Bookmark This Contact
- Under Billing Address, the contact's primary address is auto-populated — edit as needed or click Load Saved Address to select a different saved address
- Under Shipping Address, toggle Use a different shipping address to add a separate delivery address
- Click Next
Step 2 — Settings & Items
| Field | Notes |
|---|---|
| Document No. | Only shown if manual invoice numbering is enabled in Settings |
| Currency | Defaults to your primary currency |
| Date | Required |
| Due Date | Optional; overdue badge appears automatically once this date passes |
| Tax Inclusion Type | Include All Tax / Do Not Include Any Tax / Include Custom Tax |
| Remarks | Internal notes (visible in the Remarks tab on the overview) |
| Notes for Quotation / Invoices | Rich-text field; supports bold, lists, and embedded images. Click Load Preset to insert a saved Note Preset |
Adding Line Items
Click + Product or + Custom to add a line:
- Product — select from your product catalog; unit price is auto-filled
- Custom — enter a free-text name and price directly
Adjust quantity, override unit price, and apply a per-line discount amount. Drag the handle on the left to reorder lines. Toggle each row to enable or disable it without removing it. Click Add Custom Discount to apply a discount across multiple lines.
Bundling Items
Enable Group as bundle on invoice to group items under a bundle label on the printed document. Select one or more rows then click Create Bundle to assign a bundle name.
Click Save to save the invoice as a draft.
Tip
Invoices can also be created automatically from a quotation via Generate Invoice. See the Quotations doc.
Invoice Statuses
| Status | Meaning |
|---|---|
| Draft | Saved but not yet confirmed; details can still be edited |
| Unpaid | Confirmed and issued; awaiting payment |
| Pending | Partially paid; some payment received, balance outstanding |
| Paid | Fully paid |
| Voided | Cancelled; terminal state |
| Refunded | Payment was refunded; terminal state |
The overview page shows a progress stepper: Draft → Unpaid → Partial → Paid. Voided and Refunded are terminal states shown outside the normal flow.
An Overdue badge appears automatically on the invoice when the due date has passed and the invoice is not yet paid, voided, or refunded.
Custom statuses
Define additional statuses in Settings → Custom Statuses (e.g. Disputed, Written Off).
Confirming an Invoice
Invoices start as Draft and can be edited freely. When ready to issue to the client:
- Open the invoice and click Confirm Invoice (from the list ⋮ menu or the overview sidebar)
- Confirm the dialog — once confirmed, invoice details can no longer be changed
The invoice moves to Unpaid status and a PDF is generated.
Warning
Confirming an invoice is irreversible. Review all details before confirming.
Recording Payments
Partial or full payments can be recorded at any time against an Unpaid or Pending invoice.
- Open the invoice overview
- Click Record a Payment in the sidebar
- Fill in the payment details:
| Field | Notes |
|---|---|
| Amount Paid | Can be partial (invoice moves to Pending) |
| Payment Method | Cash, Bank Draft, Credit Card, QR Code, Cheque, Online Transfer, Telegraphic Transfer |
| Payment Date | Required |
| Ref Transaction ID | Optional reference from your payment gateway or bank |
| Status | Success, Pending, In Progress, Cancelled, Refunded, Declined |
All recorded payments appear in the Transactions tab on the overview page. Individual payment records can be deleted if needed.
To mark the full invoice as paid at once, click Mark Invoice as Paid in the sidebar (available when status is Unpaid or Pending).
Invoice Overview
Click any row in the invoices list to open the overview page. The overview shows:
- Status strip — document number, status badge, overdue badge (if applicable), contact, invoice date, due date, and outstanding amount
- Progress stepper — Draft → Unpaid → Partial → Paid
- PDF tab — inline PDF viewer with page navigation and Download button
- Transactions tab — full payment history
- Remarks tab — the remarks entered on the invoice
- Comments tab — internal threaded comments
- Events tab — full activity log
Actions
From the list (⋮ menu)
| Action | When available | What it does |
|---|---|---|
| Confirm Invoice | Draft only | Issues the invoice; moves to Unpaid |
| View PDF | Draft only | Opens the draft PDF in a new tab |
| Create Payment | Not paid | Opens the Record Payment modal |
| Send Email | Non-draft | Emails the PDF to one or more comma-separated addresses |
| Duplicate Invoice | Any | Creates a copy as a new draft |
| Void Invoice | Any non-terminal | Voids the invoice; may require a reason code if configured in Settings |
From the overview sidebar
| Action | When available |
|---|---|
| Edit Invoice | Draft only |
| Confirm Invoice | Draft only |
| Edit Address | Any |
| Edit Remarks | Any |
| Schedule Work | Any non-terminal; creates a linked job from this invoice |
| Mark Invoice as Paid | Unpaid or Pending |
| Record a Payment | Any non-terminal |
| Issue a Refund | Paid only |
| Void Invoice | Any non-terminal |
Warning
Voiding and refunding are permanent status changes. Voided invoices cannot be re-opened.
Scheduling a Work from an Invoice
From the invoice overview sidebar, click Schedule Work to create a job linked to this invoice. Fill in the work details (technician, date, time) in the modal. The work appears in the Works list with a reference back to the invoice.
Filtering & Exporting
Filter the invoices list by date range, status, contact, assigned user, or contact group. A summary card above the table shows totals per status.
To export, select rows (or leave unselected to export all filtered results) then click Export. The export runs in the background; you will be notified when the file is ready.