Create an Invoice

Generate and send invoices to clients or vendors — with full control over items, taxes, payment terms, and audit visibility.

🔐 Access Control

• Only Admin users or staff with invoice permissions can create invoices
• From the Dashboard, go to Invoice → Plus Icon

🧭 Step-by-Step Invoice Creation

1️⃣ Account Type (Required)

• Choose between Accounting or Projects
• This selection defines how the invoice is tracked and reported
• ⚠️ You cannot change the account type after creation

2️⃣ Billing Type (Auto-selected)

• If Accounting is selected → Billing Type will be Item Wise
• If Projects is selected → Billing Type will be Project Wise
• This field is auto-set and cannot be manually changed

3️⃣ Customer / Client

• Select the recipient from your CRM list
• If not listed, click Create Customer/Client to add them first

4️⃣ Template

• Choose a visual layout for the invoice
• Templates affect branding, logo placement, and field visibility

5️⃣ Dates

• Issue Date: Defaults to today, but can be backdated
• Due Date: Set based on payment terms (e.g. Net 7, Net 30)

6️⃣ Category

• Select a revenue category (e.g. Consulting, Cleaning, Logistics)
• Categories must be pre-created in Accounting Setup

7️⃣ Invoice Number

• Auto-generated (e.g. #INV00001)
• Can be manually edited if permitted by settings

🧩 Adding Items

Click + Add Item to open the item entry form.

For each line item:

• Item Type: Choose Product, Service, or Part
• Item: Select from your item list (must be pre-created)
• Quantity: Enter the number of units
• Unit: Auto-filled from item setup
• Price: Auto-filled or manually adjusted
• Discount: Optional per line
• Tax (%): Select applicable tax rate
• Description: Optional notes for clarity

The system will auto-calculate:

• Subtotal
• Total Discount
• Total Tax
• Total Amount

📤 Final Steps

• Click Create to generate the invoice
• The invoice will be saved in Draft status
• You can edit, review, or send the invoice from the draft view
• Once finalised, use the Send button to email the invoice or share via client portal
• Optionally enable payment integrations (e.g. Stripe, PayPal) for instant settlement

✅ Best Practices

• Ensure all items, categories, and taxes are pre-configured
• Use consistent invoice numbering for audit clarity
• Include payment terms and late fee logic in the template or notes
• Review overdue invoices weekly
• Use sector-fit item descriptions (e.g. Cleaning Visit, Freight Charge, Care Package)
• Link invoices to CRM or Project records for traceability
• Always review draft invoices before sending — especially for tax, due date, and item accuracy