Invoice Management Module
The Invoice module allows you to create, manage, and track various financial documents, including invoices, estimates, and payments. It integrates with contacts, items, and tax settings to streamline billing and financial reporting.
Overview
Before generating or adding any new invoice, the system requires all essential fields and configurations to be defined under the Invoice Settings section. This ensures that invoices are standardized and complete with all necessary business, tax, and client details.
Step 1: Configure Invoice Settings
Navigate to:
Settings > Invoice Settings
Ensure the following are configured:
Company Details
Business name, address, logo, contact information
Tax Fields
GST, CGST/SGST, IGST options and configurations
Invoice Format
Invoice numbering prefix and format standards
Bank/Payment Information
Account details and payment instructions
Custom Fields
PO Number, Terms & Conditions, and other custom data
Document Templates
Standardized layouts for invoices and estimates
Module Features
Add Invoice
Purpose:
To create a professional invoice for a customer or supplier based on services or product items.
- Generate detailed service invoices
- Include product items and quantities
- Apply configured tax settings
- Professional document formatting
Add Estimate
Purpose:
To provide a cost estimate or quotation to a contact before confirming a project or order.
- Create detailed project quotes
- Preview costs for clients
- Convert to invoice later
- Professional estimate formatting
Payment Received
Purpose:
To record full or partial payment made against an invoice for accurate financial tracking.
- Track payment status
- Record partial payments
- Update invoice balances
- Payment history tracking
Contact List
Integration:
When creating invoices or estimates, users can select from the Contact List for client management.
- Select from existing contacts
- Auto-fill client information
- Customer history access
- Billing address management
Item List
Purpose:
To manage billable products/services available for invoicing with predefined details and pricing.
- Manage product catalog
- Set standard pricing
- Track inventory items
- Service item management
Tax
Purpose:
To define tax names and percentage rates for accurate financial calculations and compliance.
- Configure tax rates
- Set up tax types (GST, VAT, etc.)
- Regional tax compliance
- Automatic tax calculations
Module Workflow
Configure Settings
Set up company details, tax rates, and invoice templates in Settings
Manage Items & Contacts
Set up product/service items and client contacts for invoicing
Create Estimates/Invoices
Generate professional documents with configured settings and items
Track Payments
Record payments and monitor invoice status for financial reporting