Invoice Management
The Invoice module provides complete billing and invoicing capabilities including invoices, estimates, payments, and financial tracking.
Streamline your billing process with professional invoice templates, automatic calculations, and comprehensive payment tracking.
Invoice Status
Draft
Not yet sent
Sent
Delivered to client
Viewed
Client has seen it
Paid
Payment received
Overdue
Past due date
Cancelled
Voided invoice
Creating Invoices
Select Client
Choose from contact list - client details auto-fill
Invoice Details
Set invoice number, date, due date, and payment terms
Add Line Items
Select from item list or create new, set quantity and price
Apply Discounts
Add percentage or fixed amount discounts at item or invoice level
Add Notes
Include payment instructions, terms, and thank you message
Review and Send
Preview invoice, check calculations, and send via email
Estimates
Create quotes and proposals for clients before confirming projects or orders.
Estimate Features
- Create detailed proposals
- Client approval workflow
- Set validity period
- Professional estimate templates
Convert to Invoice
- Track client response
- Convert approved estimate to invoice
- All details transfer automatically
- Quick invoice generation
Recording Payments
Record payments and track payment history matched to invoices.
How to Record Payment
- Go to Invoice > Payment Received
- Click "Add Payment"
- Select invoice
- Enter amount (full or partial)
- Select payment method
- Add payment date
- Save payment - invoice status updates
Payment Methods
Cash, Bank Transfer, Credit Card, Check, Online Payment
Partial Payments
Record multiple payments against a single invoice
Payment Receipts
Generate and send payment confirmation receipts
Invoice Contact List
Manage billing contacts and view client billing history.
Contact Information
- Contacts with invoice history
- Billing summary per contact
- Outstanding balances
- Payment history
Quick Actions
- Create new invoice
- View statements
- Send payment reminders
- View all client invoices
Item List
Manage products and services as reusable line items with consistent pricing.
Adding Items
- Go to Invoice > Item List
- Click "Add Item"
- Enter item name and description
- Set price
- Associate tax (optional)
- Save item for use in invoices
Predefined Items
Quick selection when creating invoices
Consistent Pricing
Standardized prices across all invoices
Tax Association
Pre-configure tax rates for each item
Tax Configuration
Configure tax rates and types for accurate calculations and compliance.
Common Tax Types
- Sales Tax
- VAT (Value Added Tax)
- GST (Goods and Services Tax)
- Service Tax
Tax Features
- Multiple tax rates
- Tax groups
- Automatic calculation
- Tax reporting
Invoice Features
Templates
- Multiple template designs
- Customize with logo
- Header and footer options
- Color schemes
Automation
- Recurring invoices
- Automatic reminders
- Overdue notifications
- Payment receipts
Reporting
- Revenue reports
- Outstanding invoices
- Payment trends
- Client statements
Ledger
Financial transaction log tracking all credits, debits, and account balances.
All Transactions Recorded
Complete history of all financial activities
Credit and Debit Entries
Clear tracking of money in and out
Running Balances
Real-time balance calculations
Export for Accounting
Export data for external accounting systems
Using Ledger
- Go to Invoice > Ledger
- View transaction list
- Filter by date range, type, or client
- Export for records
Best Practices
Invoice Management
- Send invoices promptly
- Set clear payment terms
- Follow up on overdue invoices
- Keep records organized
Pricing
- Maintain updated item list
- Regular price reviews
- Clear descriptions
- Consistent tax application
Payments
- Record payments immediately
- Match to correct invoices
- Send payment receipts
- Reconcile regularly