Invoices & Payments
Bill customers, record what you owe carriers and vendors, and track every payment until the balance is zero.
Invoice types
Receivable
Money a customer owes you. Usually created with Generate Invoice on an order.
Payable
Money you owe a carrier or vendor. Create it from Invoices → New Invoice.
Statuses
- Draft: can still be edited or deleted.
- Sent (receivable) or Approved (payable): the invoice is locked and payments can be recorded.
- Partially Paid and Paid: set automatically as you record payments.
Overdue is not a separate status. Use the Overdue filter on the Invoices list to see sent or approved invoices that are past their due date and still unpaid.
Creating an invoice
- For customers, open the order and click Generate Invoice. The subtotal, customer, currency and due date are filled in from the order (see Orders). For payables, go to Invoices → New Invoice and choose Payable.
- Check the Invoice Date, the Due Date and the Linked Shipment.
- Under Amounts, enter or check the subtotal, then any discount and tax. The total is calculated for you.
- Save. The invoice stays Draft until you mark it sent or approved.
Tax by country
The tax fields follow your workspace's home country. Tax is always calculated after the discount.
| Country | Tax fields |
|---|---|
| United States | Tax Rate % |
| Canada | GST / HST %, plus the party's GST/HST number |
| United Kingdom | VAT %, plus the party's VAT number |
| India | GST at 5%, 12%, 18% or 28%. Intra-state is split into CGST + SGST; inter-state uses IGST. Also the party's GSTIN, and the e-way bill number from the shipment. |
Sending an invoice
- Open the invoice and click PDF to download it. The PDF uses your company details and your country's tax layout.
- Send the PDF to your customer yourself.
- Click Mark Sent (or Approve for a payable).
Recording payments
- Open a sent or approved invoice and click Record Payment.
- Enter the amount, date and method (Bank transfer, Cash, Cheque, Card or Other), and a reference if you have one.
- Save. Part payments are fine; the invoice shows Paid and Balance Due, and becomes Paid when the balance reaches zero.
You can't record more than the balance due.
Documents
The invoice page has a Documents panel. Use it to keep supporting paperwork (such as proof of delivery or the carrier's own invoice) with the invoice. Delivery proof from the linked shipment is shown there too.
Cancelling
Use Cancel Invoice instead of deleting an invoice that has been sent. Draft invoices with no payments can be deleted.
Last updated September 2026 · Something unclear or out of date? Tell us.