Invoices

Invoices are generated from orders and sent to customers for payment. You can record partial payments, generate PDFs, and track outstanding balances.

Invoice statuses

Draft Sent Approved Partially Paid Paid Void

Creating an invoice from an order

Open the order and click Create Invoice. The customer, amount, and line items are pre-filled from the order's sell rate.
Review and adjust the line items if needed — add surcharges, fuel levies, or additional charges.
Set the Invoice Date and Due Date (defaults to the customer's payment terms).
Click Save as Draft to review, or Send to email it to the customer immediately.

Sending an invoice

Click Send Invoice on a draft invoice. The system emails the customer a PDF attachment. The invoice status changes to Sent. You can resend at any time.

Recording a payment

Open the invoice and click Record Payment.
Enter the amount received, the payment date, and the payment method (bank transfer, cheque, etc.).
Add a reference number (e.g. the bank transfer reference).
Click Save. If the full amount is paid the invoice moves to Paid. A partial payment moves it to Partially Paid.

Downloading a PDF

Click Download PDF on any invoice to generate a formatted PDF with your company logo and details. The PDF can also be emailed directly to the customer.

Key fields

Field	Description
Invoice #	Auto-generated sequential number.
Customer	The contact being billed — inherited from the order.
Invoice Date	Date the invoice is issued.
Due Date	Payment due date based on customer's payment terms.
Line Items	Individual charges: freight, surcharges, levies, etc.
Tax	GST/VAT applied per line item or at invoice level.
Total	Sum of all line items including tax.
Amount Paid	Total payments recorded against this invoice.
Balance Due	Remaining outstanding amount.
Notes	Printed on the invoice as additional information to the customer.

Tip: You can raise multiple invoices against one order — useful if you need to invoice for additional charges after the original invoice has been sent.