Raise an invoice

Use Invoices to bill an outside client, or to give them a quotation first. The suite numbers the document, produces a PDF with a QR code anyone can scan to check it is genuine, and can email it to the client.

You need the Add Invoices permission, which Finance & Accounts officers and billers have. Open Invoices from the Finance part of the menu.

Create the invoice

  1. Select Create invoice at the top right of the Invoices page.
  2. Fill in Invoice Details. If you belong to more than one unit, choose the User group raising it. Then choose the Type (Invoice or Quotation), the Status (leave it as draft until it is ready), the Currency, the Issue Date and the Due Date.
  3. Fill in Client Details. Pick a saved client under Customer (Optional) to fill in their details, or type the Client Name, Client Email and Client Phone yourself. Notes are printed on the invoice.
  4. Add the lines. Select Add Item for each thing you are charging for, and enter its description, Quantity and Unit price. The line total and the Estimated Total update as you type.
  5. Select Create Invoice. You go back to the list, where the new invoice appears with its number.
Creating an invoice for an outside client. Create Invoice is at the bottom of the right-hand column, under the estimated total.
  1. Invoice Details. Unit, type, status, currency and dates.
  2. Client Details. Who the invoice is for.
  3. Line Items. One row per item; the bin icon removes a row.

If you bill the same client often, add them once under Customers. You can then pick them from Customer (Optional) and see all their invoices from their record.

Produce the PDF and send it

  1. Open the invoice from the list.
  2. Select Generate PDF. This produces the document and signs its QR code. Do it again whenever you change the invoice.
  3. Select View PDF to open, print or save it.
  4. Select Send email to email it to the client. The button is greyed out until the invoice has a client email. Sending needs the Send Invoices by Email permission.
  5. Change the status to sent using the list at the top of the Actions card.

How the client checks an invoice

Every invoice PDF carries a QR code. Scanning it opens a public Invoice Verification page (no sign-in needed) at an address ending /verify/invoice/…. It says Verified and authentic and shows the document number, client, dates, grand total and balance due, or explains why it cannot be verified.

The check compares the QR code with the invoice as it is now. If you change the client or the amounts after producing the PDF, select Generate PDF again and send the new copy, or the old one will no longer verify.

Keep the status up to date

Change the status from the Actions card as the invoice moves on:

draft
Being prepared; not yet sent.
sent
With the client.
approved
Accepted by the client (useful for quotations).
partially paid / paid
Money has come in. A Receipt PDF button appears so you can give the client a receipt.
cancelled
No longer due.
expired
A quotation that has passed its date.

The screen does not yet have a place to enter the amount received against an invoice, so the Paid and Balance due figures on the invoice stay as they were created. Record the receipt in your usual cash book and set the status.

Delete an invoice

If your role allows it, Delete at the bottom of the Actions card archives the invoice and removes it from the lists. It asks you to confirm first.

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