Invoices

Make an invoice and send it

1. Press New invoice.
2. Choose the Customer, or choose + A new customer… and type their name and where invoices go.
3. Check the Invoice date. The day it is Due follows from the customer's terms; change it if you agreed another.
4. Pick each line from Items & prices, or type what it is for, how many and the price. Choose its tax.
5. Press Add a line for more: up to 50. The totals add up as you type.
6. Press Send…. It shows exactly who receives it and what posts to the book.
7. Press the button that sends it to their address, or Number and post it, no email to hand it over yourself.

Then: It takes the unit's next number and posts to the unit's book on its date: what is owed to us goes up, and each line's income and the tax collected with it. The customer gets the invoice as a PDF and a link of their own to view it and pay by card or bank transfer. Sent, it is never changed: a credit note corrects it.

Rather not? Not ready? Press Save draft: a draft is in no book and has no number until it is sent.

Grace makes an invoice for Northfield Health Trust: venue hire $1,200, catering for 60 at $14.50, a projector $80. Pressing Send…, Grace reads that it goes to ap@northfield.example and that $2,150 goes into what is owed to us, then sends it. Northfield opens it the next day, and the invoice says Seen.

Record a payment, all of it or a part

1. Open the invoice from the list.
2. Press Record a payment.
3. Leave the amount as all that is owed, or type less for a part.
4. Give the day it was paid, how, and the account it came into.
5. Press Record it.

Then: It posts on its day: the bank goes up and what is owed to us comes down. Paid in full, the invoice says Paid; in part, Partly paid, with the rest still owed. A card payment on the customer's own page is recorded by itself, once the card company confirms it.

Rather not? Recorded by mistake? Press Undo beside it under Still owed: its entry is reversed, on the record, and the amount is owed again.

Kestrel Logistics pays half of KHR 8,200,000 by bank transfer. Sophea records KHR 4,100,000 on the day it arrived; the invoice says Partly paid, KHR 4,100,000 still owed.

Remind a customer, or chase everything late

1. To remind one customer, open the invoice and press Send a reminder.
2. To remind every late invoice you keep at once, press the Remind button above the list: it says how many are late.
3. To stop the reminders on one invoice, press More and choose Stop the reminders.
4. To stop the links already emailed for an invoice — a forwarded email, a mailbox somebody else reads — press More and choose Stop the pay links….

Then: Each reminder carries a fresh link to view and pay. Reminders also go by themselves on the unit's days after the due date — 1, 7, 14 unless Settings › Money › Sales says otherwise — once each.

Six invoices are late. Grace presses Remind 6 late: five go, and one is passed over because its customer has no email address yet.

Correct an invoice: a credit note, a void, or a write-off

1. To take back part or all of a line, press Credit note, type how much of each line, say why, and press Make the credit note.
2. To cancel an invoice sent by mistake with nothing paid on it, press More and choose Void…, and say why.
3. For a debt that will not be paid, press More and choose Write off…, choose the account and say why, then press Write it off.

Then: A credit note has its own number, posts the reverse of what it credits, and is emailed to the customer — at once when you approve money at the unit and did not make, send or last change the invoice, and otherwise once somebody who may approves it. A void reverses the invoice's entry. A write-off puts what is left to bad debts. Each stays on the record with the invoice.

Who: Asking for a credit note and voiding need Record money at the unit. A write-off needs Approve money there, and is done by somebody who did not make, send or last change the invoice.

Summit Foods Co. has closed and its NPR 145,000 will not be paid. Grace made the invoice, so the board's treasurer writes it off to bad debts, saying the company closed; the invoice says Written off.

Approve a credit, or reopen a write-off

1. Open the invoice. A credit waiting for approval shows above Still owed, with who asked for it and why; Finance › Overview lists the ones waiting on you.
2. Press Approve to let it take effect, or Decline and say why. Whoever asked for it can Withdraw it instead.
3. For a written-off debt that is being paid after all, press Reopen the write-off and say why.

Then: Approved, the credit is numbered, posted and emailed as if it had been made then. Declined or withdrawn, nothing is posted and it stays on the record. Reopened, the write-off is reversed on the day and the invoice is owed again, so its payments are recorded as any other's.

Who: Approve money at the invoice's unit. A credit is not approved by whoever asked for it, nor by whoever made, sent or last changed the invoice; a write-off is not reopened by whoever wrote it off.

Grace asks for a $29 credit on Northfield's invoice: two fewer came to lunch. The board's treasurer sees it on the Overview, opens the invoice and approves it, and Northfield gets credit note CN-MA-2026-0004.