Invoices & Payments

• Search Invoices — by number or customer.
• Workflow — Draft, Pending Approval, Approved (default), Rejected or Voided.
• Payment state — Open, Overdue, Payment processing, Partially paid, Paid, Payment failed, Refunded, Partially refunded or Written off.
• The summary bars — click Overdue, Not due yet, Unpaid or Paid to filter.

Columns: Invoice Date, No., Name, Total Amount, Due Date, Balance, Status and Action.

1. 1

   Choose the Customer
2. 2

   Check the dates and terms

   Invoice date is required. Pick the Credit terms and the Due date is worked out for you — see Due dates. The Invoice no. is filled in from your number series.
3. 3

   Add line items

   Click Add Line (or Scan barcode) and pick the Product / service, Qty and Rate. The Amount, Tax and Total are calculated per line. An invoice needs at least one line.
4. 4

   Add a message or attachments (optional)

   Message On Invoice is printed on the invoice.
5. 5

   Check the summary

   Subtotal, Discount, Tax, Amount received, Applied credits, Total and Balance due.
6. 6

   Save

   Button	What it does
   Save as Draft	Keeps it as a draft.
   Save and Make Payment	Saves it and opens Receive Payment.
   Save and New	Saves it and starts another invoice.
   Save and Close	Saves it and goes back to the list.

The due date is worked out again when you change the term or the invoice date. Click + Add Credit Term in the list to add a new term.

1. 1

   Turn on Make Recurring invoice

   At the top of the invoice form.
2. 2

   Set the interval

   Daily, Weekly, Monthly or Yearly, with the day of the week or month.
3. 3

   Set when it ends

   Never, By an End Date, or After a number of occurrences.
4. 4

   Choose whether to send it

   Tick “Automatically send the recurring report to customer” to email each invoice.

1. 1

   Add the recipients

   Type an email in To and press Enter. Add Cc or Bcc if you need them.
2. 2

   Choose the attachment

   Attach Report As PDF (default) or Excel.
3. 3

   Write the Subject and Message

   Both are required.
4. 4

   Let the customer pay online (optional)

   Under Online Payments, pick the gateway — Cashfree or CSG Forte. Tick Allow customer to make partial payment to let them pay part of it. Set up online payments first.
5. 5

   Preview, then Send

   If the invoice was sent before, you see who it went to and when, and are asked to confirm.

A reconciled invoice can't be voided or deleted.

Open Billing → Receive Payment → Create Receive Payment, or click Receive Payment on an invoice.

1. 1

   Choose the Customer

   Their open invoices appear under Outstanding Transactions, and any credits under Credits.
2. 2

   Fill in the payment

   Payment Date, Payment Method and Deposit To (the bank account the money went to) are required. The Reference No is filled in for you.
3. 3

   Tick the invoices being paid

   Enter the PAYMENT for each. You can pay part of an invoice; the amount can't be more than its open balance.
4. 4

   Apply credits (optional)

   Credits can't exceed the outstanding amount. Amount Received is the outstanding total minus credits.
5. 5

   Click Save and Close

   Or Save and New.

Payments a customer makes online — through a payment link or Pay Now — are recorded for you.

Until online payments are set up, customers can't pay you online. Connect a gateway on the Connect Payment Services page:

Cashfree

Choose New Merchant Setup or Existing Merchant Setup.

CSG Forte

Service Type → Consent → Business Owner Info → Business Details → Bank Account → Documents.

Application status

The gateway card shows where your application is: Setup, Resume Setup, In Review, Approved, Active or Rejected. Hover a rejected card to see why. Manage Applications lists them all.