The Invoices module is the where you prepare your invoices and send them to clients / customers.
The Invoices module is accessed through the top menu bar using the Financial button. The main options in the menu:
New Invoice allows you to create a new Invoice and send it to a client.
Search Invoices allows you to search through your existing Invoices and open, edit and view them.
Invoices Dashboard provides you with charts and statistics to give you an overview of the Invoices you have.
New Quote allows you to create a new Quote and send it to a client.
Search Quotes allows you to search through your existing Quotes and open, edit and view them.
Quote Dashboard provides you with charts and statistics to give you an overview of the Quotes you have.
New Credit Note allows you to create a new Invoice and send it to a client.
List Credit Notes lists any credit notes you have in your system.
Search and View / Edit an Invoice
When you click Search Invoices the search form will open in a new tab. This screen has a search panel on the top half and the search results on the bottom half of the screen. It will automatically default to the last 10 invoices.You can search and filter invoices that appear in the results list by typing in the search box/es and clicking the Search button. This will shrink the results list to just invoices that contain your search variables.
To view an Invoice in the list you can either double click the invoice or right click and select View from the options. The full invoice will open in a new tab. The Invoice will look like the following:
[insert screen grab]
Invoices have the following elements:
Client, Address, Attention: when you select a Client from the drop down it will automatically complete the Address and Attention fields according to how the client is established in the Invoicing Details tab on the Client record. For more information see: How To: Setup a Client for Invoicing / Quoting
Invoice Number: this is a unique number (applied by the system) used to identify the invoice
Invoice Status: invoices go through a cycle of status's from Draft, Sent, and Paid - more information can be found below
Invoice Date: this is the date of the invoice, you can set it to any date you wish, usually this is the date that you will send the invoice to the client
Job Number: if you record job numbers then you can use this field to record the Job number. Note that the job number if only displayed on the PDF invoice if there is something entered in this field.
Purchase Order Number (PO Number): if your client has a purchase order number then it can be entered here. Note that the purchase order number if only displayed on the PDF invoice if there is something entered in this field.
Invoice lines are the items / services that you are invoicing for. You can add new invoice lines by clicking the Add New button. You can have unlimited invoice lines on an invoice.
Show rates and duration on printed invoice: this tick box is used to determine if the final PDF invoice will have the rates/items displayed on the invoice. For example, in the pic above, this tick box will determine if "[Qty -1] @ [$20.00 per unit]" will appear on the invoice for the first invoice line.
Show notes on printed invoice: this tick box will determine if the notes you type in the box underneath will appear on the final PDF invoice. This is useful as it allows you to enter private or client facing notes as desired.
Different Status's of Invoices
Invoices are designed to go through the following invoice status's:
Draft: when an invoice is first created it has a status of Draft, invoices can be saved in this status and edited while in this state
Sent: an invoice gets this status when it has been sent to a client / customer, in this state the invoice is typically considered 'final' and no further editing of the invoice would be undertaken. Sent invoices are waiting to be paid by customers.
Paid: when a customer pays the full amount of the invoice then the status will get changed to Paid, in this state the invoice is considered closed
Part Paid: when a customer pays only a portion of the total balance owning then the invoice will have a status of Part Paid.