Module

Invoices

Under Sales & Payments → Invoices you build formal bills, track statuses and due dates, email customers with a PDF preview, share a customer payment page, and record payments against each invoice. This guide follows the screens you use in the app from the list through edit, detail, email, and payment recording.

Invoices list

The main Invoices page is a dashboard for everything open or historical. Use + Add Invoice (top right) to start a new bill.

Quick status tabs

Three tabs filter the grid and show live counts, for example Unpaid, Draft, and All Invoices. Only one tab style is active at a time; counts update when the table reloads.

Row filters
  • Search Customer — choose a customer to limit rows to their invoices.
  • Search Status — pick a status (Sent, Partially Paid, Paid, Overdue, and so on).
  • From Date and To Date — filter by invoice date range.
Data table

Above the grid, the table's own Search box and entries per page control work like other admin lists. Columns include:

  • Status — color-coded badges (for example Draft, Sent, Partially Paid, Paid).
  • Due Date — the due date plus contextual badges such as Due in X days (green) or Overdue by X days (red).
  • Date — invoice date.
  • Invoice number (for example INV-4).
  • Customer.
  • P.O./S.O. number.
  • Total— amount in your business currency; when the customer's currency differs, a second line can show the equivalent in their currency.
  • Outstanding — balance still owed, again with optional customer-currency line.
  • Actions — dropdown (yellow control) for row commands.

Click anywhere on a row to open that invoice's detail page. The Actions menu typically includes View, Record Payment (when there is an outstanding balance and the invoice is not Draft or Voided), Duplicate, plus Edit and Delete.

Create invoice

From the list, + Add Invoice opens the create form (same line-item layout as edit). You choose customer, dates, line items from Products & Services, taxes, attachments, and terms.

  • Save as Draft — keeps the invoice in draft for internal review.
  • Save & Continue — saves and moves you forward (typically to the invoice detail view to send or collect payment).

Edit invoice

On Edit Invoice, the page title area stays under the main Invoices module; you may see View Invoice to jump back to the read-only detail layout. The footer on edit offers Save & Continue only (no draft shortcut on this screen).

Header fields
  • Customer (required) — shows company name and default currency, for example 9T Sports (CAD).
  • Customer Contact — optional; can show primary contact labeling.
  • Invoice Number (required).
  • Invoice Date and Due Date (required).
  • P.O./S.O. number — optional.
Line items table
  • Drag handle to reorder rows.
  • Item — dropdown from catalog (required).
  • Description, Quantity, Price.
  • Discount — type (for example Percentage or Fixed) and value.
  • Tax Rates — multi-select from configured rates (for example HST).
  • Amount — calculated line total.
  • Trash action to remove a row.

Add an item adds another line. You can open a quick-create modal for a new product/service without leaving the invoice.

Attachments and totals
  • Attachments — drag-and-drop or upload zone; typical extensions include PDF, images, and Office formats, with limits on file count and total size (see validation below).
  • Exchange rate (required) — used when billing currency differs from the customer currency; the summary shows business-currency totals plus a converted customer-currency total.
  • Sub Total, Tax, Total — with discount called out where applicable.
Terms and footer

Large text areas for Invoice Terms and Invoice Footer — often prefilled from Settings → Company Details → Defaults and editable per invoice.

Invoice detail (View Invoice)

The detail view is the hub after an invoice is saved: status, customer, amount due, due date, and a Print control. Content is organized in numbered steps.

  1. Invoice created — created time, due-soon or overdue badges, and actions. For active invoices you get Payment Link (copies or opens the customer payment experience) and Edit Invoice. Draft or voided flows may show Approve instead of payment link until the invoice is ready.
  2. Invoice send — Send Invoice opens the email composer; Mark as Sent is available when the system has not yet recorded the message as sent.
  3. Invoice payments — amount still due and Record a Payment. A table lists each allocation with transaction reference (linked to accounting), date, method, amounts (business currency with optional customer-currency line), and actions such as edit, delete, or receipt.

Below the steps, a full invoice document layout shows logo, your business block, bill-to address, line items, subtotal/discount/tax, total due, total paid, outstanding, customer-currency summary when applicable, and your terms and footer text.

Customer payment page (payment link)

The payment link leads to a public-style page that repeats the key header facts (status, customer, amount due, due date) and shows the same invoice breakdown. The customer enters or confirms an Amount in the gateway currency and uses Proceed to Payment to continue to card checkout (often with reCAPTCHA). Use this when you want the client to pay online without logging into your admin app.

Send Invoice (email)

The email screen is split: on the left, compose; on the right, a PDF viewer with thumbnails and zoom so you can verify the attachment before sending.

  • To (required) — recipient address.
  • CC — pick additional contacts from the customer.
  • Subject (required) — often includes invoice number and business name.
  • Body (required) — rich text with formatting toolbar; content can include merge-style values filled from the invoice.
  • Send — dispatches the message (and attached PDF per your setup).

Record Payment modal

From the list Actions menu or the detail page, Record Payment opens a modal titled Record Payment. Typical fields:

  • Payment Date (required).
  • Amount (required) — business currency with a live customer-currency conversion when the invoice uses a different customer currency.
  • Payment Method (required) — dropdown (for example Bank Transfer, Cash, Cheque, Credit, Credit Card, E-Transfer, Online Payment, Other).
  • Attachment — optional proof file.
  • Notes — optional memo.

Choosing Credit as the method opens the flow to apply existing customer credit; amounts are validated against available credit and the remaining invoice balance. Saving creates accounting transactions you can open from the payments table.

Statuses

Badges on the list and detail view reflect lifecycle state, including for example Draft, Sent, Viewed, Unpaid, Overdue, Partially Paid, Paid, and Voided.

From estimates

You can convert an approved Estimate into an invoice so line items and terms carry over. After conversion, use the same edit, send, payment link, and record payment flows described above. See the Estimates module guide for the conversion step.

Validation rules (from backend)

Saving an invoice (create or update) uses server rules; errors show on the form.

Header
  • Invoice Number: required, max 30, unique per business for invoices
  • Status: optional, draft or unsent from the invoice form
  • Customer: required, must exist
  • Customer Contact: optional, must exist if provided
  • Exchange Rate: required numeric, 0 to 99999.99
  • P.O./S.O. number: optional, max 100
  • Invoice Date: required, system date format, not in the future
  • Due Date: required, on or after invoice date
Line items
  • At least one line required
  • Each item must exist in Products & Services
  • Description optional, max 255
  • Quantity: 0 to 500
  • Price: 0 to 99999.99
  • Tax: optional list of valid tax rate UUIDs
  • Discount: optional fixed or percentage, within discount rules
Terms, footer, attachments
  • Invoice Terms / Footer: optional, max 1000 characters each
  • Attachments: optional, max 10 files, combined size limit enforced
  • Each file: pdf/jpg/jpeg/png/doc/docx/xls/xlsx/ppt/pptx, max 5MB

Delete

Delete is available from the list Actions menu. Removing an invoice clears its lines and attachments and interacts with related transactions; use only when you intend to reverse the bill in your process.

Suggested workflow

  1. Create the invoice (or convert from an estimate); use Draft while internal review is pending.
  2. Save & Continue to the detail page; confirm totals and PDF layout.
  3. Send by email or share the payment link for self-serve card payment.
  4. Record bank/cheque/cash payments in Record Payment; use Credit when applying customer credit.
  5. Use list tabs and due-date badges to chase Unpaid and Overdue invoices.