Invoicing: quotes, invoices and payments

The Invoices app

Open Invoices. The left menu has Dashboard, Invoices, Quotes, Credit notes, Customers, Items, Payments, Recurring, Reports and Settings. The dashboard summarises Outstanding, Overdue and Paid this month, shows an Aging of what's owed chart and your Top customers.

First-time setup

Open Settings and fill in your business name, address and payment instructions (the app prompts you with "Add your business name, address and payment instructions so they appear on your invoices"). Also set:

• Default currency and Brand colour and Logo.
• Payment terms, for example days after the invoice date.
• Quotes valid for (days).
• Tax rates (Rate %, for example VAT), which you then choose on lines.
• Defaults and numbering, Email messages and Automatic reminders and late fees. For reminders, set when to send relative to the due date; a negative number is before.

Customers and items

On Customers, add customers one at a time, import them from your Contacts or Import customers from CSV. Saved Items (products and services with a price and unit) let you pick lines quickly with Pick from items.

Create an invoice or quote

1. Open Invoices (or Quotes) and create a new one.
2. Choose the Customer.
3. Add lines: description, Quantity, Unit price, an optional line discount and the tax.
4. Add a Discount on the whole document if needed, Reference / PO number, Notes (shown on the document) and Terms.
5. Choose Create a draft.

A draft has no number yet. Sending gives this draft its number, so you can edit freely until then.

Send, mark as sent, and download

On an open document:

• Send emails it with the PDF attached. This needs your own mailbox in the workspace.
• If you cannot send from the app, choose Download PDF, send it yourself, then choose Mark as sent.
• Send again sends a reminder.
• Duplicate copies it for repeat work.

Quotes

A quote can be marked Accepted or Declined, and Convert to invoice turns it into an invoice, with the quote kept as a record ("Converted to an invoice").

Payment status

Payment status follows the money you record:

1. Open the invoice and choose Record payment.
2. Enter the Amount, the date, the Method and a reference such as a transfer or cheque number.
3. Save. The balance goes down; when it reaches zero the invoice shows as paid.

Payments can be deleted if entered by mistake, and a Receipt (PDF) can be downloaded. Use Refund for money returned.

Corrections

You do not edit an issued invoice silently. Use:

• Credit note to reduce what a customer owes. Choose Issue credit note, then Apply credit or Apply to an invoice.
• Void to cancel a document. It stays in your records marked void, with an optional reason.
• Delete applies only to drafts.

Recurring invoices

Under Recurring, create a schedule for retainers, subscriptions or rent: How often, Next invoice on, Stop after (optional) and Send automatically. Make the next invoice now runs it early.

Reports

Reports shows invoiced totals and who owes what, useful for month-end review.