Creating and Managing Invoices

Overview

This guide explains how to create, edit, issue, and manage invoices in the system.

Step 1 – Issue a New Invoice

Option 1: Starting from a card

  • Click the “New Card” button
  • Select “New Invoice”

Option 2: Starting from the invoicing product

  • Click on “New Invoice”
  • Fill in the customer’s contact information

Step 2 – Edit the invoice main details

Note: A complete postal address for the client is required for issuing an invoice. If it’s missing, the system will prompt an error. To correct this, click the “Edit” button above the client’s information and fill in the necessary details.

Main details you can set:

  • Vendor contact information
  • Customer contact information
  • Payment method
  • Issue date
  • Prompt date
  • VAT type

Step 3 – Adding line items (products or services)

After the main details are set, you can start adding products or services to the invoice.

  • As you type at least 3 characters into the item name field, the system will display suggestions from your product database.
  • If no matching suggestion is found, you can create a new item manually by entering its name, price, unit, and VAT value. It will be saved for future use.

After adding items:

  • Set per-item discounts if needed by clicking on each item
  • You can remove items as needed

Step 4 – Issuing the invoice

Once your line items are finalized, click the “Issue” button to generate the invoice.

You’ll be prompted to either:

  • Issue the invoice only
  • Issue and send it to the client (email required)

You can cancel this process anytime by clicking “Cancel.”

Important: Once issued, invoice data or contents cannot be modified, and the invoice cannot be deleted. Invoices with errors must be voided by creating a storno invoice.
After issuing, the “SAMPLE” watermark will be removed from the document. You can later mark the invoice as paid or issue a storno if necessary.

Issuing a Receipt (Cash Payments Only)

If the selected payment method is “Cash,” the system allows you to generate a corresponding receipt.

You can find the guided steps on the dedicated receipts page.

Deleting an Invoice (Before Issuing)

Invoices can only be deleted before they are officially issued.

To delete a draft invoice:

  • Click the three-dot menu (⋮)
  • Select “Move to Trash”

Once issued, deletion is no longer possible. In that case, use a storno instead.

Storno (Void) an Issued Invoice

To generate a storno invoice:

  • Click the “Storno” button on the issued invoice
  • Confirm with “Yes” when prompted

The system will automatically generate a linked storno invoice and change the status of the original invoice to “Storno.”

Non-VAT Companies

If your business is not VAT registered, you can update this setting:

  • Go to Settings → Products
  • Click on the “Invoicing” module
  • Change the VAT checkbox setting to reflect your company’s status
  • Click “Save” to confirm