Sales Invoices

Sales invoices are documents you send to customers to request payment for goods or services sold. They record the sale, reduce stock, and provide a formal record for your accounting and the customer.

What Are Sales Invoices?

A sales invoice is a formal request for payment sent to a customer. It lists the items or services sold, quantities, prices, taxes, and the total amount due. Invoices serve as legal documents for both parties and can be created from sales orders or independently.

How to Create an Invoice

Create New Invoice
Go to Inventory → Invoices and click "Create Invoice" or "New Invoice".
Select Customer
Choose the customer from the dropdown. If creating from a sales order, the customer and items may be pre-filled.
Enter Invoice Details
Set the invoice date, due date, and select the warehouse. Add line items with quantities and rates.
Apply Discount
Optionally add a discount (percentage or fixed amount). Tax is calculated automatically based on item settings.
Save
Click "Save" to create a draft or "Save & Send" to send the invoice to the customer. Stock is reduced when the invoice is saved.

Invoice Form Fields

Field Required Description
Customer Required The customer to whom the invoice is sent. Select from your existing customers.
Invoice Date Required The date the invoice is issued. Used for accounting and reporting.
Due Date Optional When payment is due. If not set, a default may be applied based on your settings.
Invoice Number Auto Automatically generated by the system. Unique per company.
Warehouse Required The warehouse from which stock is deducted. Stock is reduced when the invoice is saved.
Items Required Line items with quantities and rates. At least one item is required.
Discount Optional Percentage or fixed amount discount applied to the invoice total.
Tax Auto Calculated automatically based on item tax settings and applicable tax rates.
Notes Optional Additional notes or terms displayed on the invoice.

Items Line Columns

Items Line Columns
Item
The product or service being sold. Select from your item catalog.
Description
Optional description or notes for the line item.
Quantity
Number of units sold. Must be greater than zero.
Rate
Unit price per item. Defaults from item master if available.
Tax
Tax applied to the line. Calculated from item tax settings.
Amount
Line total (Quantity × Rate). Calculated automatically.

Invoice List Columns

Invoice List Columns
Invoice #
Unique invoice number. Click to view or edit.
Customer
The customer to whom the invoice was sent.
Date
Invoice date.
Due Date
Payment due date.
Amount
Total invoice amount.
Status
Current status: Draft, Sent, Paid, Partially Paid, Overdue, or Cancelled.

Invoice Statuses

  • Draft — Invoice is being prepared or saved but not yet sent to the customer.
  • Sent — Invoice has been sent to the customer and is awaiting payment.
  • Paid — Full payment has been received.
  • Partially Paid — Some payment received but balance remains.
  • Overdue — Due date has passed and payment is outstanding.
  • Cancelled — Invoice has been voided.

How to Print or Download Invoice as PDF

Open the invoice and click "Print" or "Download PDF". The system generates a professional invoice layout with your company details, logo, and line items. You can print or save the PDF for your records or to send to the customer.

How to Mark Invoice as Paid

Open the invoice and click "Record Payment" or "Mark as Paid". Enter the payment amount, date, and payment method. If the amount matches the total, the invoice status changes to Paid. For partial payments, the status becomes Partially Paid.

How Stock Is Reduced When Invoice Is Created

When you save an invoice with stock-tracked items, the system automatically reduces the quantity on hand in the selected warehouse. Stock is deducted at the time of saving, not when the invoice is sent or paid. This ensures your inventory reflects what has been sold.

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Sales Orders
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Purchase Orders