Invoices Invoice Statuses Creating an Invoice Adding Line Items Pricing Additional Fields Invoice IDs Online Payments Managing Invoices Viewing Invoices Filtering Duplicating an Invoice Cancelling an Invoice Recording a Refund Credit Notes Debtor Records Deleting an Invoice Export

Invoices

Create and manage invoices for billing customers.

Invoices list with color-coded status badges

Invoice Statuses

Status Color Meaning
Paid Green Fully paid
Partially Paid Blue Some payment received
Unpaid Yellow No payment yet
Overdue Red Past due date

Creating an Invoice

  1. Go to Finance → Invoices
  2. Click New Invoice
  3. Fill in the details:
    • Bill To — Select a Contact or User
    • Contact Person — Sales person responsible
    • Issue Date — When the invoice is issued (backdating allowed if enabled in Organization Settings)
    • Due Date — Payment deadline
    • Payment Method — How payment should be made

Adding Line Items

  1. In the Line Items section, click Add
  2. Select an item from your catalog
  3. Adjust Quantity as needed
  4. Price and description auto-fill from the item

Invoice form with line items section showing subtotal

Pricing

The invoice total is calculated as:

Step Description
Subtotal Sum of line items
+ Pre-tax Levies Configured in Organization Settings
− Discount Percentage or fixed amount
+ Tax Based on tax rate
= Total Final amount due

Invoice form totals breakdown with subtotal, levies, discount, tax, and total

Additional Fields

  • Notes — Information for the customer
  • Terms — Payment terms and conditions

Invoice form showing the payment method field with configured gateways

Invoice IDs

Invoice numbers are auto-generated using your prefix and format from Organization Settings → Finance → Invoices (e.g. INV-00001, INV-ABC123, or a custom value).

Online Payments

If you've configured a payment gateway (Paystack, Stripe, or PayPal) in Organization Settings, the gateway is automatically listed as a payment option on the invoice. Clients viewing the invoice in the Client Portal can pay online directly.

Invoice view with online payment section showing gateway options

Managing Invoices

Viewing Invoices

The table shows:

  • Invoice ID
  • Customer
  • Amount
  • Status (color-coded)
  • Issue and due dates

Invoice view/infolist formatted layout

Filtering

Filter invoices by:

  • Status
  • Customer
  • Date range
  • Amount range

Duplicating an Invoice

Use the Replicate action to create a copy with the same line items and settings.

Cancelling an Invoice

An unpaid invoice can be cancelled from its view page — this is only allowed before any payment has been received. Cancelling voids the invoice and clears any linked debtor record.

Recording a Refund

If a client was refunded outside the app (through your payment provider), use Record Refund on the invoice to log it for your own bookkeeping. This does not move any money — it only records that a refund happened.

Credit Notes

Add a Credit Note to reduce an invoice's outstanding balance without recording it as a payment (for example, a goodwill discount or a billing correction). Credit notes are listed on the invoice and reduce the amount still due.

Debtor Records

If an invoice represents an actual debt owed — rather than a normal pending payment — use Create Debtor Record on the invoice to add it to your Debtors ledger. Once linked, View Debtor jumps straight to that record, and its balance stays in sync with the invoice automatically.

Deleting an Invoice

Invoices are soft-deleted (moved to Trash). You can restore them later.

Export

Download invoices as CSV for reporting.