Invoicing

Invoices bill your customers for what they ordered. You create a draft invoice from a sales order, in full or in parts, or from scratch; when it is ready you issue it, which gives it its final number and locks it. Mistakes on issued invoices are corrected with credit notes.

Where invoices fit

1. A confirmed sales order is invoiced with Invoice, or you create an invoice from scratch.
2. Issue numbers the invoice (for example INV-00001) and makes it final.
3. You email the invoice to the customer with its PDF.
4. Customer payments are applied to the invoice. Its Balance due and Payment status update automatically.
5. With the Accounts Receivable module enabled, every issued invoice and credit note is posted to the general ledger: the customer's receivable is debited, and sales and each tax are credited. See Accounts receivable and General ledger.

Before you begin

• Permissions: you need sales.invoice.read to see the Invoices tab, and sales.invoice.write to create, issue, send and credit invoices. Members can view invoices by default; only administrators can create and issue them. See Permissions.
• Payment terms: the default due date is the invoice date plus the Days to pay an invoice setting (30 days by default).
• Email: to email invoices, your organization needs an email provider (Notifications module) or the server needs a mail server.

Key concepts

Concept	What it means
Kind	Invoice or Credit note. Both are listed on the Invoices tab.
Draft	An invoice being prepared. Drafts have no number yet; the list shows them as "Draft". They can be edited and deleted.
Issued	Final. Issuing gives the next number of the organization's sequence. Issued invoices cannot be changed or deleted.
Number sequence	Invoices and credit notes each have their own sequence (INV-00001, CN-00001). Numbers are given at issue time, in the same transaction, so there are no gaps.
Due date	When the customer should pay: the invoice date plus the payment terms, unless you set another date.
Balance due	The invoice total minus payments applied to it and minus issued credit notes against it.

Open the invoices list

Select Sales in the main menu, then the Invoices tab, or use the command palette: Open invoices.

The list shows each document's Number (or "Draft"), Kind, Customer, Status, Date, Due date, Total, Balance due and Payment status. Filter by Kind (Invoice or Credit note) and Status (Draft or Issued), search with Search invoices, and save views. Hidden columns include Sales order, Owner and Customer reference.

The Invoices tab: invoices and credit notes with their balance and payment status.

Create an invoice from an order

1. Open a confirmed (or partially fulfilled, or fulfilled) sales order and select Invoice.
2. The Invoice dialog lists each order line with what is Left to invoice and a Qty field, prefilled with everything not invoiced yet. Quantities on existing draft invoices count as invoiced.
3. Change the quantities to bill only part of the order. Clear a line's quantity to leave it out.
4. Select Invoice. A draft invoice is created and opens.

Invoicing part of a sales order.

The draft takes the order's customer, contact, currency, customer reference, language and owner. Its lines keep the order's unit prices and discounts. These discounts were agreed on the order, so they are not checked again against the discount limit of the person invoicing. Taxes are calculated for the invoice's date. The order's Invoiced column shows what has been billed for each line.

You can invoice an order several times, for example after each delivery, until every line is fully invoiced.

Create an invoice from scratch

For charges without an order:

1. On the Invoices tab, select New invoice.
2. Choose the Customer and, optionally, the Contact.
3. Check the Currency, Date and Due date. Empty fields get their defaults: the organization's currency, today, and today plus the payment terms.
4. Optionally enter the Customer reference, Language, Owner, Notes and Terms. Terms default to the Default terms of invoices setting.
5. Select Save. The draft invoice opens.
6. Select Edit lines and add products or free-text lines. Pricing, discount limits and taxes work as on quotations. See Add and edit lines.

Edit a draft

While an invoice is a draft you can:

• change its header with Edit (customer, contact, currency, dates, reference, language, owner, notes, terms);
• change its lines with Edit lines;
• download a PDF to check it. A draft's PDF says "DRAFT" instead of a number;
• delete it with the delete button. Only drafts, which have no number yet, can be deleted.

Changing the customer, currency or date of a draft recalculates its taxes; the prices on its lines are kept.

Issue an invoice

1. Open the draft and select Issue.
2. Confirm: issuing "Gives it the next number; it cannot be changed afterwards."

The invoice gets its number (the toast says, for example, "Issued as INV-00012"), its status becomes Issued, and its Payment status starts as Unpaid (or Overdue if its due date has already passed). A banner reminds you that issued invoices are final: credit them to correct them.

An invoice needs at least one line to be issued.

Send an invoice

1. Open an issued invoice or credit note and select Send.
2. Check To (by default, the contact's email address), add any Copy recipients, and check the Subject and Message. Modulix proposes them in the invoice's language, including the total and due date.
3. Select Send. The PDF is attached.

The invoice's Sent date is updated. If no email provider or mail server is set up, the email is only logged and the toast says so.

The invoice PDF shows your organization's details, the customer and its address, the date, due date and customer reference, the order it comes from, the lines with their taxes, the totals, notes, terms and your footer, in the invoice's language.

Correct an issued invoice with a credit note

Issued invoices cannot be edited or deleted. To cancel all or part of one, credit it.

1. Open the issued invoice and select Credit.
2. The Credit dialog lists each line with what is Left to credit and a Qty field, prefilled with everything not credited yet.
3. Change the quantities to credit only part of the invoice.
4. Select Credit. A draft credit note opens, at the invoice's prices.
5. Check it, then select Issue. It gets the next credit note number, for example CN-00003.

Once issued, the credit note lowers the invoice's Balance due by its total. The invoice lists its credit notes on the Credit notes card, and its Lines card shows a Credited column. The credit note's header links back to the invoice it credits.

Credit notes cannot be paid or credited themselves. With the Accounts Receivable module, an issued credit note posts the opposite entry of an invoice. See Accounts receivable.

note

On the Invoices tab, New invoice always creates an invoice. Credit notes are created from an issued invoice with Credit. Credit notes not tied to an invoice can only be created through the REST API.

An issued invoice with its credit notes, payments and balance due.

Invoice page at a glance

Area	What it shows
Header	Number, kind, status, customer, sales order, credited invoice (for credit notes), total, payment status and balance due.
Lines	Description, Qty, Credited (when credit notes exist), Unit price, Discount %, Tax, Amount, and the totals.
Credit notes	The issued invoice's credit notes and their status.
Payments	The payments applied to the invoice, with date, method and amount. See Payments.
Details	Contact, Date, Due date, Paid, Credited, Balance due, Customer reference, Currency, Language, Owner, Issued, Sent, Last reminder, Notes, Terms.

From an issued, unpaid invoice you can also Record a payment and Send a reminder. See Payments.

Statuses

Every invoice and credit note has a document Status:

Status	Meaning	What you can do
Draft	Being prepared, no number.	Edit, edit lines, download PDF, issue, delete.
Issued	Numbered and final.	Download PDF, send, credit (invoices only), record payments and send reminders (unpaid invoices).

Issued invoices also have a Payment status, computed automatically. See Payment statuses.

Related records

• Sales orders: the order's Invoiced column shows what has been billed, and the invoice links to its order.
• Customers: a company's page lists its invoices and credit notes on the Invoices card. Companies and products used on invoices cannot be deleted; merging companies or contacts moves their invoices. See Contacts and companies.
• Books: issued invoices and credit notes are posted by Accounts receivable to the General ledger. A document that cannot be posted (for example, in a closed period) is listed there to post later; it never blocks issuing.

Settings

An administrator with sales.manage changes these in Settings, on the Sales tab.

Setting	Default	Effect on invoices
Prefix of invoice numbers	INV-	Prefix of invoice numbers, given at issue time.
Prefix of credit note numbers	CN-	Prefix of credit note numbers.
Days to pay an invoice	30	Default due date: invoice date plus this many days.
Default terms of invoices	Empty	Prefills Terms on new invoices.
Main color of PDFs (#rrggbb)	#1f2937	Main color of the PDF.
Your details on PDFs: address, tax number… (one per line)	Empty	Your organization's details, such as your address and tax number.
Footer of PDFs	Empty	Text at the bottom of each page.

Permissions

Permissions marked scoped can be granted for your own invoices, your team's, or all invoices.

Permission	What it allows	Granted by default to
sales.invoice.read	View invoices and credit notes (scoped).	Admin, Member
sales.invoice.write	Create, issue and send invoices and credit notes; invoice orders; send payment reminders (scoped).	Admin
sales.invoice.delete	Delete draft invoices (scoped).	Admin
sales.payment.write	Record a payment from an invoice.	Admin
sales.manage	Manage sales settings.	Admin

Troubleshooting

• "Issued invoices cannot be changed: credit them": create a credit note for the wrong lines, then a new invoice with the correct ones.
• "Confirm the order before invoicing it": draft and cancelled orders cannot be invoiced.
• "Everything is invoiced already": every order line is on an invoice. Check for draft invoices of the order on the Invoices tab (filter by Status), since drafts count as invoiced.