Invoicing
Issue invoices, record payments, track outstanding amounts, and understand invoice statuses.
How invoicing works#
Invoices bill customers for products or services. Line items can be free-text services or linked inventory products (with warehouse fulfillment on issue). Each invoice has VAT, due dates, and a payment trail. Issued invoices post to the ledger automatically.
Invoice lifecycle#
| Status | Meaning |
|---|---|
| Draft | Editable and not counted as revenue. Delete or edit freely. |
| Issued | Finalized and sent — counts toward revenue and outstanding receivables. |
| Partially paid | Some payment recorded; the remaining amount stays in outstanding. |
| Paid | Fully settled. |
| Overdue | Issued and past the due date — shown as a display state, not a separate status. |
| Void | Cancelled after issuing. Voiding creates a reversal so the ledger stays correct. |
Warning: Issued invoices cannot be silently edited — void and reissue instead. This protects the audit trail and keeps tax reporting consistent.
Creating and issuing an invoice#
- 1Go to Invoicing → New Invoice, or convert an accepted quotation.
- 2Pick the customer (or quick-create one inline) and confirm currency and dates.
- 3Add line items — service, product, shipping, discount, or other — with quantity, price, discount, and VAT.
- 4For inventory products: set the line type to Product, pick a catalog item (SKU — name), and choose the warehouse that will fulfill the sale.
- 5Review the totals: subtotal, tax, discount, and amount due.
- 6Save as draft to finish later, or issue it to make it final.
Warning: Issuing an invoice with tracked inventory products reserves and ships stock from the selected warehouse. If available quantity is too low, issue is blocked until you adjust quantities, warehouse, or stock.
- Product lines pull description and selling price from the catalog; you can still edit them on the document.
- Service and other line types do not require a warehouse or affect stock.
- Converted quotations keep product and warehouse links so stock rules apply when you later issue the invoice.
Recording payments#
Record payments against issued invoices with a date, method, and amount. Partial payments are supported — the invoice moves to Partially paid until the balance reaches zero, then to Paid.
- Payments post to the ledger and update outstanding receivables immediately.
- The dashboard Outstanding pill and collections cards reflect payments in real time.
Tax and compliance#
Invoices follow your workspace jurisdiction. UAE workspaces support FTA-compliant fields such as TRN and place-of-supply emirate; Pakistan workspaces support NTN/STRN and GST handling. Withholding tax can be applied when relevant.