The Invoicing module transforms orders and services into billable invoices. It supports custom line items, multiple tax rates, discounts (percentage or fixed), payment terms, multi-currency billing, and recurring invoice templates. When an invoice is marked as paid, the system automatically generates the corresponding accounting entries.

Navigate to Business → Invoicing in the sidebar. Youʼll see two tabs: One-time Invoices and Recurring Templates.

Prerequisites

• Clients must exist with billing addresses
• Company branding (name, address, tax ID, bank details, logo) should be configured in Settings
• SMTP must be configured for email delivery
• Chart of Accounts must have revenue and accounts receivable accounts

Invoice Lifecycle

Draft → Sent → Partially Paid → Paid → (Overdue). Invoices start as drafts, are sent to clients via email, and progress through payment statuses. Overdue invoices are flagged automatically. You can void invoices if needed.

Line Items

Each invoice has line items with: type (service/product), description, unit, quantity, rate, discount percentage, and calculated amount. Add or remove line items dynamically. The total is the sum of all line items plus tax minus discounts.

Recurring Templates

Define invoice templates with a frequency (weekly, monthly, quarterly, annually), day of month, start date, and line items. The heartbeat cron automatically creates invoices from active templates on their due dates. Track total generated per template.

Invoice Creation

Create one-time invoices with: client selection (existing or create new), multiple line items (service/product type, description, unit, quantity, rate, discount), tax rate, discount type (none/percentage/fixed), currency, issue date, due date, notes, and terms. You can add or remove line items dynamically.

Recurring Templates

Set up repeating invoices with: template name, client, frequency (weekly/monthly/quarterly/annually), day of month, start date, and line items with tax/discount. Active templates auto-generate invoices on schedule. Toggle templates on/off, generate due invoices manually, edit, or delete.

Invoice Table

Sortable table with columns: Invoice number, Client, Company, Date, Amount, Status (paid/pending/overdue/draft). Actions per invoice: View Details, Send to Client, Void Invoice, Delete Invoice. Click any row to view full invoice detail.

Invoice Detail View

Full invoice rendering with company branding, client details, line items, tax/discount summary, bank details, signatures, and payment tracking. Available actions: Mark as Paid, Download PDF, Send Email, Edit, Delete. Payment method and reference are tracked when recording payments.

PDF Download

Download invoices as PDF files. Choose from 3 templates: Classic (emoji accents), Professional (icon-based), Modern (minimal clean design). PDFs are generated client-side using jsPDF with full formatting.

Email Delivery

Send invoices directly to clients via email. The email modal includes: editable subject line, rich text email body with formatting toolbar, CC/BCC fields, SMTP status check, and template preview before sending.

Invoice Settings

Configure defaults: invoice numbering (prefix, next number, suffix), default currency (10 options: USD/EUR/GBP/AUD/CAD/INR/JPY/CNY/CHF/HKD), default tax rate, default payment terms, and bank details (account name, account number, bank name, branch, routing number, SWIFT code) for payment instructions.

Data Export

Export invoice lists to CSV or Excel for reporting or external processing.

Standard Invoicing Workflow

1. Create invoice: select client, add line items, set tax and discount, choose dates
2. Review and preview the invoice
3. Download PDF or send via email to the client
4. Client makes payment
5. Record payment against the invoice (status updates to Paid)
6. System posts accounting entries automatically

Recurring Invoice Setup

1. Create a recurring template with client, items, and frequency
2. Set the start date and day of month
3. Enable the template (toggle active)
4. The system auto-generates the invoice on the due date
5. Invoice is emailed automatically if configured
6. Monitor generated invoices in the recurring templates tab

• Configure company branding, bank details, and invoice settings before creating your first invoice
• Always preview an invoice and check totals before sending to a client
• Use recurring templates for retainer clients — saves time and prevents missed billing
• Download PDFs for your records before marking invoices as paid
• Record payments promptly to keep AR aging accurate
• Use descriptive line items so clients understand exactly what theyʼre being billed for