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Invoices live in one place under Invoices. You will find two kinds:
  • Sales invoices are what you bill a customer. Their numbers start with INV.
  • Purchase invoices are what a vendor bills you, usually tied to a purchase order. Their numbers start with PINV.
Invoice numbers run in sequence per store and are never reused, even after an invoice is deleted. That keeps your records complete and auditable.

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Find an invoice

The invoices list has tabs for All, Draft, Sent, Paid, Overdue, and Cancelled, plus search by number or party. You can filter by type (sales or purchase), choose your columns, and export the filtered list to CSV. An invoice moves through a simple lifecycle: draft, then sent, then paid. It can also become overdue or cancelled.

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Create an invoice

1

Start a new invoice

Go to Invoices and select New Invoice.
2

Fill it in

Choose sales or purchase, pick the customer or vendor, and add your line items. Every line needs a description. While you work, the invoice is saved as a draft automatically.
3

Send it

Select Send invoice. For a sales invoice, the customer needs an email address on file.

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Email an invoice to a customer

1

Open the invoice

Find the invoice in the list, or open the order it belongs to.
2

Send it

Open the actions menu and select Send Email. This is available for a sales invoice that has a customer email. Sending a draft emails it and moves it to sent. Sending an invoice that is already sent or paid emails it again, for example as a receipt.
Sending queues the email for delivery, so the message follows shortly after. Make sure the customer has an email address on the invoice, or Send Email will not appear. A cancelled invoice cannot be sent.

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Download a PDF

Open an invoice and select Download Invoice from the actions menu. You get a PDF, named after the invoice number, that you or the customer can keep as a receipt.

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Change an invoice’s status

From an invoice you can:
  • Mark as Sent moves a draft to sent. It uses the same send step as Send Email, so a sales invoice with a customer email is emailed too.
  • Mark as Paid a sent invoice once it has been settled. A paid invoice is final.
  • Cancel Invoice to retire an invoice that is no longer needed. This is available until the invoice is paid, and keeps the number in the sequence.

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Edit, duplicate, or delete an invoice

  • Edit invoice lets you correct any invoice that is not cancelled. If the customer already has a copy, the editor tells you so before you save.
  • Duplicate invoice is available on sent and paid invoices. It creates a new draft from the invoice, which is useful when you want to issue a fresh invoice instead of changing the one the customer holds.
  • Delete Invoice is available at every status. Deleting removes the invoice from your lists, but its number is never given to another invoice.

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Import invoices

If you are moving records in from elsewhere, use Import on the invoices page to bring in invoices from a CSV. Imported invoices stand on their own and are not linked to an order or purchase order.

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Next

Create an order

Selling to a customer creates a sales invoice for the order.

Customers

Keep a customer’s contact details and order history in one place.