Overview
The Invoices feature allows users to create, manage, and track billing documents generated from customer orders or created manually.
Invoices represent finalized sales transactions and are used to:
- Bill customers for products or services
- Track completed sales
- Monitor invoice status
- Serve as the basis for payments
Accessing Invoices
Navigation Path
From the Main Dashboard:
- Go to section: Operations
- Click Invoices
Invoices Dashboard
Overview
The Invoices screen displays all invoices with status tracking, search functionality, and filtering tools.
Status Summary Cards
At the top of the screen:
| Status | Description |
| Pending | Invoices not yet finalized |
| Completed | Finalized invoices |
| Voided | Cancelled invoices |
Screen Elements
| Element | Description |
| Search Bar | Search invoices |
| Add New Button | Create a new invoice |
| Filter Icon | Filter invoices by date |
| Invoice # | Unique invoice number |
| CO # | Linked Customer Order number (if applicable) |
| Customer Name | Customer associated with the invoice |
| Reference | Custom reference |
| Date | Invoice date |
| User Name | User who created the invoice |
| Status | Invoice status (Pending, Completed, Voided) |
Filtering Invoices
Overview
Click the filter icon to filter invoices by date.
Available Filters
- Today
- Tomorrow
- 7 Days
- 15 Days
- 30 Days
- Custom
Creating an Invoice
Overview
Invoices can be created:
- From a Customer Order
- Manually using the Add New button
How to Create an Invoice
- Click Add New
- Select a Customer
- Enter a Reference (optional)
- Select a Date
- Add items using Add Item
- Enter quantities and pricing
- Click Complete or leave as Pending
Invoice Form
Header Section
| Field | Description |
| Customer* | Required customer selection |
| Reference | Optional reference |
| Date* | Invoice date |
| Comments | Additional notes |
Product Section
| Column | Description |
| Product | Product name (with SKU) |
| UOM | Unit of Measure |
| Quantity | Quantity billed |
| Unit Price | Price per unit |
| Amount | Line total |
Totals Summary
Displayed on the right side:
| Field | Description |
| Units | Total quantity |
| Total | Total invoice amount |
Adding Items
Click Add Item to open the item modal.
Add Item Modal Fields
| Field | Description |
| Product* | Select product |
| Quantity* | Enter quantity |
| Unit Price* | Enter unit price |
| Total | Auto-calculated amount |
Modal Buttons
| Button | Action |
| Cancel | Close without saving |
| Save & Close | Save item and close modal |
| Save | Save and continue adding items |
Action Buttons
| Button | Action |
| Cancel | Discard invoice |
| Pending | Save without completing |
| Complete | Finalize the invoice |
Invoice Status Behavior
| Status | Description |
| Pending | Invoice is saved but not finalized |
| Completed | Invoice is finalized and ready for payment |
| Voided | Invoice has been cancelled |
Relationship with Customer Orders
- Invoices can be generated from Customer Orders
- The CO # column shows the linked order
- Invoice data is automatically populated when created from an order
- Not all invoices require a Customer Order (manual invoices supported)
Best Practices
- Generate invoices directly from Customer Orders when possible
- Verify quantities and pricing before completing
- Use Reference for external tracking
- Avoid modifying completed invoices unless necessary
- Use filters to monitor recent billing activity
Common Issues
Cannot Complete Invoice
- No items added
- Missing customer
- Invalid pricing or quantity
Invoice Not Linked to Order
- Invoice was created manually
- Order was not selected during creation
Incorrect Total
- Check quantities and unit prices
- Verify item entries
Permissions
- Only the Manager has access to the invoices