Other actions in invoices

Emailing an invoice, recording what was paid, crediting what should not have been, and the rest of the header menu.

Once an invoice is saved, the rest of its life happens from the invoice itself: getting it to the customer, recording what comes back, and correcting it when the figure was wrong.

Highlights

• Email, share, PDF and print are icons across the invoice header.
• The three dot menu holds credit notes, cloning, recurring and the journal.
• Create Credit Note is the correct way to reduce a bill already issued.
• Clone copies an invoice; Make Recurring turns one into a schedule.
• View Journal shows the accounting entries the invoice produced.

The header menu

Create Credit Note

Raises a credit against this invoice, carrying its lines across. The right answer whenever a customer has been overcharged.

Clone

Copies the invoice into a new draft. Useful for a customer billed the same amount on a regular cycle.

Make Recurring

Turns this invoice into a schedule that raises itself. Suited to maintenance contracts rather than one-off repairs.

View Journal

The accounting entries this invoice created. The answer to a bookkeeper's question about which accounts moved.

Delete

Removes the invoice. Appropriate for a draft that was never issued, and almost never for one that was.

Recording what the customer paid

Money is not recorded on the invoice. A payment is its own record, allocated to the invoices it settles, which is what lets one cheque cover three bills.

1. Go to Payments Received and select the Payment button

   Or open the customer and work from there.

2. Choose the customer and enter the amount

   Their unpaid invoices load underneath once the customer is set.

3. Allocate the money against the invoices it settles

   An unallocated payment sits as a credit rather than clearing anything.

4. Select Save

   The invoice's badge updates, and the payment appears in its associated documents.