Invoices: Create, Send, Track, and Correct Invoices

Invoices: Create, Send, Track & Correct

The Invoices module handles the full financial document lifecycle — from initial draft through delivery, payment collection, and any corrections required. Accurate invoices with correct totals, terms, and delivery settings protect your business and provide clients with a professional experience. This guide covers all three stages: creation, sending, and corrections.

1. Creating an Invoice from a Client Record

All invoices must be linked to a client profile. If the client does not yet exist, create their profile first using the Clients guide.

1. Navigate to Invoices and click New Invoice. Alternatively, open the client profile and click Create Invoice from the client's Finance tab — this pre-fills the client details automatically.
2. Select the client: Use the client search dropdown. The billing email, currency, and payment terms from the client profile are loaded automatically. Verify these are correct before proceeding.
3. Set invoice date and due date: The invoice date is the issue date (today by default). The due date is calculated from payment terms — confirm this matches any agreement with the client.
4. Add line items: Click Add Item for each product or service. Enter description, quantity, unit price, discount percentage (if applicable), and the appropriate tax rate. Be as descriptive as possible — vague line items cause client queries and delayed payment approvals.
5. Review tax calculations: Check that VAT or applicable tax is applying correctly. If a line item is tax-exempt, set the tax rate to 0% explicitly rather than leaving it blank.
6. Add invoice notes: Use the Notes field for payment instructions, bank details, or any special terms agreed with this client. These appear on the invoice PDF seen by the client.
7. Save as draft: Always save as a draft first. Review the generated subtotal, tax total, and grand total. Cross-reference with the client's purchase order or approved quote before sending.

2. Sending and Tracking an Invoice

Once a draft invoice is validated, send it to the client via the system's built-in email delivery. This creates a complete delivery audit trail and enables online payment if a gateway is configured.

1. Open the draft invoice and click Send to Client. A send dialog opens showing the email template, recipient address, and any attached PDF.
2. Review the email template: Confirm the subject line, body text, and sender name are correct. If the wrong template is loaded, select the correct one from the template dropdown before sending.
3. Verify the recipient address: Confirm the invoice is going to the correct billing email. If the client has multiple contacts, select additional CC recipients from the contacts list here.
4. Send and confirm: Click Send. The invoice status updates from Draft to Sent. A delivery notification appears in the invoice timeline.
5. Track invoice status: Monitor the status badge on the invoice list — it progresses from Sent to Viewed (if client opens the portal link), Partially Paid, Paid, or Overdue once the due date passes without full payment.
6. Send payment reminders: For overdue invoices, use the Send Reminder action from the invoice. Reminder templates can be configured under Setup > Finance > Reminder Templates.

3. Invoice Corrections

Mistakes on invoices must be handled correctly to maintain financial integrity. The approach depends on whether the invoice is still a draft or has already been sent.

1. Draft invoices: Edit line items, dates, or totals directly on the draft. There is no audit implication for draft changes — simply correct and resave before sending.
2. Sent invoices with errors: Do not edit a sent invoice directly without following your finance team's correction policy. Typical approaches include:
   • Replacement invoice: Create a new invoice with correct details, void or cancel the incorrect one, and send both with a covering note.
   • Credit note: Issue a credit note against the original invoice for the incorrect amount, then raise a new correct invoice. This preserves a clear audit trail.
   • Adjustment note: For minor discrepancies, add an adjustment line item to the original invoice where system policy permits.
3. Never delete financial records: Deleting invoices removes them from financial reports and audit logs. Always use voids, cancellations, or credit notes to reverse incorrect invoices.
4. Document every correction: Add an internal note to the invoice explaining what was corrected, why, and who authorised it. This is critical for audit and dispute resolution.

Common Issues

Related Articles

• Clients: Profile, Contacts & Billing Setup
• Payments: Record, Reconcile & Refunds
• Workflow: Invoices, Payments & Refunds
• Admin Settings: Roles, Gateways & Automation