How to Add Invoices
To add invoices based on your sales, first navigate to Sales and click on Invoices. Then, click on Add New to open the page where you can enter invoice details.
The fields displayed are as follows:
| Field | Description |
|---|---|
| Customer* | Name of the customer |
| Issue Date* | The date of the invoice is issued |
| Due Date* | The expiration date of the invoice |
| Currency* | Option to choose the desired currency |
| Invoice Number* | Unique identifier for the invoice based on predefined settings |
| Order Number | Unique identifier for the purchase or order |
| Exchange Rate* | Option to choose the exchange rate for different currencies |
To add an invoice, first select a Customer from the list. If your customer is not listed, you can add a new customer by navigating to Sales > Customers > Add New. The Invoice Issue Date defaults to the current date, but you can modify it as needed. Similarly, the Due Date is initially set to 30 days from the issue date, though this can be adjusted as desired. By default, the Currency is set to your system’s primary currency, but you may select a different currency from the drop-down menu. The Invoice Number is automatically assigned a unique value, while the Order Number is optional and can be added if relevant.
After entering the required information and adding items, you can submit the invoice for processing.
Adding items to Invoice
Adding items to the invoice is the most significant undertaking, as it determines the total cost. Multiple items can be selected from the drop-down menu to calculate the approximate price.
An item consists of the following attributes:
Item Name
The item name represents the name of the item and automatically populates the description and tax fields if they were set previously when adding the item.
Quantity
This field represents the number of items. Adjusting the quantity will increase or decrease the subtotal accordingly.
Price
This field displays the unit price of the item. The currency of the item will depend on the selected currency. For example, if the default currency is set to USD, but GBP is chosen when creating an estimate, the price will be converted to GBP when adding items. The total amount will also be calculated in the selected currency.
Tax
This field displays the tax applied to the items, which can include multiple tax rates. The tax rate must be pre-defined, and enabling tax rates and calculations in the Settings > Taxes section will activate the display and calculation of taxes.
Discount
Discounts can be applied in two ways: Fixed ($) or Percentage (%). If Fixed is selected, the discount amount will be a set value. If Percentage is selected, the discount will be calculated based on the chosen percentage.
