An invoice is a sale your customer pays later. It goes on their account, and you can send it to them as a PDF. A sale put on someone's account with Pay later is an invoice too.
Before your first invoice
Your invoices show what you've set up in Settings:
- Business: your legal name and address.
- Taxes: each tax's registration number, if you have one (for example your GST/HST number). Choose Change beside a tax to add it. Which numbers your invoices must show, and when, is a question for your accountant: IAPZ shows every number you enter.
- Brands: the brand's email, phone and website, and How to pay, for example "E-transfer to [email protected]". It's printed on the brand's invoices while something is owing.
Make an invoice
- Open Invoices and choose New invoice.
- Choose the brand, the date, and the due date (30 days later to start).
- Find the customer by typing part of their name, email or phone, or choose New customer and enter their name and email.
- Add what you're charging for, as on a sale: Add an item, or Line without an item for anything else.
- Add Notes for the customer if you like; they're printed on the invoice.
- Choose Create invoice. It has its sale's number, for example Invoice 1001.
An invoice is a sale, so it counts in your sales, and with Inventory its items' stock goes down.
A sale recorded as unpaid with a customer is already on their account, due in 30 days. One with no customer asks Who owes this?: find the person and charge it to them.
Send it
- Open the invoice and choose Send.
- Send to starts as the customer's email; change it if you need to.
- Write your own message if you like, or leave it empty for the one shown.
- Choose Send.
The email comes from your brand's name, and when the customer replies, it goes to the brand's email. The invoice is attached as a PDF. The invoice then shows when it was sent, and to whom. You can Send again at any time, for example as a reminder.
Download PDF opens the same PDF, to print or save.
Payments
An invoice is on its customer's account. When they pay, take the payment on their account: open the invoice and choose Receive a payment, or open their Account tab in People.
Payments come off what they owe, not off one invoice, and pay their oldest invoices first. Each invoice shows what's been paid toward it and what's still owing: Unpaid, Partly paid, or Paid. If they pay more than they owe, the rest stays on their account as a credit, and pays their next invoice.
Find invoices
Invoices shows what's Owing first, soonest due first, with the total owing. Overdue shows those still owing after their due date. Paid and All show the rest.
Changing an invoice's lines changes what's owing: if it grows past what's been paid, the invoice is owing again.