Skip to main content

Invoices screen

The Invoices screen allows you to create, read, update, and delete (CRUD) invoice records.

info

Amounts and dates are formatted based on the configuration in the Settings screen and the currency format defined in the Currencies screen.

You can also:

  • Filter invoices by various criteria
  • Export invoices to XLSX
  • Preview invoices live in PDF format
  • Customize PDF appearance and layout
  • Export invoices as PDF documents
  • Duplicate Invoice to quickly create a similar invoice
info

XLSX export does not include attachments or business logo snapshots.

Adding a Invoice​

Click the Add button at the bottom to open the right-hand pane, where you can enter invoice details. If the Presets screen are enabled then you will have to choose either create new or from preset.

Invoice creation

  • Required information:
    • Currency
    • Language (Quote language for PDF labels which is independant from global application settings)
    • Business
    • Client (“Bill To”)
    • Invoice information
    • At least one item

Invoice creation

Select a currency from the dropdown. The dropdown supports search, filter, and sort (see Currencies screen for details).

info

The selected currency is saved as a snapshot. The snapshot is updated only when editing the invoice and changing the currency.

Invoice currency creation

Select a business from the dropdown. The dropdown supports search, filter, and sort (see Businesses screen for details).

info

The selected business is saved as a snapshot. The snapshot is updated only when editing the invoice and changing the business.

Invoice business creation

Select a client from the dropdown. The dropdown supports search, filter, and sort (see Clients screen for details).

info

The selected client is saved as a snapshot. The snapshot is updated only when editing the invoice and changing the client.

To create a client without leaving the invoice form, use the Add action in the client selector. Enter the required name and, optionally, a phone number; the new client is selected automatically after creation.

Invoice client creation

Select a style profile from the dropdown. The dropdown supports search, filter, and sort (see Style profiles screen for details).

info

The selected style profile is saved as a snapshot. The snapshot is updated only when editing the quote and changing the style profile.

This section can be hidden if the feature is turned off in the settings. Customization can still be adjusted in preview mode.

Selecting a style profile only applies preset values. You can continue customizing everything afterward.

Invoice style profile creation

Select a language from the dropdown. The dropdown supports search.

info

The selected language applies only to the generated PDF and is independent of the application's global language setting.

Invoice language creation

Enter the invoice details, including:

  • Invoice number prefix
  • Invoice number suffix
  • Invoice number
  • Issued date
  • Due date
info
  • The prefix and suffix are saved as a snapshot if they were configured on the Settings screen.
  • You can also change or add them here, even if they were not configured in Settings.
  • If configured, the prefix and suffix are always incorporated into the invoice number automatically.

Invoice information

Select a item from the dropdown and set quantity and unit price. The dropdown supports search, filter, and sort (see Items screen for details).

info

The selected item is saved as a snapshot. The snapshot is updated only when editing the invoice and changing the item.

When adding or editing an item in a invoice, a modal will appear requiring you to set the quantity and unit price. You can also define custom field data for the item, including a header, value, and alignment. Each unique custom header is added as a column in the PDF’s item table, and the corresponding value is placed in that column for the item. Alignment is configured per unique header. A header can be selected from the existing list or typed in as a new one (pressing Enter is required to register a new header). Both fields header and value must either be fully selected / entered or empty; otherwise, the Save button will remain disabled.

Invoice item creation Invoice item quantity

info

The items order can be changed by drag and drop.

Invoice items order

Once all required information has been filled in, the invoice can be saved.

Invoice item quantity

Information on other pages is also updated to reflect the current invoice count.

Invoice count

Additionally, you can set a discount (fixed amount or percentage-based).

Invoice discount none Invoice discount fixed Invoice discount percentage Invoice discount result

Additionally, you can set a surcharge (fixed amount or percentage-based).

Invoice surcharge none Invoice surcharge fixed Invoice surcharge percentage Invoice surcharge result

You can also configure taxes for the invoice:

  • Total-based taxes: inclusive, exclusive, or deducted
  • Per-item taxes: inclusive or exclusive

Invoice none Invoice on total Invoice deducted Invoice per item

Results:

Invoice on total inclusive Invoice on total dedcuted Invoice on total exclusive Invoice per item inclusive Invoice per item exclusive

Additionally, you can set a shipping fees (fixed amount).

Invoice shipping fees

Additionally, partial payments are supported, allowing you to track paid amounts and outstanding balances per invoice.

Invoice with partial payment applied

Additionally, you can set a notes (customer notes, thank you note, terms & conditions note).

Invoice thank you notes Invoice customer notes Invoice terms & conditions notes

Additionally, you can set a signature which can be set via hand/cursor or uploaded as image.

info

Maximum file size: 2 MB

Invoice signature Invoice signature

Additionally, you can attach images, which will be embedded into the PDF.

info

Maximum file size: 2 MB

Invoice attachments

Editing / Deleting a Invoice​

Once invoice are added, select one from the list to edit it on the right-hand pane. Each invoice also displays:

  • Invoice data (Issued At)
  • Invoice status (Unpaid, Paid, Partially, Closed)
  • Client name
  • Total amount
  • Due date / Overdue information / Partial paid information

Invoice list with statuses

You can also:

  • Search invoices by invoice number
  • Delete a invoice by clicking the vertical dots menu → Delete

Invoice actions

Filters​

Invoices have filters to control what is displayed. By default:

  • Active: shows all items except archived

The archived flag can be toggled during creation or editing. This flag only affects filtering and does not delete the invoice.

Invoices have Unpaid, Partially, Paid and Closed statuses, so the status filter includes only these options.
Client and business filters are based on snapshot data stored with the invoice. The date filter applies to the Issued At date.

Invoices filters

Sorting​

Invoices can be sorted by:

  • Status
  • Issued at date
  • Invoice number
  • Last updated date

Invoices sort

Export​

Invoices can be exported only to XLSX format.

  • Export all invoice-related data to XLSX
info

Attachments and business logo snapshots are not included in the export.

Invoices import/export

PDF Preview​

  • Invoices can be previewed live and exported as PDF.
  • PDF customization is based on predefined configuration options.
  • The Paid watermark is applied only when the status is set to Paid.
  • The watermark is applied across all pages of the document.
  • Page numbers are shown only when the document has more than one page.
  • Attachments are embedded into the PDF when present.
  • Sections with zero values (Surcharge, Discount, Tax, Shipping fees) are hidden in the PDF.
  • Save as Profile button will create style profile item with these customization presets for futher usage on other quotes.

Invoices customized option 1 Invoices customized option 2 Invoices customized option 3 Invoices customized option 4 Invoices PDF Invoices PDF attachments Invoices data Invoices data example Invoices paid

Last updated on