Creating an invoice

Accounts → Invoices → Create Invoice. Two steps.

Quicker, from the Jobs list. On Jobs, every delivered row has an invoice icon (Generate invoice for this job), and ticking several delivered jobs for the same customer shows Generate Invoice (N). Either one creates the invoice immediately with the defaults below — customer’s payment term, default template, no notes — and opens the PDF in a new tab. Ticking jobs for two different customers hides the button. See Managing jobs.

Step 1 — Select

Choose the customer, then tick the jobs to bill. The picker lists that customer’s connotes with their Date Done, Control No., Customer Ref and Rate.

Only delivered connotes appear. A job that is still in transit, or already on another invoice, is not offered — which is the check that stops the same work being billed twice.

If a job you ticked lands on another invoice before you save — someone else invoiced it meanwhile — the save is refused with “Error: Connotes already on active invoice(s): …”, naming the invoice and connote. Nothing is created and no invoice number is used up. A cancelled invoice doesn’t count: its jobs can be invoiced again.

Step 2 — Compose

The line items come across from the chosen connotes, grouped by job, in delivery-date order. Each row shows Day, Date, Connote, Customer Ref, Description, Method, Qty, Rate and Total.

You can edit the lines, and add lines of your own for anything not on a connote.

Payment terms and the due date

Payment Terms sets the due date. The list starts on the customer’s own payment term, or on the default term when the customer has none — change it here for this invoice only. Due Date is worked out from the term you pick.

The term is resolved in this order:

1. What you pick on this screen.
2. The customer’s payment term.
3. The tenant default payment term.
4. 30 days, if none of the above is set.

COD is due on the invoice date, and shows as COD (due on receipt) on the invoice, its PDF and its email.

⚠️ 30 Days End of Month is not yet worked out from the month end: it is due 30 days after the invoice date, as it always has been. Check the due date on those invoices.

Payment terms themselves are maintained at Settings → Payment Terms.

Notes

Two boxes, and the distinction matters:

• Invoice Notes — printed on the PDF the customer receives.
• Internal Notes — never printed. For your own record.

PDF Template and Banking Details

PDF Template chooses the layout. Banking Details chooses which account appears on the invoice — worth checking on any invoice that is not going to your usual account.

After saving

The invoice is created at status pending and its PDF is generated straight away. Its number is the invoices prefix from Company System Settings followed by a six-digit counter. From there you can:

• Edit it — in any status except cancelled. Once a payment or credit is applied, its amounts are locked. See Invoices.
• Regenerate the PDF after an edit.
• Send it to the customer.
• Cancel it — while it is pending, sent or partially paid, never once paid. Every connote on it goes back to delivered so it can be re-invoiced. A cancelled invoice is read-only: to bill the work again, create a new invoice.