Sales
Quotations, invoices, recurring billing, payment reminders, credit notes, and your product catalog.
Sales is everything that goes out to a customer: what you quote them, what you invoice them, how you chase the money, and what you issue when you need to reverse it.
Navigate to Sales from the main sidebar.
The Sections
Quotations
Send a priced proposal and convert it to an invoice when accepted.
Invoices
Create, send, and record payments against an invoice.
Recurring Invoices
Bill a customer automatically on a schedule.
Payment Reminders
Schedule automatic chasers around an invoice due date.
Credit Notes
Partially or fully reverse an invoice.
Customer Portal
The public pages your customers see.
Products & Services
Your catalog, used to fill line items.
The Normal Flow
- Quote it. Build a quotation and send it to the customer on a public link.
- They accept. Convert the accepted quote into an invoice with the line items already populated.
- Send it. Sending the invoice is the point where it becomes real — see the note below.
- Get paid. Record each payment as it arrives, or schedule payment reminders.
- Reverse it if needed. Issue a credit note against the invoice.
Sending an invoice approves it and posts it to the ledger
This is the single most important thing to know about invoices. Creating one always produces a Draft, and a draft has no accounting effect. Sending it sets its status to Sent, marks it approved, and writes the journal entry to your ledger — all in one step, which cannot be undone. If you are not ready for an invoice to hit your books, do not send it.
Invoice Statuses
| Status | What it means |
|---|---|
| Draft | Created but never sent. Freely editable, no ledger entry. |
| Saved | A draft you have set aside to come back to. |
| Approved | Approved without being sent. Posted to the ledger. |
| Sent | Emailed to the customer. Posted to the ledger. |
| Void | Voided after the fact. |
Payment is tracked separately from status, so an invoice can be Sent and still unpaid:
| Payment status | Meaning |
|---|---|
| Unpaid | Nothing received. |
| Partial | Some money received, balance outstanding. |
| Paid | Settled in full. |
| Overdue | Past the due date with a balance outstanding. |
Who Customers Are Billed To
An invoice is raised against a company, not an individual. The recipient is the company's primary contact — see Customers for how that contact is chosen. If a company has no primary contact set, the oldest contact is used.
Tips
- Use Products & Services so line items fill themselves in with consistent names and rates.
- Build the catalog before you invoice — a catalog beats retyping prices on every document.
- Use Recurring Invoices for retainers and subscriptions rather than sending the same invoice by hand each month.