Invoices and estimates

Create, send, track and get paid — with progress invoicing, deposits and recurring templates.

Sales → Invoices.

The lifecycle: Draft → Sent → Viewed → Partial → Paid. Overdue is an overlay once the due date passes with a balance outstanding.

Choosing a customer loads their terms, addresses, tax status, currency and price level, and shows their open balance and any credit-limit warning.

Lines resolve price in a fixed order: a customer-specific price, then their price level, then the item's own price. The order is shown on the Price rules screen.

Adding unbilled work: if the customer or project has unbilled time or expenses, pull them in with a markup.

Deposits: request a deposit and it is held as a customer prepayment liability until applied — not recognised as revenue.

Progress invoicing from an estimate bills a percentage of the total, a percentage per line, or fixed amounts, tracking what remains.

Posting: DR Accounts Receivable, CR income per line, CR sales tax per jurisdiction. Inventory items also post CR Inventory Asset, DR COGS at FIFO cost.

Void vs write-off: void reverses everything (use it for a mistake); write-off keeps the revenue and moves the receivable to bad debt (use it when you will not be paid).

Tax on the form. Each line has a Tax tick; an unticked line carries no tax and is reported as exempt. If lines are ticked but the company has no sales-tax rate, the totals show a warning with a link to set one up — the invoice still saves, with $0 tax, so the missing rate is never silent. See Sales tax: rates, the centre, and the liability report.

Drafts autosave after five seconds of inactivity and show no Balance due until posted — a draft owes nothing yet.

Getting it to the customer. Save & send emails the invoice from your company's connected mailbox, with the PDF and a link to view and pay online — see Emailing an invoice (Save & send). Save & mark as sent (under the arrow next to Save) posts it without emailing anything, for an invoice you deliver some other way. More ▾ → Download PDF gives you the file itself.

Paying it off. A payment can settle an invoice to the cent of what is open and not a cent more; the payment form caps each line at the open amount and the server refuses anything past it, so a paid invoice never carries a negative balance.