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App guides · Invoices

How to raise and manage customer invoices

The Invoices module records a sale when you deliver the work, not when you get paid. Raise an invoice to state what you supplied, the amount owed and the due date. With automatic posting on, saving it posts the sale to your books. Then send it, record payments against it, or handle disputes and write-offs.

Checked against Orbit Finance · 6 November 2026

What is this module for?

An invoice is your bill to a customer. It records the sale and the debt. You raise it when you finish the work. It helps you track who owes you money and when payment is due. It also provides evidence for your books.

How do I raise an invoice?

  1. Press New and pick the customer, or add them if they are not in Contacts.
  2. Set the invoice date to the day you supplied the goods or finished the work.
  3. Add a line for each item sold with quantity and unit price.
  4. Check Payment terms (days) so the Due date is correct.
  5. Save the invoice to assign it a number and start ageing.
  6. Check the invoice detail to confirm if it posted to Sales and SST Payable.

How do I send the invoice?

  1. Open the invoice and use Export PDF or Save PDF for a copy.
  2. Use the WhatsApp action to send the document via chat.
  3. If online payments are on, use Create payment link to add a pay link.
  4. Sending the invoice does not change your books; it counts from when saved.

How do I record a payment?

  1. Open the invoice and press Record payment, or go to Payments.
  2. Enter the amount received and the date it reached your account.
  3. Choose the Paid into bank or Cash account that received it.
  4. Save to move the invoice to Paid or Partially paid.

How do I handle disputes or write-offs?

  1. Open the invoice row menu and press Flag dispute to record the reason.
  2. Record the resolution when agreed to change the badge to Dispute resolved.
  3. Press Write off invoice if the balance must be written off.
  4. Set the date and amount, then review the account lines before confirming.

How do I fix or cancel an invoice?

  1. Edit the invoice while it is still unpaid to correct mistakes.
  2. Raise a credit note if the customer already received it and the amount was wrong.
  3. Never delete an invoice to make a number disappear.

What this does to your books

With automatic posting on, saving the invoice records the sale and debt together. Practice books default to manual entry. No cash moves until payment.
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Questions, answered

Does saving an invoice post to my accounts?

In a real company, saving a customer invoice normally posts the sale automatically in home currency. Trade Debtors receives the gross amount, Sales keeps the amount before SST, and SST charged is credited to SST Payable. Practice companies default this off so trainees add the entry by hand.

What happens when I record a payment?

Recording a payment writes a cash row for you automatically, under the Debtor Collection category. It does not create a second sale: it swaps the amount owed for cash, so Trade Debtors goes down and your bank or cash goes up.

How do I handle a disputed invoice?

Open the invoice row menu, press Flag dispute and record the customer's reason. When both sides agree, record the resolution and the badge changes to Dispute resolved. Flagging and resolving a dispute do not post anything to your accounts.