Create and manage sales invoices

Before you create an invoice#

Add the products or services you sell first. Choose an existing customer, use Quick Add to create one, or select Walk-in for a counter sale. If the customer will pay into a bank or wallet, add that account in Banking. For a taxed sale, create the tax rate in Settings.

In the current version, Save Invoice creates the record and attempts to post the sale automatically. Review the form before saving and check the resulting status afterward. Selecting Cash or a bank chooses the payment source; it does not confirm that money has arrived.

Create the invoice#

1. 1

   Open Create Invoice.

   Go to Invoices and tap Create Invoice. Select a customer, tap Walk-in for a counter sale, or use Quick Add, enter a name and optional phone, then Save & Select. If none is selected, the current version uses the Walk-in customer.

2. 2

   Choose the payment method.

   Select Cash or the bank option. For a bank payment, choose the bank account that will receive the money.

3. 3

   Set the dates.

   Choose Invoice Date and Due Date. The due date is used when showing outstanding-payment reminders.

4. 4

   Add line items.

   Tap Add Product / Service / Income, use the category tabs or search, and select an item. Repeat for each item on the sale.

5. 5

   Review quantity and price.

   Set the quantity and unit price for each line. Remove any line added by mistake and check tracked stock is sufficient.

6. 6

   Add delivery and tax.

   Enter Delivery Charges if needed. Choose Applicable Tax or No Tax. Review Subtotal, Delivery, Tax, and Total Amount.

7. 7

   Save Invoice.

   Review all details, tap Save Invoice, and wait for the list to return. The app attempts to post the sale automatically. Open the saved invoice and check its status, amounts, and stock effect. If it remains Draft, follow the next section.

If an invoice remains a draft#

A draft may come from an earlier app version or from an automatic posting attempt that did not complete. Check the record before retrying; do not create a duplicate invoice.

1. 1

   Open the draft.

   Find it under Draft or All. Confirm customer, dates, items, payment source, and total.

2. 2

   Tap Post.

   Posting moves the invoice out of draft and records the sale in the books. Tracked product lines also affect stock.

3. 3

   Verify the result.

   Review the updated status, customer history, inventory movement, and the relevant report. A Sent status is an accounting state; it is not a delivery receipt from WhatsApp or email.

Mark an invoice as paid#

1. 1

   Confirm the real payment first.

   Check your cash received or bank statement and confirm the customer has paid the invoice total.

2. 2

   Open the posted invoice.

   Choose Mark as Paid and read the confirmation showing the invoice number and amount.

3. 3

   Confirm once.

   The current screen records the displayed invoice total using its selected cash or bank source. Check the Paid status and payment record afterward.

Find invoices by status#

Cancel an unpaid invoice#

Open an eligible invoice and choose Cancel Invoice only when the sale should be cancelled. The current action is unavailable for paid or already cancelled invoices. Afterward, confirm the cancelled status and check the related stock and accounting records.

For a paid sale, a refund, a wrong customer, or a stock discrepancy, contact support with the invoice number. Avoid creating duplicate sales or using an unrelated expense to conceal the difference.

Understand the total#

The create screen adds each quantity × unit price to form the subtotal. Delivery charges are added, then the selected percentage tax is applied to the subtotal plus delivery.

Illustrative example: 2 items at Rs 1,000 give a Rs 2,000 subtotal. Adding Rs 100 delivery makes Rs 2,100. An example rate of 5% adds Rs 105, producing Rs 2,205. This is a calculation example, not a recommended tax rate.