Module · Invoicing

Where to find it in the app

• Use it: Finance → Invoicing
• Turn it on/off: your business name (top-left) → Settings → Modules → Finance → Invoicing

Plan: Solo and Business · Module group: Finance · Navigation: Finance → Invoicing

1. Overview

Purpose. Raise invoices to bill customers and track what's owed, and send quotes (priced proposals) you can convert into invoices once accepted. It also handles outbound purchase orders to your suppliers, raise, approve, send and receive them from the same place (see 7g). It feeds the dashboard's Money, Business health, and the Accounting export.

2. When to use it

• To bill a customer beyond (or instead of) a booking deposit.
• To send a priced quote and turn the accepted ones into invoices.
• To keep a running picture of outstanding income.

3. Required permissions

• View invoices (invoicing.view).
• Create / send invoices (invoicing.manage).
• Raise purchase orders (po.request), see the Purchase orders tab and raise POs, without needing full invoicing access.
• Approve purchase orders (po.approve), approve or reject POs awaiting approval (includes raising).

4. Navigation path

Finance → Invoicing

5. What you'll see

• Tabs: Invoices, Quotes and, when purchase orders are switched on and your role allows, Purchase orders.
• A stats band: number of documents, outstanding (sent, unpaid), paid total, accepted total (quotes) and drafts.
• A list of documents with number, customer, due date, total and status.
• Selecting one opens its detail (line items, totals, status actions); each document also has its own page.

Status flows:

• Invoices: Draft → Sent → Paid.
• Quotes: Draft → Sent → Accepted / Declined (an accepted quote can become an invoice).
• Purchase orders: Draft → Sent → Received, with Requested → Approved / Rejected in front when your approval rule requires it (see 7g).

band.

actions.

6. Turning it on

Settings → Modules → Getting paid → Invoicing. Add your business and tax details (ABN, GST registration) in Settings so they appear on documents and drive GST handling.

7. Step-by-step tasks

7a. Create an invoice

1. On the Invoices tab, create a new invoice.
2. Set the customer, add line items (description, quantity, unit price), a due date and any notes.
3. Save as Draft, then Send when ready. Amounts are GST-inclusive when your business is GST-registered.

7b. Mark an invoice paid

1. Open the invoice.
2. Set its status to Paid when payment is received. It then counts toward paid this month and is eligible for the accounting export.

7c. Send a quote and convert it

1. On the Quotes tab, create a quote with line items and send it.
2. When the customer accepts, mark it Accepted (or Declined if not).
3. From an accepted quote, create an invoice, it carries the lines over and jumps you to the Invoices tab.

7d. Set a default due date for new invoices

To stop typing the same due date every time, set a default in Settings → Invoice details → "Default due date for new invoices". Choose Custom date, Due on receipt, Net 7 days, Net 14 days or Net 30 days. Every new invoice then pre-fills its due date from this, you can still change it on any individual invoice. Quotes are unaffected, and editing an existing invoice keeps its stored date.

7e. Copy an invoice's online pay link

If you take card payments online (Stripe connected, online card payment on), open an invoice (Finance → Invoicing → open an invoice) and use Copy pay link in the drawer. It copies the customer's secure online card-payment URL to your clipboard, so you can paste it into an email or message. The button appears on invoices that aren't void or paid.

7f. Refund a payment

In the invoice drawer's Payments card, each recorded payment has refund options:

• Refund to card, shown on an online card payment row (for users with the Refunds permission, payments.refund). It issues a real Stripe refund on your connected account, full or a partial amount, records it in the ledger, and reopens the invoice if it's no longer fully paid.
• Refund, records a manual (cash/eftpos) refund in the ledger without touching a card. Use this when you handed money back in person.

Partial refunds are supported. Enter any amount up to what's left of the payment. A partially refunded payment is tracked as partially refunded, and you can refund it again later, up to the original amount, never past it.

7g. Raise & approve purchase orders

Purchase orders (POs) let you order from suppliers with a paper trail, useful for a head chef or ops person who orders stock but doesn't touch customer invoicing. Switch them on (and set the approval rule) in Settings → Invoice details.

Raise a PO.

1. On the Purchase orders tab, create a new PO and pick the supplier from your supplier book (shared with the Shopping list; PO approvers can add or edit suppliers here, name, email, ABN, account reference and more).
2. Add line items, or pre-fill from Shopping: the PO pulls in that supplier's needed / on-order items from the shopping list so you don't retype them.
3. Optionally set an expected date, reference and notes, then save. POs get their own PO- numbers.

Approval (optional). In Settings → Invoice details you can require approval for POs: off, over a threshold amount, or always. When a rule applies and the raiser can't approve, the PO is parked as Requested until someone with Approve purchase orders approves it (it becomes Approved, ready to send) or rejects it with a note.

Two-step sign-off (optional). If your business has turned on two-step approvals, a PO that needs approval takes two approvals: an approver confirms the order first, then a Payroll Officer does the final sign-off that clears it to send. A PO mid-way carries a "Payroll sign-off" tag and appears in the Approvals inbox alongside leave, timesheets and expenses. (A raiser who can approve skips their own manager check.) With two-step off (the default), the approval above is a single decision.

Send it. Send emails the PO to the supplier (the supplier needs an email address). A requested or rejected PO can't be sent.

Mark it received. When the goods arrive, mark the PO Received: tick off which lines were actually supplied, correct any actual prices, and attach the receipt (stored privately). Received POs are locked like paid invoices, cancel it and raise a new one if something's wrong.

Where POs flow. Received POs can be exported from Accounting as a bills (accounts payable) CSV for your bookkeeper. POs never mix into your sales figures or the sales export.

8. Examples

• Beginner (tutor): raise a simple one-line invoice for a block of lessons, send it, mark it paid when the transfer arrives.
• Real-world (trades): send a multi-line quote for a job; on acceptance, convert it to an invoice and track it to Paid.
• Advanced (venue): invoice the balance of a function beyond the booking deposit, set a due date, then export paid invoices to Xero at month-end.

9. Reports & exports

• The stats band gives live outstanding/paid/accepted/draft figures.
• Sent and paid invoices (never quotes or drafts) flow into the Accounting export CSV.
• Outstanding invoices appear on the dashboard and in Business health.

10. Common mistakes

• Leaving an invoice as Draft, drafts aren't owed, counted or exported. Send it.
• Expecting quotes to export, only invoices do; convert accepted quotes first.
• Wrong GST treatment, set your GST-registered status in Settings so totals and the export are correct.
• No due date, overdue tracking needs one.

11. Troubleshooting

12. Error messages

Status changes confirm inline (e.g. "Invoice sent", "Quote accepted", "Created invoice from this quote"). Validation prevents sending an empty document.

Related: Payments · Accounting export · Customers · Shopping list