Invoicing
This is where you bill customers (sales invoices), enter what suppliers charge you (bills), handle returns (credit & debit notes), and record the money received or paid — with every document quietly posting to your accounts, VAT and stock.
Think of Invoicing as a smart receipt book. Every time you write a sales invoice, a supplier bill, or a return note, an invisible bookkeeper instantly records it in your ledger, works out the VAT, and adjusts your stock count. When money moves, you tap "Receive" or "Pay" and it's settled. You never rip a page out — if something's wrong you write a matching correction note, so the book always adds up.
01What you see on the screen
The Invoicing tab is a stack of cards. The two you'll use most are ➕ New Document (one form creates every kind of document) and Documents (the list of everything you've made, each row with its own action buttons). Other cards appear when their features are switched on:
| Card | What it's for |
|---|---|
| ➕ New Document | Create a sales invoice, credit note, vendor bill, debit note or purchase order. |
| Documents | The list of all documents: Number · Type · Party · Date · Total · Balance · Status · Payment · Action. Has ⬇ Export CSV and a 🔢 Numbering gaps check. |
| 🏦 Payment Run | Pay many supplier bills at once from one bank account, then print a remittance advice. |
| ✅ Bill Approvals | Set "amount ≥ X needs N approvals" tiers and approve/reject vendor bills. |
| 🏗 Advances & Retention | For contracting: take customer advances and hold/release retention. |
02Raising a sales invoice — every field
| Field | What to enter | Example | Needed? | Why it matters |
|---|---|---|---|---|
| Document Type | Choose Sales Invoice | Sales Invoice | Yes | Picks the document kind and how it hits the books. |
| Party | The customer you're billing | Al Noor Trading LLC | Yes | Who owes you. Drives credit limit, due date, and full-vs-simplified invoice type. |
| Currency | Sale currency (only if multi-currency is on) | AED | Optional | Books are in AED; a foreign amount is converted at the rate below. |
| Notes | Any memo | PO #4471 | Optional | A note printed on the document. |
| Item (line) | Pick a product/service, or leave free-text | SKU-100 · Steel bolt | Optional | Picking an item auto-fills its description, price and VAT, and links it to stock. |
| Description (line) | What you're selling | Steel bolt M8 | Yes | Appears on the printed invoice. |
| Qty (line) | Quantity | 100 | Def. 1 | Multiplies the price; reduces stock for goods. |
| Price (line) | Unit price before VAT | 2.50 | Def. 0 | The net price per unit. |
| VAT% (line) | VAT rate | 5 | Def. 5 | UAE standard is 5%. Enter 0 for a zero-rated line. |
Totals update live under the lines — Subtotal · VAT · Total. Use ➕ Add line for more rows, then Create & Post — which saves and posts in one step (there's no separate draft stage).
03Purchase bills (from suppliers)
Same form, but choose Vendor Bill. The Party is your supplier, picking an item fills the purchase price, and a Reverse charge option appears for imports/services (see below). If your admin has set up Bill Approvals tiers (e.g. "bills ≥ AED 10,000 need 2 approvals"), the bill waits in the approval queue and cannot be paid until approved by the required number of different people.
04Purchase orders (ordering from suppliers)
A Purchase Order (PO) is your formal order to a supplier — "we'd like to buy this". It's an order document only, so it posts no accounting until the goods are received and the supplier bills you.
Create a PO
- In ➕ New Document, set Document Type = Purchase Order and pick the supplier.
- Add the item lines — pick each item, with its quantity and price.
- In Notes, reference the job it's for (e.g. a customer order or quote number) — POs aren't auto-linked to other documents, so this is how you trace them.
- Click Create & Post. You get a number like
PO-2026-00007with status open. Nothing hits your accounts yet.
Receive a PO
- When the goods arrive, find the PO in Documents and click 📦 Receive.
- The PO becomes received and the stock of its goods lines goes up (service lines are ignored). Still no accounting entry — this is purely "the goods are here".
- A PO can only be received once.
05Credit notes & debit notes (returns and corrections)
| Note | Use it when… | What it does |
|---|---|---|
| Credit Note | You credit a customer (goods returned, over-charge, cancellation) | Reduces your sales, VAT and what the customer owes; puts returned goods back into stock. |
| Debit Note | You return goods to a supplier or they over-charged you | Reduces what you owe the supplier, reverses the expense and input VAT; takes goods out of stock. |
06Recording a payment
In the Documents list, click 💰 Receive on an invoice or 💰 Pay on a bill to open the payment box:
| Field | What to enter | Notes |
|---|---|---|
| Amount | How much is paid now | Pre-filled with the balance. Type a smaller number for a partial payment; you can't exceed the balance. |
| Payment date | When the money moved | Defaults to today; sets the accounting period. |
| Method | bank / cheque / card / cash | Cash posts to Cash; the rest post to a bank account. |
| Bank account | Which bank (hidden for cash) | Routes the money to that bank's ledger. |
| Reference | A note or cheque number | For your records / bank reconciliation. |
A receipt moves money into the bank and clears what the customer owed; a payment does the reverse for a bill. Partial payments are allowed — the document stays partial and can take more payments until it's fully paid. The 🏦 Payment Run card does the same for many bills at once.
07How to… (three common tasks)
Raise a sales invoice
- Open Invoicing → ➕ New Document. Set Document Type = Sales Invoice.
- Pick the Party (your customer).
- Click ➕ Add line: choose the item, set Qty, Price and VAT%.
- Check the live totals (e.g. Subtotal 250.00, VAT 12.50, Total 262.50).
- Click Create & Post. You get a number like
INV-2026-00001, stock drops, and the accounts record it.
Enter a purchase bill
- ➕ New Document → Document Type = Vendor Bill.
- Pick the supplier; leave Reverse charge = Auto unless it's an import/service.
- Add the line(s) with the purchase price and VAT%, then Create & Post.
- If it meets an approval tier, approve it in ✅ Bill Approvals before paying.
Record a payment received
- In Documents, find the unpaid invoice and click 💰 Receive.
- Leave the full amount, or type less for a partial receipt.
- Set date, method and bank account, add a reference, and click Record Payment.
- The invoice becomes paid (or partial if you paid part).
08Statuses
| Status | Meaning |
|---|---|
| open / Unpaid | Posted and not yet paid — the starting state. |
| partial | Some money in/out, a balance remains. |
| paid | Fully settled. |
| received | A purchase order that's been received into stock. |
| Overdue | Not a stored status — it's any open invoice past its due date, flagged on the dashboard. |
09Print, e-invoice & pay-link
From a document's row you can open a printable 🧾 Simplified invoice, generate a structured 🧾 E-Invoice (with an FTA QR code — see E-Invoicing), attach 📎 Files, or create a 🔗 Pay Link for the customer to pay online (when online payments are enabled).