There are four main ways to generate an invoice in ERP Go:
ERP Go offers flexible invoicing options to support various scenarios:
An Order Invoice is linked to a sales order and allows you to generate an invoice based on completed deliveries. This method is ideal for invoicing goods that have already been dispatched, whether partially or in full.
Invoice Run
Ideal for batch processing, this method generates invoices for multiple orders at once, perfect for weekly or monthly billing cycles.Manual Invoice
A standalone invoice that can optionally be linked to an order. Useful for ad hoc charges, miscellaneous fees, or non-order-related billing.Credit Invoice
Used to refund all or part of an existing invoice, ensuring accurate financial adjustments and maintaining customer account integrity.
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Order Invoice
Order Invoices can be issued for items on a confirmed order once they have been delivered, whether the delivery is full or partial. Invoicing is based strictly on the delivery of goods. This means you can generate invoices at any time after delivery, including. Please note: invoicing is only available for confirmed orders; quotes must first be converted into orders before invoicing can occur.
To generate an order invoice, navigate to the order and select the Invoice Order option in the actions list:
This will then pop up the following screen:
Select the invoice date and the date you wish to invoice up to, then select OK. This will generate an invoice to print or email to the customer. Note: the Description field is just for your own reference and it will not appear on your document by default.
You can only have one draft invoice against an order, to create multiple invoices for multiple dates or ad hoc invoices you must have confirmed/issued/posted the previous invoices.
Invoice Run
The Invoice Run is a very powerful tool which you can use to bill multiple orders in one go, so you don’t need to invoice each order individually. For more information about this process, please see our Invoice Run guide at Creating an invoice Run
Manual Invoice
Manual Invoices are useful for charging a deposit, transport charges or any other.
To generate a manual invoice, You can get here by going into Invoicing > Invoices & Credits > Add Invoice.
Select Add Invoice and it will move you onto the Invoice overview screen.
You can add in any invoice items in here including Sales and Non-Stock items.
Important: Adding stock items directly to an invoice without linking them to a sales order bypasses stock control. This means inventory levels will not be updated, which can lead to stock discrepancies. To ensure accurate stock management, it is recommended to process invoiced stock items through a sales order.
Note: You can add visible text to your invoice using the Description and External Descirption field within the Notes tab. Whatever you write in the External Description will appear on the document in the footer by default. The Description field is for your own use however and will not appear by default.
When you have finished adding items, you can can print or email the invoice to the customer.
Sending an Invoice
Once you’ve created an invoice, then your next step will be to send it to your customer. For more information about this process, please see our guide at How t to email an invoice / credit.
Please note that ERP Go can also send invoices in batch, see our guide at Bulk email invoices.
Posting an Invoice to your Accounts
If you’ve linked ERP Go to an accounts package, such as Xero or Sage etc, then you can post/export your invoices to these by navigating to an invoice and then clicking Post Invoice. When you confirm this decision then your invoice (and all the financial data) will shortly appear in your accounts package.
If you are not linked to an Accounts Package, then Post Invoice will produce a CSV file for the financial data for each item on that invoice – this could be useful if you maintain your accounts manually or you link to software which ERP Go doesn’t integrate with yet, since these can often import data from CSV files.
Note: Once you have posted an invoice, you can no longer edit or delete it, in order to avoid any potential mismatch of data with any accounts packages. However you can still issue a Credit Invoice if you need to make any changes
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