Invoices for a specific contact can be found by going to Contact > Invoicing under the Proposals, Quotes & Invoices section.

Invoices can be one of the following statuses:

Draft

Invoices that have not be 'opened' and can be edited by Admins before being made available to end-users.

Open

Invoices that are 'open' and available to end-users, but have not been paid or 'reconciled' yet. These invoices can be edited but will be reverted back to the Draft status and not available to end-users until re-opened.

Reconciled

Invoices that have been fully paid. These can be viewed by Admins and can not be edited without re-opening the invoice.

Void

Invoices that have been marked as void by Admins. These can be viewed by Admins but can not be edited or re-opened.

To create a new invoice, click on the 'Start new proposal / quote' button located under the Proposals, Quotes & Invoices Summary.

The new quote will let you set the following options:

Regarding

Select an item, plan, ticket or booking the invoice should be attached to. The list will include all options that relate to the currently selected buyer.

Buyer

Select the buyer contact that the invoice belongs to. This will default to the currently viewed contact. Please note that changing the buyer will update the Regarding list.

Quote ID

Enter a reference number or ID for the invoice. This will appear on the invoice for end-users to cite for reference.

Purchase Order No.

Enter a purchase order number for the invoice. This will appear on the invoice for end-users.

Line Items

There are two options when adding new items:

Please note that reconciled invoices must be re-opened before they can be edited and void invoices can not be edited at all.

Select the invoice that you wish to edit and click on 'edit' to open up the invoice.

The top section of the invoice contains the buyer information, invoice numbers and dates. Click on the 'edit' button beneath the status to change any of these details.

The line items that make up the invoice are listed in a table underneath. Each existing line item can be changed by clicking on 'Edit' on the row. The item, quantity and tax rate can then be changed as required.

New line items can be added under the existing items.

Payments made by the user online will automatically attach to the invoice, however payments can be manually added to an invoice by Admins. Please note that only 'open' invoices can have payments added to them.

Select the invoice to add the payment to and click on 'View/Edit' to bring up the invoice details.

To add a new payment, click on 'New Payment' to create a new payment. Pre-defined payment amounts can be selected by clicking on the arrow to the right of the button.

The new payment provides the following options:

Amount

Enter the amount of the payment being made. By default the full amount of the invoice will be pre-filled.

Currency

If your organisation supports multi-currency, you can select the currency to be used in the payment.

Received / Expected Date

Enter a date for the payment. This can be the date that the payment was received or a date in the future when the payment is expected. If the date is set in the future, the invoice won't be reconciled until the date is reached.

Payment Method

Select a payment method for the new payment. This should reflect how the payment was made to your organisation.

Your Reference

Enter a short description or reference number for the payment. This can be an explanation of the payment, or a number that helps you reference external payments.

Description

Optionally, you can add a larger description of the payment. By default the description will be pre-filled with the list items of the invoice.

Click 'Save' to add the new payment to the invoice. Once the amount paid has met the due amount of the invoice, the invoice will reconcile.

To delete an existing invoice, click on the 'Edit' or 'View' to open up the invoice. Click on the delete button to delete the invoice.

Please note that all data on the invoice will be deleted and this can not be undone. If you wish to preserve the data but close the invoice, we recommend setting the invoice to 'Void'