This guide demonstrates how to create a basic sales invoice. The fields and elements on the invoice create form are then explained in more detail. 


Additional features can be enabled from the Toggle Features menu which add more fields and options to the invoice create form. 


Toggles Features Overview


These additional features are listed at the bottom of this guide with a link to more detailed information.


Creating an Invoice



Navigate  Sales > Invoices and click on the Create Invoice button.



Below is an image of the invoice create form, the required fields are highlighted with an asterisk: 


 


Invoice Fields & Elements

Invoice #


The invoice number field will increment in chronological order each time you create a new invoice. You can enter your own invoice number if required, however, the system will always try to plug any gaps.


You can set the first invoice number to increment from on the Settings > Configure system > Invoice preferences menu. 

Customer


Use the Add link below the customer field to quickly add new customers via a pop up box.


You can view and add customers on the Contacts > Customers menu. You can also import customers in bulk from a CSV file on the Tools > Import menu. 

Date


The invoice date determines when the invoice will appear on reports such as the P&L and Balance sheet. 

Due Date


The due date is determined by the default credit terms set on the Settings > Configure system > Invoice preferences menu. You can also add credit terms for a specific customer

Reference


A custom reference for your customers. 

Theme


Invoice themes determine the look of the invoice, and can be added on the Settings > Configure system > Invoice themes menu.


Invoice Themes Overview

Description


A description of the invoice item.

Account code


Account codes determine which report the balance of the transaction appear on, some are balance sheet accounts and others are Profit & Loss accounts. 


Account codes overview

Qty, Unit price, VAT rate, VAT Value, Gross


You can enter the quantity, unit price and VAT rate and the system will calculate the VAT amount and gross automatically. 

Alternatively, you can enter the gross, VAT rate and quantity to calculate the unit price automatically.


If you select a Manual VAT rate, you can enter an amount in the VAT Value box.

Add new line


You can add multiple items on an invoice by hitting the Add new line link. By default only 1 line is generated, however, you can increase this on the Settings > Configure system > Invoice preferences menu. 

Summary


Enter the summary of the invoice if necessary.

Bank account to display


Select a bank account in the Bank details to display. The payment details of this bank account determine the payment details on the payslip of the invoice.


How to show payment details on an invoice

Invoice payment text


The default invoice payment text is pulled from the Settings > Configure system > Invoice preferences menu or from your custom invoice theme on the Settings > Configure system > Invoice themes


You can edit the text for an individual invoice by clicking on the Edit invoice payment link.

Attachments


Click on the Manage attachments link to upload and store files against this invoice. Allowed file-types are: bmp, gif, jpg, jpeg, pdf, png, doc, odt, docx, xls, xlsx, ods, rtf, csv, these files are not included in any emails.


How to add attachments when creating an invoice

Save & Save draft


Save the invoice as a draft using the Save draft button (which can be approved at a later date) or approved (unpaid invoice) by using the Save button.

Refresh


If you have filled in the details of your invoice but have added a new project/account code/bank account/stock item etc. in another tab, just hit the refresh tab and the details you have entered will remain, however, you can now select the new data you have added.


Additional Invoice Features


ProjectsDiscounts
StockAccrual Dates
Multi currencyVAT Treatments



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