Invoices

Prepare invoices for customers, print them or send them by email, record payments and track overdue debts.

The “🧾 Invoices” list shows the number, customer, date, due date, amount, balance and status. The cards at the top show the unpaid and overdue amounts, the amount paid this month and unsent drafts. This module is available on the Standard, Business and Enterprise plans.

Invoice created from an order: payments are recorded on the order (money is counted once), and the invoice status follows automatically — “Partially paid” with the balance for a partial payment, “Paid” when fully paid. If the payment is deleted, the invoice returns to its previous status (“Sent” or “Draft”).

New invoice

Click “+ New invoice”.

Select the “Customer *”. Select a “Contract” if needed; otherwise leave it as “No contract”.

Select the “VAT”, “Invoice date *” and “Payment due date *”.

On the lines, enter the “Service name”, “Quantity” and “Price (₼)”. For a new line, click “+ Add line”.

If you like, enter a “Note (printed on the invoice)” and click “Save”. The invoice is created as a draft.

Sending and printing

Open the invoice.

Click “🖨 Print / PDF”. Print from the window that opens or save it as a PDF. If the browser blocks the window, allow pop-ups.

Click “Send by email”, check the “To *” field and click “Send”. The status changes to “Sent”.

If the invoice was given to the customer on paper or via WhatsApp, click “✓ Mark as sent (without email)”.

Recording a payment

On a sent invoice, click “💰 Add payment”.

Enter the “Amount (₼) *” and “Payment date *”, and select the “Method”. In the “Note” field, enter, for example, the bank statement number.

Click “Save”. The status changes automatically to “Partially paid” or “Paid”.

Rules

Statuses: Draft, Sent, Partially paid, Paid, Cancelled. The number is assigned automatically (FKT-year-number).

The due date cannot be earlier than the invoice date. An invoice has at least 1 and at most 100 lines.

When a sent invoice is edited, the previous state is saved as a separate version in the “🗂 Versions” section.

An invoice with payments cannot be edited, have its status changed manually or be cancelled. Delete the payment first.

A payment cannot exceed the outstanding balance. Payments cannot be recorded on a cancelled invoice.

Only drafts can be deleted. A sent invoice cannot be deleted; cancel it with “✕ Cancel invoice” instead. Cancelling requires the “Invoices — Delete” permission.

A sent invoice whose due date has passed becomes “Overdue”. A reminder goes to the contract owner, or to the creator if there is no owner.

Email must be configured in the system to send invoices by email. If it is not configured, the button is disabled.

An invoice created from an order is linked to it: the card shows the order link and its balance, and there is no “Add payment” button — the payment is recorded on the order. The same amount is not counted twice in debt or sales.

A payment date cannot be in the future — an actual payment is recorded only after it arrives.

An invoice line has “Product / service”, quantity, unit, price and discount (%). An invoice created from an order keeps its units and discounts; the printout shows the discount column only when a line has a discount.

“Mark as sent (without email)” — the invoice was given another way: the amount becomes debt, no email is sent, and the card says “Sent (without email)”. When a sent invoice is changed, a “Changed, not resent” badge appears; the old version stays unchanged and opens with “View” under “Versions”.

If the tax ID, IBAN, bank or address is missing for the printout, the invoice shows a warning with a link to fix it. At sending, the seller and buyer details are stored with the invoice — a sent document prints the same even if the details change later.

A new invoice is saved with “Save as draft” and is not counted as debt — debt arises once it is sent (or marked as sent). An invoice with a recorded payment cannot be edited: delete the wrong payment or cancel the invoice and create a new one. Hover a filter button to see which invoices it includes. The “Close” button in windows only closes the window — it does not cancel the document.