Sales invoices record what a customer owes you. They post to the general ledger on submit - crediting income (often in company base currency), debiting accounts receivable in the invoice currency, and crediting tax payable when tax applies.
Open Accounting → Sales Invoices in the admin app.
What you can do
- Create invoices manually in Accounting
- Create draft invoices from a trip option (Finance tab) using quoted pricing
- Submit drafts to post GL and payment ledger entries
- Track paid, outstanding, and status per invoice
- Cancel submitted or partially paid invoices (reverses postings)
- Issue credit notes (return invoices) against an original invoice
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | Editable, not posted |
| Submitted | Posted to GL; full amount outstanding |
| Partially paid | Some payment allocated; balance remains |
| Paid | Fully settled |
| Cancelled | Reversed; no longer active |
Creating a sales invoice
From Accounting (manual)
- 1
Go to Accounting → Sales Invoices and create a new invoice.
- 2
Enter invoice number, customer, posting date, and currency (defaults to company base currency).
- 3
Add line items - item name, income account, and amount. Net total should equal the sum of lines.
- 4
Enter tax if applicable. Grand total = net total + tax total.
- 5
Save as draft, then Submit when figures are final.
From a trip option (recommended)
When costing and quote are ready:
- 1
Open the trip option editor and go to the Finance tab.
- 2
Click Create Draft to build an invoice from the option’s quoted pricing and linked customer.
- 3
Review amounts, then Submit GL to post the invoice.
See Quote to customer invoice for the full flow.
After submit
Submitting a sales invoice:
- Credits income per line item (may be in company base currency)
- Credits tax payable if tax > 0
- Debits accounts receivable for the invoice currency (company default for that currency, or customer override)
- Creates a payment ledger entry for the customer in document currency
See Accounts for multi-currency receivable defaults.
Credit notes
Mark an invoice as a return (credit note) when refunding or reversing revenue. You can link it to the original invoice. Credit notes follow the same draft → submit lifecycle.
Cancelling
Only submitted or partially paid invoices can be cancelled. Cancellation reverses GL and payment ledger entries and sets outstanding to zero.
Before you submit
Once submitted, you cannot edit amounts in place - cancel and recreate, or use a credit note. Confirm figures with operations before submitting.
List columns
| Column | Description |
|---|---|
| No | Invoice number |
| Customer | Billed customer |
| Trip | Linked trip (if from costing) |
| Date | Posting date |
| Total | Grand total |
| Outstanding | Unpaid balance |
| Status | Draft, submitted, paid, etc. |