Invoicing

The invoicing module handles your accounts receivable workflow.

Invoice Lifecycle

Draft → Sent → Partial/Paid
              → Overdue
              → Void

1. Draft - Create and edit freely
2. Sent - Invoice finalized, journal entry created (DR Accounts Receivable, CR Revenue)
3. Partial - Some payment received
4. Paid - Fully paid
5. Overdue - Past due date and unpaid
6. Void - Cancelled

Creating an Invoice

1. Navigate to Sales > Invoices > New Invoice
2. Select a contact (customer)
3. Set issue date and due date
4. Add line items with description, quantity, unit price, and account
5. Optionally add a reference (e.g. PO number) and notes
6. Save as draft or send immediately

Line Items

Each line item includes:

Sending Invoices

When you click Send on a draft invoice, a dialog appears with:

• To - Pre-filled with the contact's email address, editable
• Subject - Pre-filled with the invoice number and your organization name
• Message - Pre-filled template with contact name, amount due, and due date
• Attach PDF - Checkbox to include the invoice as a PDF attachment (enabled by default)

You have two options:

• Send Email - Sends the email to the recipient and marks the invoice as sent
• Mark as Sent - Only changes the status without sending an email

Email History

After sending, an Email History section appears on the invoice detail page showing all emails sent for that invoice. Each entry shows the recipient, subject, status (sent/failed), and timestamp. You can Resend any previous email.

Email Limits

Email sending is subject to monthly limits based on your plan:

Recording Payments

From the invoice detail page, click Record Payment and enter:

• Amount - Payment amount in cents
• Date - Payment date

This creates a payment journal entry (DR Bank, CR Accounts Receivable) and updates the invoice balance.

Downloading PDFs

Invoices can be downloaded as PDF files from multiple places:

• From the invoice detail page, click Download PDF
• From the customer payment page, click Download Invoice
• Via API: GET /api/v1/invoices/{id}/pdf?format=pdf
• Via MCP: use the get_invoice_pdf tool

To customize how your PDFs look, see Templates.

Invoice Numbering

Invoices are auto-numbered sequentially: INV-00001, INV-00002, etc. The prefix can be configured.

Quotes to Invoices

Accepted quotes can be converted directly to invoices, copying all line items.

Customer Portal

Customers can view and pay invoices through a portal link. The portal shows invoice details, payment status, and provides a PDF download button. Portal links are secured with tokens and can be set to expire.

API Reference