User guide › Apps › Invoices
What you get
Installing Invoices adds three entities to your workspace and two sidebar entries under Invoices.
| Entity | What it holds |
|---|---|
| Invoices | The document itself — number, customer, dates, status, totals. |
| Line items | What's being billed. Each line belongs to one invoice. |
| Payments | Money received. Each payment belongs to one invoice. |
Invoices and Payments get sidebar entries. Line items doesn't — you work with lines from the invoice they belong to, through its related records.
There's no special invoice screen to learn. These are entity pages, so Views & filters, Working with records and Permissions & access all apply exactly as they do everywhere else. Who can see and edit invoices is your ordinary record permissions, not a separate system.
This app bills; it doesn't touch inventory. If you need a sale to decrement a shelf, that's Point of Sale or the Online store — both of which do their own ledger posting without an invoice being involved.
Raising an invoice
- Create the invoice record Open Invoices and add a record. Invoice # and Customer are both required. Invoice numbers are yours to choose — nothing generates them for you, so pick a scheme and stick to it.
- Set the dates and currency Issued and Due drive the calendar view and any chasing you do later. Currency takes a three-letter code, and the three money fields on the invoice display in whatever you put there.
- Add the line items From the invoice's related records, add a line per thing you're billing: Description, Quantity, Unit, Unit price and Amount. Two more fields matter if you file in Georgia: Item kind distinguishes physical goods from services, and VAT category is one of Standard, Reduced, Zero-rated or Exempt.
- Fill in the totals Subtotal, Tax and Total are fields on the invoice, not calculations — you enter them.
- Set the status Draft, Sent, Paid, Overdue or Void. A new invoice starts with no status at all, so set it deliberately.
Nothing sums the line items into the invoice total, nothing marks an invoice Paid when payments cover it, and nothing moves a Sent invoice to Overdue when its due date passes. Those are habits, or automations you build. If you want them enforced rather than remembered, wire them up under Formulas & automations before you start invoicing in earnest.
Recording a payment
A payment is its own record, not a field on the invoice — which is what lets one invoice be settled in instalments.
- Add a Payments record From Payments in the sidebar, or from the invoice's related records.
- Link it to the invoice Invoice, Amount and Paid (the date the money arrived) are all required.
- Record how it arrived Method is Bank transfer, Card, Cash, Check or Other. Reference is where the bank reference or transaction id goes — put something real in it, because it's what makes reconciliation possible later.
- Update the invoice's status If the payment clears the balance, set the invoice to Paid yourself.
A payment record carries an amount but no currency of its own, and it posts to the ledger in your workspace's base currency. If you invoice in a foreign currency, a payment against it will not book at the invoice's currency — check the resulting journal rather than assuming.
Chasing what's unpaid
This is a filtering job, and it's worth building once properly rather than re-filtering every week.
- Open the Invoices table and press Filter Build the condition you actually chase on — for example status is Sent, and Due is before today.
- Sort by Due, oldest first Click the Due column header. The worst offenders come to the top.
- Save it Under Saved. Now it's one click every Monday morning, and the record count tells you how bad the week is at a glance.
- Automate the nagging if it's worth it An automation on the invoice entity can flip a status, notify the owner, or send an email when a due date passes. See Formulas & automations.
Two views ship ready to use for this: By status, a board that groups invoices into Draft, Sent, Paid, Overdue and Void columns — dragging a card sets the status — and Due dates, a calendar laid out on the due date.
Getting the invoice to the customer
There is no built-in Send button and no ready-made invoice PDF. Say so plainly, because it changes how you set this up. What you have instead is the platform's general document machinery, which you point at the invoice entity once:
- Build a PDF template on the Invoices entity Design the document you want to send — your layout, your branding, the line items pulled in. Until at least one template exists, no print or download option appears on an invoice at all.
- Print or download from the record With a template in place, an invoice record offers printing through the browser or downloading a real PDF.
- Send it Attach the downloaded file to an email yourself, or build an automation that sends an email when an invoice's status changes to Sent. Emailing the generated PDF automatically isn't wired up for you — it's an automation you author.
An invoice record also carries rs.ge status, rs.ge waybill # and rs.ge sent at fields. Those are filled in by the rs.ge connector when you file the document with the Georgian Revenue Service using the record's Send / file menu — which offers sending it as a waybill for physical goods, or as a tax invoice. That's filing with the authority, not delivery to your customer.
Posting invoices to the ledger
With Accounting installed, invoices and payments become ledger entries. Two rules do the work:
| Action | What it books |
|---|---|
| Post to ledger — on an invoice | Dr Accounts receivable · Cr Revenue · Cr VAT output |
| Post payment to ledger — on a payment | Dr Cash · Cr Accounts receivable |
The invoice's Total is what hits receivables, its Tax is what hits VAT output, and the remainder is revenue. If the invoice has no tax figure, Accounting falls back to the VAT treatment configured in its settings; if it has one, that figure is used exactly as entered. The Issued date decides which period the entry lands in.
Neither rule fires on its own. Posting is switched on per document type, and starts off. You have three ways to trigger it — the auto-action tick-boxes on the Accounting settings page, an automation of your own, or the Send / file menu on an individual record. Whichever you use, an invoice can only post once; a second attempt reports it's already posted and does nothing.
The automatic route fires when the record is created, not when you mark it Sent. Turn it on and a draft invoice hits accounts receivable the moment it's saved — status is never consulted. And an invoice created before you've filled in its total has nothing to post, so it silently never reaches the ledger at all.
The dependable pattern is to leave the auto-action off and post deliberately: either from the record's Send / file menu once the invoice is complete, or with an automation conditioned on the status changing to Sent.
A posted invoice shows a Ledger badge carrying its journal number, which links straight to the entry. It also can't be deleted any more — you're told to void it instead, so the journal keeps its audit trail. Correcting a wrong entry is a reversal in Accounting, covered under fixing a mis-posted journal.
Accounting recognises your Payments entity by a role that it assigns when it installs. If you installed Accounting before Invoices, that never happened and the payment posting action simply won't appear. Check the Payments entity carries the payment anchor role under Settings → Entity Roles and assign it if it doesn't.
Making it yours
Because these are ordinary entities, nothing here is fixed. Add the fields you need — a PO number, a project, a payment link. Add views for each person who works the list. Add automations for the parts you'd otherwise have to remember. The one thing to plan up front is numbering and status discipline, since neither is enforced for you.
See Entities & fields for adding to the entities, and Order to cash for how invoicing sits in the wider path from an order to money in the books.