Create a sales invoice

To help you keep track of what your customers purchase from you, how much they owe you and when payment is due, you can create a sales invoice to send to them. When they pay you, you can then record it against the invoice.

Before you can create an invoice, if you haven’t already done so, you need to create contact records for your customers.

You can customise the appearance of your invoices, add your company logo and include your terms and conditions.

  • 1. Go to Sales Invoices, then click New Invoice.

If you haven’t already entered one, you’re prompted to enter your business address. Enter your address then click Save and click New Invoice again.

  • 2. Enter the following information:
Customer Enter the customer’s name. As you start to type a list of customers appears and you can click the required customer.

Alternatively, to add a new customer, click the arrow then click Add a customer, enter the relevant information then click Save.
Invoice Date Enter the date of the invoice.
Reference If required, enter a reference, for example, a customer order number.
Invoice Address If there’s an address in the customer’s record, this appears automatically.

If there is no address in their record, click Add a main address, enter the address then click Update. This doesn’t update the address in the customer’s record.
  • 3. To add an item to your invoice, enter the following information:
Description Enter a description for the item you’re selling.
Category If you want to change the default category, click the arrow then click the category you want to use.
Amount excl VAT If you’re VAT registered, enter the net value for the item.
VAT Rate If you’re VAT registered, click the relevant VAT rate.
Total If you’re VAT registered, this amount appears automatically based on the net value and VAT rate. If you’re not VAT registered, enter the total amount for this item here.
  • 4. If necessary, repeat step 3 until you’ve entered each item on the invoice.

If you want to charge your customer carriage, you need to enter this as a separate item and choose the carriage category. By default, this is 4905 – Carriage on Sales.

  • 5. If required, enter any notes and terms and conditions.
  • 6. On the Save Invoice menu, click one of the following options:
  • Save Invoice – Use this option to save the invoice. The invoice appears and you can now print it or email it to your customer.
  • Save as Draft – If you’re not ready to send the invoice yet, you can use this option to save it as a draft then send it at a later time.The values don’t update to your accounts until you convert it to a full invoice.
  • Save & Add New – If you want to add another invoice straight away, use this option. You can then email or print this invoice later by accessing it from the Sales Invoice list.

You’ve successfully created your invoice and can now manage the invoice, including emailing or printing it and recording a payment or credit note. Read more >>