SALES & INCOME
Quotations & Invoices
A quotation proposes a sale. A published invoice records it against the customer’s account.
Prepare the document
Select the customer and the products or services being sold. Product selections bring in descriptions, cost, price and configured sales taxes. Review the quantities, prices and tax totals before publishing. For a foreign-currency customer, also check the exchange rate.
Cost is the cost to your business, not the selling price. On a published invoice, recorded costs affect cost of goods sold and inventory value.
Draft or published?
Save draft keeps a document available for further work. A draft must be published before it can be downloaded or emailed. Invoice payments also require a published invoice.
Publish invoice records the sale and the amount owed by the customer. Published invoices are no longer editable through the draft editor. Check the customer, invoice date, due date, lines and totals first. Invoices dated in a locked accounting period cannot be edited or deleted.
Turn a quotation into an invoice
Publish the quotation before using Convert To Invoice. Conversion creates a new draft invoice with the customer and quoted lines. Its invoice date defaults to today and its due date to one month later, so review both dates and the other details before publishing.
Quotations are unavailable in the Free edition. A published quotation is also read-only in its editor.
Send the document
Download / Email opens the delivery options for a published document. You can download a PDF to send yourself. Direct invoice emailing is unavailable in the Free edition and requires an email address on the customer record. Publishing alone does not email the document.
Record a payment
From Invoices & Payments, use the invoice’s Payment action. This fills in the customer, a description referring to the invoice, and the full invoice amount. Change the amount to the money actually received, especially for a partial payment or if money has already been received. Check the receiving account, payment date and currency.
The invoice list’s Balance column is the customer’s overall balance, not the unpaid amount of that individual invoice. Opening Payment from an invoice supplies a reference; it does not make that balance invoice-specific.
Do not use Record Income for the same invoiced sale: publishing the invoice has already recorded the income.
Can’t find a document?
The lists initially show the last month through today. Widen the date range for older documents. In the invoice list, apply date or location changes with Refresh, and check any column filters.