Sales Invoicing — the main screen
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1. CREATING AN INVOICE — TWO WAYS
- From a Sales Order (most common) — once an order reaches the Invoice stage in its pipeline, one click generates the invoice, automatically carrying over the customer, line items, and pricing already entered on the order. Nothing gets re-typed.
- Directly — if your business uses one of the simplified sales flows that skips a separate Order stage, you create the invoice directly: same item/customer/pricing entry, without the order step in between.
Each invoice gets its own sequential Invoice No, and shows Invoice Total, Balance Due, and status right on the list view, filterable by Customer, Location, date range, and cross-referenced Order/Pick/Pack/Delivery reference numbers — so you can trace an invoice all the way back to the warehouse activity that produced it.
Invoice status
2. CLOSING AN INVOICE WITHOUT A PAYMENT
Not every invoice ends with a full payment on record — sometimes a small remaining balance gets waived, or an invoice needs to be formally finalized without expecting further money. Mark as Closed does exactly that: it finalizes the invoice as done, kept distinct from the normal "fully paid via a Payment record" path, so your books show honestly what happened — closed by decision — rather than looking like a payment that never actually came in.
3. BILLING A SERVICE ALONGSIDE PHYSICAL GOODS
If a line item on the invoice doesn't already exist as a product, you don't have to stop and go create it first. Add New Item works right from the invoice's item entry, and it now includes a Service type alongside the usual Inventory and Non-Inventory options — a Service item bills labor, a fee, or any other non-physical charge with no stock impact at all. That means a single invoice can carry both the physical goods delivered and the labor charged to install or support them. See the Item Types & Service Catalog guide for the full picture of what each type means system-wide.
4. HOW PAYMENTS APPLY (see also: Sales Payments guide)
When a payment is recorded against an invoice, that invoice's Balance Due drops immediately and its status updates — visible on this same list without needing to open the Payments screen separately. A customer's Due Collections (their total outstanding across all invoices) is always a live number, not something you have to recalculate by hand at month-end.
5. HOW IT CONNECTS TO THE REST OF THE SYSTEM
- Sales Orders — invoices inherit their data directly from the order that spawned them, keeping pricing and items consistent end to end.
- Sales Payments — every payment applied reduces the specific invoice(s) it was allocated to; advance payments received before an invoice exists are held and applied later per your configured Applied Advance strategy.
- Accounting — invoices post to Accounts Receivable and revenue accounts in the general ledger automatically the moment they're approved, so your P&L and Balance Sheet are always current without a month-end catch-up.
- Cash Flow Dashboard — outstanding invoice balances roll straight into your Receivables and Overdue widgets in real time.
6. WHY IT SCALES FROM SMB TO ENTERPRISE
Small business
Invoice directly with no setup required if you don't use a formal order/fulfillment process.
Growing business
Invoices generated automatically from approved orders eliminate re-keying and the pricing mismatches that come from double data entry.
Enterprise
Full cross-referencing back to order/pick/pack/delivery documents, plus automatic GL posting, gives Finance a real, traceable audit trail from a warehouse action all the way to a billed dollar amount.
Quick Reference
Invoices list ............................ Sales > Invoices Generate from an order ................... Open Sales Order > Invoice stage Close an invoice without payment ......... Open invoice > Close Related: Sales Payments .................. Sales > Pays Received