Creating an Invoice

Overview#

CloudOnex Business Suite provides a comprehensive invoicing system that helps you create professional invoices efficiently. This guide will walk you through the process of creating and managing invoices for your customers.

Creating a New Invoice#

Basic Steps#

1. Navigate to Sales → New Invoice
2. Fill in the required information:
   • Select customer
   • Choose invoice date
   • Set due date
   • Add items
   • Apply taxes (if applicable)
   • Add terms and notes

Invoice Details Configuration#

Customer Selection

1. Choose existing customer from dropdown
2. Or click "Add New Customer" to create new
3. Verify billing information
4. Confirm shipping address (if different)

Invoice Numbering

• Automatic sequential numbering
• Custom prefix options
• Manual number override
• Date-based numbering available

Adding Items to Invoice#

Item Entry#

1. Click "Add Item" button
2. Enter:
   • Item description
   • Quantity
   • Unit price
   • Tax rate (if applicable)
   • Discount (if applicable)

Item Management#

• Select from product catalog
• Add custom items
• Apply bulk discounts
• Set item-specific taxes
• Add item notes

Price Calculations#

Automatic Calculations#

• Subtotal
• Tax amounts
• Discounts
• Total amount
• Balance due

Tax Configuration#

1. Select applicable tax rates
2. Multiple tax levels available
3. Tax exemption options
4. Compound tax calculations

Customization Options#

Invoice Appearance#

1. Choose template design
2. Add company logo
3. Select color scheme
4. Customize field labels

Additional Fields#

• Purchase order number
• Project reference
• Sales representative
• Department codes
• Custom fields

Payment Terms#

Setting Payment Terms#

1. Due date selection
   • On receipt
   • Net 15/30/60
   • Custom terms
2. Early payment discounts
3. Late payment penalties
4. Partial payment options

Payment Instructions#

• Add bank details
• Include payment methods
• Specify payment conditions
• Set currency options

Invoice Preview and Sending#

Preview Options#

1. Screen preview
2. PDF preview
3. Print preview
4. Mobile view

Sending Methods#

1. Email directly to customer
2. Download as PDF
3. Print hard copy
4. Share via customer portal

Recurring Invoices#

Setup Process#

1. Check "Make Recurring" option
2. Set frequency:
   • Daily
   • Weekly
   • Monthly
   • Custom interval
3. Define start and end dates
4. Set auto-send options

Managing Recurring Invoices#

• View upcoming schedules
• Edit recurring settings
• Pause/resume series
• Cancel recurrence

Invoice Status Management#

Available Statuses#

• Draft
• Sent
• Viewed
• Paid
• Partially Paid
• Overdue
• Cancelled
• Void

Status Updates#

1. Automatic updates
2. Manual status changes
3. Payment status tracking
4. Overdue notifications

Document Attachments#

Adding Attachments#

1. Click "Add Attachment"
2. You may add related files for example:
   • Supporting documents
   • Delivery notes
   • Purchase orders
   • Contracts