Managing Invoices

CloudOnex Business Suite provides comprehensive tools for creating, managing, and tracking invoices. This guide will help you effectively manage your invoicing process.

Creating Invoices#

Basic Invoice Creation#

1. Navigate to Sales → New Invoice

2. Fill in the required information:

   • Select customer from dropdown or add new customer
   • Choose invoice date
   • Set payment due date
   • Add invoice title (optional)
   • Add line items with quantities and prices
   • Select applicable tax rates
   • Add invoice terms

3. Click actions:

   • Save: Save and continue editing
   • Save & Close: Save and view the invoice

Invoice Numbering#

• Default format: Set in Settings → General Settings
• Custom prefix options available
• Automatic sequential numbering
• Dynamic prefix support using placeholders:

  Example: INV-{date('Y-m-d')}-
  

Adding Items to Invoice#

1. Click "Add Item" in the invoice
2. Either:
   • Select from existing products/services
   • Add new item directly
3. Specify:
   • Quantity
   • Price
   • Description
   • Tax rate (if applicable)

Invoice Management#

Viewing Invoices#

Access invoices through:

• Sales → Invoices for complete list
• Customer profile for customer-specific invoices
• Search functionality using invoice number

Invoice Status Types#

• Draft: Created but not sent
• Sent: Delivered to customer
• Paid: Full payment received
• Partially Paid: Some payment received
• Overdue: Payment past due date
• Cancelled: Cancelled invoice
• Void: Voided invoice

Invoice Actions#

From the invoice view, you can:

• Edit invoice details
• Send via email
• Print invoice
• Download PDF
• Record payments
• Clone invoice
• Delete invoice

Payment Management#

Recording Payments#

1. Open the invoice
2. Click "Add Payment"
3. Enter payment details:
   • Amount
   • Date
   • Payment method
   • Transaction ID/reference
   • Notes

Partial Payments#

• System tracks remaining balance
• Multiple payments can be recorded
• Payment history maintained
• Automatic status updates