Business Suite

Documentation / Sales / Creating an Invoice

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

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