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