Invoicing

Create professional invoices and track customer payments.

Creating an Invoice

1. Go to Invoice Center in sidebar
2. Click Create Invoice
3. Select the Customer
4. Set Invoice Date and Due Date
5. Add line items (see below)
6. Review totals
7. Click Save (draft) or Save & Send

Line Items

Add products or services to your invoice:

• Description: What you're billing for
• Quantity: Number of units
• Rate: Price per unit
• Amount: Auto-calculated (Qty × Rate)
• Income Account: Where revenue is recorded

Faster line entry

Invoice lines behave like spreadsheet cells and pick up the same look you set with 🎨 Appearance on your registers.

• Search as you type: start typing in the product or account cell and matching entries appear -- no scrolling a long dropdown, and no need to remember account numbers.
• No "+ Add Line" clicks: typing in the bottom line adds a fresh empty line below it automatically. Empty lines are skipped when the invoice is saved.
• Clean tabbing: the Tab key goes field to field and skips the delete buttons.

The same grid is used on estimates, purchase orders, bill line items and the expense lines on Write Check -- and the customer or vendor box at the top of those forms is searchable as well. When a check is split across accounts, pressing Tab in the last memo creates another line, which pre-fills whatever is left of the check amount.

Sending Invoices

Email invoices directly to customers:

1. Open the invoice
2. Click Send Invoice
3. Review the email preview
4. Click Send

Invoice will be emailed as a PDF attachment.

Recording Payments

When a customer pays:

1. Go to Dashboard → Receive Payment
2. Select the customer
3. Enter payment amount and method
4. Select which invoice(s) to apply payment to
5. Click Save Payment

Payment Schedule (Draws / Milestones)

Split large invoices into structured payment milestones. Perfect for contractors, consultants, and phased projects.

Adding a Payment Schedule

From the invoice detail view, click + Add Payment Schedule to create draws:

• Description: Name each draw (e.g., "Deposit," "Framing Complete," "Final Payment")
• Amount: Payment amount for this draw
• Due Date: When payment is expected
• Condition: A milestone trigger instead of a fixed date

Tracking Draws

Each draw shows its status (Pending, Paid, or Overdue). When recording a payment, BizBooks Pro suggests the next unpaid draw automatically so you can apply payments in order.

Automated Payment Reminders

BizBooks Pro can automatically send payment reminders to customers with unpaid invoices. Reminders are sent daily at 8:00 AM.

Enabling Reminders

1. Go to Settings → Company Preferences
2. Find the Payment Reminders section
3. Check Enable Automatic Payment Reminders
4. Configure your reminder schedule

Reminder Schedule Options

• Before Due Date: Send reminder X days before invoice is due (default: 3 days)
• Overdue Reminders: Send at 7, 14, and/or 30 days past due

What Customers Receive

Professional email reminders include:

• Invoice number and amount due
• Original due date
• Days until due or days overdue
• Your company name and contact info

Invoice Status

Editing & Deleting Invoices

• Draft invoices: Can be freely edited or deleted
• Sent invoices: Can be edited (sends update notification)
• Paid invoices: Cannot be deleted (void instead)

Multi-Currency Invoices

Create invoices in foreign currencies:

1. Select currency from dropdown when creating invoice
2. Exchange rate loads automatically
3. All amounts displayed in selected currency
4. Base currency total calculated for your books

Invoice Deposits

When a project or order warrants an upfront payment, BizBooks Pro lets you attach a deposit requirement directly to the invoice. The deposit amount is tracked separately from the remaining balance so both parties see exactly what has been collected and what is still outstanding.

Adding a Deposit Requirement

1. While creating or editing an invoice, find the Deposit Required area
2. Switch the deposit toggle to On
3. Choose the deposit type:
   • Fixed Amount: A set dollar figure (e.g., $500 on a $2,000 invoice)
   • Percentage: A proportion of the invoice total (e.g., 25%)
4. Save the invoice — the deposit amount appears prominently on the customer-facing document

How Deposits Are Tracked

Once a deposit payment is received, BizBooks Pro records it against the invoice and updates the remaining balance. The deposit is booked to an unearned revenue account until the full invoice is settled, keeping your accrual accounting accurate.

Sales Receipts

Some sales are paid before the customer walks away — the shop counter, the craft fair table, the card reader on a service call. Those belong on a sales receipt, not an invoice. An invoice says "you owe us"; a sales receipt says "this is what you bought and here is proof you paid for it."

Picking the right one keeps your receivables honest. Invoices open a balance that sits in the customer's aging report until it clears. Sales receipts bypass receivables completely and deposit the payment where it landed, so nothing you have already been paid for can show up as money still owed.

Entering a sales receipt

1. Click Sales Receipts in the left-hand navigation
2. Click + New sales receipt
3. Confirm the date. A customer record is optional — type a name in the free-text box for a walk-in, or skip it entirely
4. Record how the customer paid: Cash, Debit, Credit Card, Cheque, E-Transfer, or Other
5. Under Where did the money go?, select the account that received the funds — a bank account, petty cash, or undeposited funds. This field is required
6. Enter what was sold. Selecting a product or service from your catalog populates the description, price, and income account automatically; otherwise type the line yourself
7. Confirm the total shown at the bottom right, then click Save receipt

Charging tax on some lines but not others

Pick a tax code once above the lines, then use the Tax checkbox on each row to control which items it applies to. That lets a single receipt mix taxable merchandise with exempt or zero-rated goods, which is exactly what a Canadian receipt often has to do.

The tax total is shown in a box you can type in, not a locked figure. When the paper receipt from your point-of-sale rounds differently by a penny, enter the number from the paper and BizBooks Pro saves that instead of overriding you. A calculated … · reset hint sits underneath so the computed figure is never lost.

Inventory and reversals

If a line refers to a tracked inventory item, saving the receipt takes that quantity out of stock and books cost of goods sold at the same moment — identical behaviour to an invoice. Delete the receipt and everything unwinds: the journal entry disappears, account balances go back to where they were, and the stock returns to inventory.