Invoices — generate, issue and record payments
Invoices are generated from sales orders, reviewed as a draft, then issued to lock in the sequential reference and dates — payments are recorded against issued invoices until the balance is cleared.
Section 01
What are Invoices?
1 minute
Invoices live under Commerce › Sales › Invoices. They are generated from Sales Orders — either against a specific despatch or against the whole remaining order. Once generated, a Draft invoice can be reviewed and edited before being issued. After issuing, invoices are immutable and corrections must be made via a Credit Note.
- Status flow: Draft → Issued → Paid (or Overdue when the due date has passed)
- Issued and Paid invoices are locked — use Create Credit Note for any corrections
- Payments are recorded directly against the invoice via Record Payment — supports Bank Transfer and other methods
- Every invoice carries a seller address (Brytebuild) and a bill-to address (Customer 1)
Section 02
Invoices list
2 minutes
The Invoices list shows all invoices in a sortable table. The header shows the total count and a Generate Invoice button.
| Invoice # ↕ | Customer ↕ | Status ↕ | Issue Date ↕ | Due ↕ | Total ↕ | Action |
|---|---|---|---|---|---|---|
| INV-2026-000002 OVERDUE | FLFacto Ltd | Overdue | 21 Jun 2026 | 21 Jul 2026 13d overdue | GBP 6.00 | View |
| INV-2026-000001 PAID | FLFacto Ltd | Issued | 21 Jun 2026 | 21 Jul 2026 13d overdue | GBP 100.00 | View |
| Column | What it shows |
|---|---|
| Invoice # | The sequential invoice reference assigned at issue — e.g. INV-2026-000002. Draft invoices show "Draft Invoice" in the detail header. A sub-tag below the reference shows OVERDUE or PAID. |
| Customer | Avatar initials and customer name — e.g. FL / Facto Ltd. |
| Status | Draft — not yet issued. Issued — locked and sent. Overdue — due date has passed with balance remaining. Paid — full balance received. Credited — reversed by a credit note. |
| Issue Date | Date the invoice was issued — e.g. 21 Jun 2026. Drafts show "Set at issue" until issued. |
| Due | Payment due date — e.g. 21 Jul 2026. A red "13d overdue" sub-label appears when the date has passed and the balance is unpaid. |
| Total | Invoice total — e.g. GBP 6.00 or GBP 100.00. |
| Action | View opens the full invoice detail page. |
Section 03
Generate an Invoice
1 minute
Click + Generate Invoice from the list page, or Raise an Invoice from a Sales Order's Invoices tab. A modal appears to select the sales order and what to bill.
Generate Invoice
Bill a despatch, or the whole order
Bill
The whole remaining order
Everything not already on an invoice — for deposits, services and advance invoices
| Field | What to enter / choose |
|---|---|
| Sales Order * | Select the sales order to invoice — e.g. SO-2026-0003 — Betty. Only orders with uninvoiced lines or despatches appear. |
| Bill — Despatch option | Available when the order has despatched delivery orders. Bills only what was in that specific despatch. Greyed out if nothing has been despatched yet. |
| Bill — The whole remaining order | Bills everything not already on an invoice. Use for deposits, services or advance invoices where no despatch exists yet. |
| Generate | Creates a Draft invoice for review. The invoice is not issued yet — you can edit it before issuing. |
Section 04
Draft invoice detail
2 minutes
After generating, the invoice opens in Draft status. Review the seller and buyer addresses, invoice details and line items before issuing. You can edit quantities, prices or VAT at this stage — once issued the invoice is locked.
SALES › INVOICES › DETAIL
Customer 1 · GBP · 1 line
TOTAL
GBP 11.52
Brytebuild
12, Deppman Street, SE17 3BG, London, London, united kingdom
Customer 1
1, X-Street, 1234, "London", London, UK
| Description | QTY | Unit Price | Disc % | VAT % | Net | VAT |
|---|---|---|---|---|---|---|
| Biodegradable Cleaning Brush | 3 ea | 4.00 | 4% | — | 11.52 | 0.00 |
VAT Breakdown
| Rate | Net | VAT |
|---|---|---|
| 0% | 11.52 | 0.00 |
| Element | What it shows |
|---|---|
| From (Seller) | Your company details — Brytebuild, 12, Deppman Street, SE17 3BG, London. Set in company settings. |
| Bill To (Customer) | Customer billing address — Customer 1, 1, X-Street, 1234, "London", London, UK. Pulled from the customer record. |
| Issue Date / Tax Point | Both show "Set at issue" while in Draft. The date is stamped automatically when you click Issue Invoice. |
| Due Date | Blank (—) in Draft. Set automatically from the customer's payment terms on issue, or you can set it manually in the Edit form. |
| Source Order | A direct link to the Sales Order this invoice was generated from — "View Sales Order ↗". |
| Line Items | Biodegradable Cleaning Brush: QTY 3 ea, Unit Price 4.00, Disc 4%, NET 11.52. VAT Breakdown shows 0% rate on 11.52 = 0.00 VAT. |
| Issue Invoice | Locks the invoice, assigns the sequential INV-YYYY-NNNNNN reference, sets the issue date and tax point, and makes it available to send to the customer. |
| Delete | Permanently deletes the Draft invoice. Only possible before issuing. |
Section 05
Edit a Draft invoice
2 minutes
Click Edit from the Draft invoice detail footer to open the edit form. Adjust line quantities, prices, VAT or add a due date and notes before issuing. The Invoice Context fields (Customer, Sales Order, Currency) are read-only — change those on the Sales Order itself.
SALES › INVOICES › EDIT
Edit Draft Invoice
Adjust quantities, prices or VAT before issuing. Once issued this becomes immutable.
Invoice Context
Fixed from the sales order — change these on the order, not here
Invoice Lines
Edit quantities and prices, remove a line, or add a charge
| # | Description | QTY | Unit Price | Disc % | VAT % | Net | |
|---|---|---|---|---|---|---|---|
| 1 | 11.52 |
Terms & Notes
Printed on the invoice sent to the customer
| Field | Editable? | What to enter |
|---|---|---|
| Customer | No (read-only) | Pulled from the Sales Order — Customer 1. Change on the SO. |
| Sales Order | No (read-only) | The source SO — SO-2026-0005. Cannot be changed once the invoice is created. |
| Bills Delivery | No (read-only) | Which delivery order this invoice bills — blank (—) when billing the whole remaining order. |
| Currency | No (read-only) | Pulled from the Sales Order — GBP. |
| Description (line) | Yes | Product description on the line — e.g. Biodegradable Cleaning Brush. |
| QTY | Yes | Quantity being invoiced — e.g. 3. |
| Unit Price | Yes | Price per unit — e.g. 4.00. |
| Disc % | Yes | Discount percentage — e.g. 4.00 (4%), reducing the net to 11.52. |
| VAT % | Yes | VAT rate — e.g. 0 (zero-rated). Change if the customer or product has a different VAT treatment. |
| + Add Line | Yes | Adds an additional invoice line — useful for charges, adjustments or service fees. |
| Due Date | Yes | Optional override of the payment due date. If left blank, it is calculated from the customer's payment terms on issue. |
| Notes | Yes | Free text printed on the customer invoice PDF — e.g. part shipment 1 of 2, remainder to follow. |
Once you click Issue Invoice, the invoice is locked and the Edit button is removed. Any corrections to an Issued or Paid invoice must be made via a Credit Note.
Section 06
Issued invoice detail
2 minutes
After clicking Issue Invoice, the invoice receives a sequential reference number (INV-2026-000003), the dates are stamped, and it becomes immutable. An info banner confirms that corrections now require a credit note.
Brytebuild
12, Deppman Street, SE17 3BG, London, London, united kingdom
Customer 1
1, X-Street, 1234, "London", London, UK
| Description | QTY | Unit Price | Disc % | VAT % | Net | VAT |
|---|---|---|---|---|---|---|
| Biodegradable Cleaning Brush | 3 ea | 4.00 | 4% | — | 11.52 | 0.00 |
VAT Breakdown
| Rate | Net | VAT |
|---|---|---|
| 0% | 11.52 | 0.00 |
| Element | What it shows |
|---|---|
| INV-2026-000003 | The sequential invoice reference assigned at issue. Draft invoices do not have this number — it is only created on Issue. |
| GBP 11.52 due (red) | Sub-label under the total in the header showing GBP 11.52 due in red — the outstanding balance. Disappears once paid. |
| Issue Date / Tax Point | Both stamped as 2026-08-04 — the date Issue Invoice was clicked. |
| Due Date | Set to 2026-09-03 (30 days from issue) based on Customer 1's payment terms. |
| Paid / Balance Due | Paid GBP 0.00, Balance Due GBP 11.52 in red — no payments recorded yet. |
| Immutable banner | "Issued invoices are immutable — corrections are made via a credit note." Edit and Delete buttons are absent. |
| Record Payment | Opens the Record Payment modal to log a payment received against this invoice. |
| Create Credit Note | Opens the Credit Note creation flow to reverse or adjust this issued invoice. |
Section 07
Record a payment
1 minute
Click Record Payment on an Issued or Overdue invoice to log a payment. The modal pre-fills the amount with the full balance due. After recording, the payment appears in a Payments section below the line items and the balance updates.
Record Payment
Balance due: GBP 11.52
| Field | Required | What to enter |
|---|---|---|
| Amount (GBP) | Yes | Pre-filled with the balance due — 11.52. Reduce to record a partial payment. |
| Reference (Optional) | No | Bank reference or cheque number — e.g. BACS-20260804. Stored on the payment record RCPT-2026-00001. |
| Received Date | Yes | The date the payment was received in dd/mm/yyyy format. |
| Method | Yes | Payment method dropdown — Bank transfer is the default. Other options include BACS, cheque, card, etc. |
| Record | N/A | Saves the payment. If the amount equals the balance, the invoice status changes to Paid. If partial, it remains Issued with the reduced balance. |
Section 08
Paid invoice detail
2 minutes
Once the full balance is recorded, the invoice status changes to Paid (green badge). The header total no longer shows a red "due" sub-label. The Payments section below the line items lists all recorded payments. The Record Payment button is removed from the footer.
Brytebuild
12, Deppman Street, SE17 3BG, London, London, united kingdom
Customer 1
1, X-Street, 1234, "London", London, UK
| Description | QTY | Unit Price | Disc % | VAT % | Net | VAT |
|---|---|---|---|---|---|---|
| Biodegradable Cleaning Brush | 3 ea | 4.00 | 4% | — | 11.52 | 0.00 |
VAT Breakdown
| Rate | Net | VAT |
|---|---|---|
| 0% | 11.52 | 0.00 |
| REF | Date | Method | Status | Amount |
|---|---|---|---|---|
| RCPT-2026-00001 | 2026-08-04 | Bank Transfer | committed | GBP 11.52 |
| Element | What it shows |
|---|---|
| Paid badge (green) | Status changes from Issued to Paid when the full balance is recorded. The header no longer shows a red "due" sub-label. |
| Paid GBP 11.52 (green) | Shows the total amount paid — GBP 11.52 in green. |
| Balance Due GBP 0.00 (green) | Balance cleared — GBP 0.00 in green. Previously showed GBP 11.52 in red when Issued. |
| Payments section | Lists all payments recorded against this invoice. RCPT-2026-00001: 2026-08-04, Bank Transfer, status committed, GBP 11.52. |
| RCPT-2026-00001 | The payment receipt reference. Assigned sequentially when a payment is recorded. |
| committed status | Payment has been committed (applied) to the invoice balance. No further action required. |
| Record Payment (removed) | The Record Payment button disappears once the invoice is fully paid. Only Download PDF, Email to customer and Create Credit Note remain. |
Section 09
Invoice status lifecycle
1 minute
Every invoice moves through a defined lifecycle. The status determines which actions are available and whether the invoice can be edited.
| Status | How it gets there | Editable? | Available actions |
|---|---|---|---|
| Draft | Created via Generate Invoice. | Yes | Edit, Delete, Download PDF, Email to customer, Issue Invoice |
| Issued | Issue Invoice clicked — dates stamped, reference assigned. | No (immutable) | Download PDF, Email to customer, Record Payment, Create Credit Note |
| Overdue | Due date has passed with balance unpaid. Status changes automatically. | No | Download PDF, Email to customer, Record Payment, Create Credit Note |
| Paid | Full balance recorded via Record Payment. | No | Download PDF, Email to customer, Create Credit Note |
| Credited | A credit note fully reverses the invoice. | No | Download PDF, Email to customer (read-only) |
Issued, Overdue and Paid invoices cannot be edited. Use Create Credit Note to reverse or adjust an amount — the credit note can then be applied against another invoice or refunded to the customer.