What is an Invoice?

An invoice is a commercial document that itemizes and records a transaction between a buyer and seller. In Sevenledger, invoices help track sales, manage payments, and maintain financial records.

Understanding Invoice Fields

Customer Information

Customer: The client receiving the invoice, selected from your contacts
Invoice#: Unique identifier, auto-generated but editable
Order#: Optional reference to associated sales order
Invoice Date: Date of invoice creation
Payment Term: Defines payment timeline (e.g., Net 30, Due on Receipt)
Due Date: Deadline for payment, calculated from payment terms
Salesperson: Team member responsible for the sale

Item Section

Item: Product or service being sold
Quantity: Number of units
Rate: Price per unit
Discount: Reduction in percentage or fixed amount
Tax: Applicable tax rate
Amount: Total calculated (Quantity × Rate - Discount + Tax)

Additional Fields

Terms & Conditions: Legal and payment requirements
Customer Notes: Specific instructions or messages
Shipping Charges: Delivery costs
Shipping Tax: Tax applied to shipping
Adjustment: Manual modifications to total
Total: Final invoice amount

Understanding Invoice Statuses

Draft

Initial creation state
Editable and modifiable
Not visible to customer
Can be deleted or voided

Sent

Invoice delivered to customer
Limited editing capabilities
Payment tracking enabled
Can be converted to paid status

Paid

Full payment received
Transaction complete
Available for reporting
Cannot be edited

Overdue

Payment pending
Eligible for reminders
Can be partially paid
Viewable in aging reports

Void

Canceled invoice
No financial impact
Maintains audit trail
Cannot be reversed

Invoice Actions

Create

Start new invoice
Copy from existing
Import from order
Use templates

Process

Send to customer
Record payments
Generate reminders
Track partial payments

Convert

Create credit notes
Generate delivery notes
Clone invoices

Best Practices

Review all fields before sending
Document payment receipts
Maintain customer communication
Regular status updates
Archive completed invoices
Monitor aging receivables

System Requirements

Active Sevenledger account
Stable internet connection
Updated browser
Proper user permissions

This guide serves as a comprehensive reference for managing invoices in Sevenledger. Regular updates to invoice statuses and proper field usage ensure accurate financial tracking and improved cash flow management.