Invoices are created inside the Document Designer, just like Quotes.

Navigate to:

My Business → Document Designer

Select:

Type: Invoice

🔢 Invoice Reference (REF #)

The REF # is:

• Automatically generated
• Always unique
• Not manually editable

Invoice numbers cannot be manually changed.

This guarantees:

• Sequential numbering
• No duplicates
• Proper audit integrity

📅 DATE (Invoice Date)

The DATE field:

• Defaults to today’s date
• Can be manually adjusted

⏳ Due Date (Invoices Only)

Invoices include a Due Date field.

This is controlled by:

My Business → Settings → Document Settings → Include Due Date on Invoices

If enabled:

• A Due Date appears on the invoice
• It can be manually edited per invoice

The Due Date determines:

• When the invoice becomes overdue
• When the Reminder button appears in document history

Working days are counted Monday–Friday.

👤 TO: Customer Details

Same behaviour as Quotes.

Quick-Select Existing Customer

Selecting a customer:

• Pre-populates all fields
• Links the invoice to that customer record

If you edit the customer details after selecting:

Saving will update that customer’s record in the database.

To avoid this:
Set Quick-Select Existing Customer back to blank/default before saving.

Customer Sync Warning

If details differ from the saved record, you will see:

Customer details don’t match the saved record!
Saving this document will update the selected customer in the database with the details below.

You may click:

Re-sync current customer data

🏢 FROM: Business Details

Pulled from:

My Business → Settings → Business Settings

If edited inside the invoice:

Saving will update Business Settings in the database.

If details don’t match, you’ll see:

Business details don’t match your Settings!
Saving this document will update your business details in the database with the details below.

Option available:

Re-sync with current Business Settings

📦 Line Items

Same structure as Quotes:

• Description
• Qty
• Est. Price
• TAX (%)
• TAX (£)
• Est. Total (+ TAX)

Totals shown:

• Subtotal (EXCL. TAX)
• Total TAX
• EST. TOTAL (INC. TAX)

📝 Notes / Message to Recipient

Defaults from:

My Business → Settings → Document Settings

Editable per invoice.

💳 Payment Terms

Defaults from:

Document Settings

Editable per invoice.

💾 Saving the Invoice

Click:

GENERATE PRINT-READY PDF

After saving, the Document Preview modal appears.

📄 Post-Save Modal

You can:

• Preview PDF
• Edit Recipient Email Address
• Send a copy to my business email
• Attach Terms of Service (PDF)
• Email to Client
• Download PDF
• Return to Edit

💰 Marking an Invoice as Paid

Invoices (unlike Quotes) can be:

Marked as Paid

When marked as paid:

• The status updates
• A paid date is recorded
• Auto-locking may apply (if enabled)

If locking is active:

Editing after marking as paid may require unlocking permission.

🔔 Sending Reminders

Once overdue:

A Reminder option becomes available.

Sending a reminder:

• Emails the client
• May trigger automatic locking (depending on configuration)

🔐 Locking Behaviour (Important)

Invoices may be automatically locked when:

• Sent
• Reminder sent
• Marked as Paid
• Converted from Quote

If locking is enabled in:

My Business → Settings → Plugin Config

Locked invoices cannot be edited unless unlocked by authorised users.

🧠 Best Practice

• Do not edit paid invoices
• Use reminders instead of modifying due dates
• Restrict unlock and permanent delete permissions via RBAC
• Preserve your audit trail