Invoices

Invoices are how you bill customers and track what they owe. Each invoice posts a double-entry accounts receivable journal entry when finalized and moves from draft to paid. Built for partial payments, bank-transaction matching, aging visibility, and clean reconciliation — not just a PDF.

Key capabilities

• Line items from product variants or custom items, with revenue and inventory deduction
• AI extraction from pasted text, PDFs, images, Excel, or CSV via Upload & Extract
• Bulk CSV import and Batch Create across multiple customers
• Finalize to lock, assign a number, and post AR; void to post a reversing entry
• Email delivery with optional PDF, custom message, CC-to-sender
• Partial and split payments via Record Payment
• Payment matching auto-links high-confidence bank transactions
• AI Deposits sidebar of likely customer deposits
• AR Aging with Current / 1-30 / 31-60 / 61-90 / 91+ buckets
• Cash Receipts tab for weekly deposit reconciliation
• Credit memos reduce balance due alongside payments
• Optional Stripe-hosted PDF and online payment link

How it works

An invoice starts as a draft, becomes Open when finalized (posting AR), then closes as payments and credits are applied.

flowchart LR
  draft["Draft"] --> open["Open"]
  open -->|"partial payment"| partial["Partially paid"]
  open -->|"full payment"| paid["Paid"]
  partial --> paid
  open -->|"cancel"| void["Void"]

How to use it

1. Open Invoices and click Create Invoice.
2. Select a customer — payment terms and contact info default from the record.
3. Add line items and set a due date.
4. Save as draft or Finalize to lock, assign a number, and post AR.
5. Click Send to email the invoice (optional PDF and CC).
6. Record money with Record Payment, linking a bank transaction and amount.
7. Use AR Aging for overdue balances and Cash Receipts for weekly deposits.
8. Pull invoices from documents via Upload & Extract, Bulk Import, or Batch Create.

Pro tips

• Line items, due date, and customer change only while Draft — void and re-create to fix a finalized invoice.
• Run payment matching with auto-match on for high-confidence deposits; review the rest from suggestions.
• One deposit can pay several invoices — record partial allocations until fully applied.
• Removing a payment recalculates status automatically.
• Credit memos count toward balance due and can fully pay an invoice on their own.
• Due dates must be in the future and within 180 days — AR Aging keys off due date.
• Stripe PDF and payment links exist only for finalized, Stripe-linked invoices.

In-depth guide

Status

Overdue is any unpaid, non-void invoice past its due date.

Payments and accounting

• Record Payment links a bank transaction with an allocated amount.
• One transaction can split across multiple invoices; one invoice can receive multiple partial payments.
• Finalizing debits Accounts Receivable and credits Invoice Sales; with unit costs, also books COGS against Inventory.
• Voiding posts a mirror entry with debit and credit swapped.
• Payment matching surfaces likely links; auto-match creates records for high-confidence matches. Suggestions can be Pending, Accepted, Rejected, or Expired.
• AR Aging groups per-customer balance into aging buckets. Cash Receipts reconciles weekly deposits vs amounts applied.

AI extraction builds draft invoices from uploaded documents. A collections workflow drafts reminder emails for overdue invoices by days past due.