Invoice a customer and record payment
Draft an invoice, issue it to post it to the books, then record the payment that settles it.
Issuing an invoice posts it to the books, and receiving a payment settles it. Invoices and payments are records in the Finance app.
An admin gives the role in Settings › Members. Finance also needs your legal entity's books and chart of accounts, and a customer account for the customer.
Draft and issue the invoice
Ask for the invoice
In your thread, write what to bill, such as "Invoice Redwood Couriers for their confirmed order." Continual drafts the invoice and copies the order's lines.
Check the draft
Open it beside the thread. Ask for changes in the thread, such as "Add the setup fee."
Tell Continual to issue it
Write "Issue it." Issuing makes the invoice final, so by default Continual asks first. Choose Decide, check the input, then choose Approve.
Open Invoices
Choose Records in the sidebar, then Finance › Invoices.
Create the invoice
Choose New invoice, and choose the Customer. To bill an order, choose Create invoice from sources… instead, with the confirmed order as the source.
Fill in its lines
Each line needs a Description, Quantity, Unit price, and Revenue account. Leave Due date empty to set it from the customer's payment terms.
Issue it
On the draft invoice, choose Issue invoice, then Issue invoice again to confirm.
The invoice moves from Draft to Issued and gets its number. Issuing posts what the customer owes and the revenue it earns to your general ledger. The invoice is now final. To correct it, choose Void invoice, which reverses what it posted.
Record the payment
Open Payments
Choose Finance › Payments, then New payment.
Say who paid and where the money went
Choose the Customer, the date it was Received, and the Deposit account, such as 1000 Cash. Add a Reference, such as a check number, if you have one.
Apply it to invoices
Add a line for each invoice it pays. Choose the Invoice and the amount Applied to it.
Receive it
Choose Receive payment, then Receive payment again to confirm.
The payment moves to Received and posts the deposit to the ledger. Each invoice it paid shows its new Amount paid and Amount due. The Unpaid view on Invoices lists what is still owed.
- Which invoices are still drafts?
- Which invoices are past due, and by how many days?
- Ironbridge Freight paid INV-US-10 in full by wire today.