Invoices and payments

1. Open the quotation from Quotations.
2. Press Raise invoice.
3. The invoice form opens with the customer, lines, discount, GST and terms copied from the quotation (only the chosen version, if you gave a choice).
4. Change anything for this bill: remove lines not yet supplied, change quantities, add the customer's GSTIN and billing address.
5. If the customer has already paid something, type it in Amount paid and choose the method.
6. Press Save. The invoice gets the next invoice number and stays linked to the quotation and its project.

To bill a project in parts (advance, then stages, then the rest), see How do I bill in parts?.

1. Open Invoices and press New invoice.
2. Customer: choose one or type a walk-in name. For a business, add their GSTIN, billing address and state.
3. Items: add products from your rate card. Fill in HSN / SAC if the product does not already carry it.
4. Price and terms: discount, other charges, GST, payment terms, and Amount paid if they paid on the spot.
5. Review and save.

The invoice is saved as Sent (or Paid if the amount paid covers it) and appears on the Invoices list with its balance.

1. Open Invoices.
2. On the invoice's row press ⋯ > Record payment. (It only shows while there is a balance.)
3. The amount starts as the full balance. Change it for a part payment.
4. Choose the method: cash, UPI, bank transfer, cheque, card or other.
5. Save. The payment is dated today.

The invoice becomes Partly paid or Paid, the balance drops, and the money appears in Collected on the dashboard, in the project's Payments tab and in reports. The person who made the invoice is told in the bell.

A customer who says "already paid" on the link has only sent a note. Check your bank first, then record it here.

• Invoices: the cards show Invoiced, Collected and Outstanding (balance still due) for the period you choose. The Balance column shows each invoice's due amount; filter by status to see Partly paid ones.
• Dashboard: Outstanding is one of the cards at the top.
• Reports > Receivables ageing: every unpaid invoice today, by days unpaid. Not limited to the period. Download as Excel.
• Projects: each project's Payments tab shows its outstanding.

On the Business package, Automation can remind the person who made an invoice when it is a number of days past due.

1. On Invoices, press ⋯ on the invoice > Edit invoice.
2. Make the change in the form and save.

The invoice keeps its number and date. The lines are replaced with what you saved, and the totals are worked out again. Payments already recorded and the amount paid are not touched, so check the balance afterwards.

If you have already filed the invoice in a GST return, ask your accountant before changing it; a credit or debit note may be needed instead. Inbecto does not make credit notes.

1. On Invoices, press ⋯ > Delete invoice.
2. Type the invoice number exactly as shown and press Delete permanently.

The invoice and its lines are removed, and your invoice numbers will have a gap. Payments recorded on it are kept in your money totals but no longer belong to any invoice. Only company admins see the Delete option.

Tax law expects every issued invoice number to be accounted for. If the invoice was already given to the customer or filed, ask your accountant before deleting it.

Three common ways:

1. Advance first, then the balance: from the quotation press Raise invoice, keep the lines and record the advance as a payment. Each later payment is recorded on the same invoice.
2. One invoice per stage: the project's Payment milestones show each stage and its amount. Raise an invoice for each stage from the quotation and keep only what that stage covers.
3. Running bills (turnkey and contract work): bill what is done to date, line by line against the quotation. See What are running bills?.

All invoices raised from the quotation stay linked to its project, so the project's Payments tab shows invoiced, received and outstanding.

1. Open the project and choose Payments on its stage bar, then find Running bills.
2. For each line of the quotation you see what was billed before. Type how much is done to date.
3. This bill shows the difference: only the new work is charged. The total before tax is shown at the bottom.
4. Press to raise the bill. The invoice form opens filled in with those quantities; check and save.

Running bills follow the quotation the project was made from. A project without one says "No quotation to bill against".

On Invoices press View on the invoice, then WhatsApp, Share or Download PDF.

The customer's link shows the invoice with your bank details. If your bank details (Settings > Company > Bank details) contain a UPI ID such as name@okaxis, the link also shows Open my UPI app with the amount filled in. If your payment terms mention an advance like "50% advance", that share is offered.

They can tell you they have paid with Already paid?. That is only a note: check your bank and record the payment yourself.

• Sent: issued, nothing paid yet.
• Partly paid: some payments recorded, a balance left.
• Paid: payments cover the total.
• Overdue: has a due date that has passed, with money still due.
• Cancelled: no longer counted in invoiced or outstanding totals.

You never set these by hand: recording a payment updates the status. The By status panel on Invoices > Insights shows how many invoices are in each; tap one to list them.

Invoiced vs collected shows the last six months by invoice date. By status counts invoices in each status; tap one to see them on the list. Use the period and date boxes to change what the cards at the top add up.

A recorded payment updates the invoice, the project and your reports, so the app does not let anyone quietly change it.

1. Note the invoice number, the wrong amount and what it should be.
2. Raise a help request (Help > Raise a request) with those details. Choose the category Money and invoices.
3. We correct it and reply on your request. You get an email when it is done.

If the mistake is only that the payment was too small, simply record a second payment for the difference.

Editing the invoice does not change the payments already recorded on it.

An invoice is marked Overdue only when it has a due date that has passed. Invoices made in the invoice form are issued without a separate due date, so they stay Sent or Partly paid until paid.

To chase old money:

• Reports > Receivables ageing lists every unpaid invoice today by how many days it has been unpaid (from the due date, or the invoice date when there is none). Download it as Excel.
• The Outstanding card on Invoices and the dashboard show the total still due.
• Write your payment terms on the invoice (for example "Payable within 15 days"), so the customer sees them.

Money pages follow the role:

• Company Admin and Accounts see invoices and record payments.
• Viewer sees invoices but cannot change them.
• Sales, Project Manager and the Employee role do not see Invoices unless an administrator switches it on for them on Team > Access.

Deleting an invoice is for company admins only. Ask your company administrator if you need more.