Send an Invoice and watch it land in your books, with nothing to export.
This is the one to do on your first day. Sending an Invoice takes a couple of minutes, and it is the moment this stops being another app and starts being a system — because the Invoice you send is also the bookkeeping entry you would otherwise have typed somewhere else.
This guide covers creating an Invoice, adding what you are charging for, tax, sending it, and what happens in your books the moment it goes out.
Open the Client you want to Invoice and choose the Invoices tab, then Add Client Invoice. You can also start from Client Tools › Client Invoices and pick the Client there — same Invoice either way.
Starting from the Client is usually quicker, and it means the Invoice is attached to the right person from the start.
Your Brand, address and logo come from your Business Entity. The Invoice number follows on from the last one automatically. The date defaults to today.
If the wrong Brand appears, it is the Business Entity on the Invoice that needs changing, not your profile.
Each line has a Charge Type, a description and an amount. Charge Types are your own — consulting, product sales, monthly retainer, whatever fits — and they decide which revenue account the amount posts to in your books.
Set these up once under Accounting Settings › Invoice Settings and every Invoice afterwards is a matter of picking from a list.
If you are registered for GST or HST, tax is calculated on the lines that attract it. Your registration number should already be in your Invoice footer — if it is not, add it before you send anything, because it has to appear on the Invoice.
Payment terms and any message to the Client. Anything you say on every Invoice belongs in the footer instead, so you are not retyping it.
Save, then send. The Client gets it by email with the Invoice attached as a PDF. You can also download the PDF yourself if you would rather send it another way.
This is the part worth doing on the first one. Go to your General Ledger. The revenue is recorded and the receivable is showing — without you entering anything. When the Client pays, record the Payment and the receivable clears.
Set up your Charge Types before your first real Invoice. Ten minutes once, and every Invoice afterwards posts to the right account without thinking about it.
Send yourself the first one. Invoice your own email address for a dollar so you can see exactly what a Client receives, before a real Client sees it.
Use the Invoice number as it comes. Sequential numbering matters if you are ever audited. You can set the starting number, but do not skip around after that.
Record Payments as they arrive, not at Month End. A five-second entry when the money lands is what keeps your receivables meaningful.
Do not delete an Invoice you have sent. If something is wrong, the correct fix is a credit or a replacement, not deleting a record your Client already has.
This is the whole idea of the program in one action.
Most systems stop when the Invoice is sent, and expect you to export a report and enter it into accounting software separately. That export is where double entry, spreadsheets and Year End reconstruction come from.
Here the Invoice is the entry. Revenue recorded, receivable tracked, tax captured, all attached to the Client so their history stays in one place. At Year End there is nothing to rebuild — you close the books and give your Accountant a login.
The Invoice will not send. Check the Client has a valid email address. That is the most common cause by a distance.
The wrong business details are on it. Those come from the Business Entity on the Invoice. Change the entity, or correct that entity in Accounting Settings.
No tax is being calculated. Tax follows the Charge Type and your entity settings. If a line should attract GST or HST and does not, the Charge Type is the place to look.
My Invoice numbers are not what I expected. Numbering continues from the last Invoice. There is a starting number in Invoice Settings if you are migrating from another system.
Nothing appeared in my books. Check the Invoice actually saved rather than staying a draft, and that it is against a Business Entity with a Chart of Accounts set up.
The PDF looks wrong. Logo proportions and long footers are the usual culprits. Send yourself one and adjust.
Add them as a Client first — it takes twenty seconds, and it means the Invoice, the Payment and everything afterwards attaches to a record you can look up later.
Yes. Revenue is recorded and the receivable created when the Invoice is issued. No export, no second entry.
From the Client’s Invoices tab or from Payment History, add the Payment against the Invoice. The receivable clears and your cash position updates.
Card payment options are available depending on your plan and setup. Otherwise the Invoice carries whatever payment instructions you put in your footer.
Issue a credit or a corrected Invoice rather than deleting the original. The record of what was sent should stay intact.
It is built for Canadian businesses, with GST and HST handling and T2-ready reporting. If you invoice internationally, check the currency options for your plan before relying on it.
Invoicing might be the most important thing you do in here. It is how you get paid, and it is where your books come from.
There are two ways in. From the Accounting menu, Client Invoices, Add Client Invoice.
Then pick who it is for. Worth knowing. A Quote can go to a Prospect or a Client. An Invoice only goes to a Client.
Or start from the Client’s own record, on the Invoices tab. Same Invoice, fewer clicks.
Either way, start an Invoice.
The name, address and logo are already there, from your profile.
Add what you are charging for. If you have set up Charge Types, pick one, and the amount and the revenue account come with it.
Tax is worked out for you.
Preview it. This is exactly what your Client receives.
Send it.
Now open your General Ledger. The Invoice is already there. You did not type it twice. You did not export anything. There is nothing to reconcile later.
That is the whole idea of the thing.
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