Last updated 9 June 2019

Managing Invoices

To view the invoices you’ve raised, select Accounts from the sidebar menu then select Sales from the drop-down menu.

Under the Invoices tab, you’ll see the list of invoices. This list will also contain any sales credit notes that you’ve raised. Here you’ll find all the invoice credit note details and corresponding payments, notes, and files. You can view, edit, copy and archive an invoice and setup online payments. 

1 Add an Invoice 

To add a new invoice:

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select Add and then select Invoice from the drop-down menu.
  3. Complete the form details. There are mandatory fields. 
  4. If you’d like to set up an automatic invoice due reminder, tick the Enable Invoice Reminder box. A reminder will be sent to your contact once the invoice becomes due for payment. 

Note: The system will autocomplete your contact’s address.

Enter more details about the invoice: 

  • To add an extra item, select Add Item.
  • To delete an item, select X next to the item you’d like to delete.

3. Select Save.

2 View and Edit Invoices

2.1 To view an invoice:

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select the Invoice Number of the invoice you’d like to view from the Document No. column. The Invoice Information tab shows detailed invoice information, including company name, account type, quantity, unit cost, VAT Rate, VAT total, and total amount.

 

2.2 To edit an invoice:

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select the Invoice Number of the invoice you’d like to edit from the Document No. column.
  3. Select Edit in the Invoice information tab. You can edit an invoice only if there has been no payment attributed to it.

4. When you’ve finished editing, select Save.

3. Send an Invoice by Email

To send an invoice by email: 

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select the Invoice Number of the invoice you’d like to send from the Document No. column.
  3. Select Send Email on the Invoice information tab.

4. Enter the email address if it’s not already predefined from your contact’s details in the Address Book. Select Enter to add another email address.

The default template is the Invoice Notification template email but you can select a different email from the templates in the drop-down menu or you can enter your message directly. 

The invoice is automatically attached to a message as a .pdf file.

5. Enter Send.

4. Archive an Invoice

To archive an invoice:

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select the Invoice Number of the invoice you’d like to archive from the Document No. column.
  3. In the Invoice information tab select the Actions drop-down menu and choose Archive.

In Archived Document View you are only able to view text information. All other choices in the Information tab are unavailable.

Note: You can only archive an invoice if it has not yet had any payments allocated to it. 

5. Copy an Invoice

To copy an invoice:

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select the Invoice Number of the invoice you’d like to copy from the Document No. column.
  3. In the Invoice information tab select the Actions drop-down menu and choose select Copy.

Note: hAIbooks only copies invoices that don’t yet have payments allocated, and don’t have notes or files attached.

6. Add a Note to an Invoice

To add a note to an invoice:

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select the Invoice Number of the invoice you’d like to add a note to from the Document No. column.
  3. Select the Notes tab. Click into the notes text box and write your notes. When you’ve finished, select Add Note.You can write as many notes as you like. You can also edit notes, too.

7. Add a File to an Invoice

To add a file to an invoice:

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select the Invoice Number of the invoice you’d like to add a file to from the Document No. column.
  3. Select the Files tab and then select Upload File. Select the file you’d like to upload.

The file formats you can use are: .pdf, .xls, .txt, .png, .gif, .doc, .docx, .jpg, .jpeg, .ods, .xlsx, .csv

The maximum file size is 15 Mb (2 Mb kb).

Note: In the Email Attached feature, you can choose to automatically attach this file to any email you send to your contact. To activate this feature, select Attached from the drop-down menu next to the relevant file.

  

8. Delete an Invoice

To delete an invoice:

  1. Select Accounts from the sidebar menu then select Sales from the drop-down menu.
  2. Select the Invoice Number from the Document No. column.
  3. From the Actions drop-down menu, select Delete.
  4. Confirm your action by selecting the Delete button on the pop-out box.

It’s only possible to delete an invoice if:

  • It is unpaid or overdue.
  • The date of the invoice doesn’t fall within a locked period.
  • The invoice hasn’t already been included in a submitted VAT Return.
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