Invoices in hAIbooks allow you to create an invoice that you can send to your customers for products and services provided. You can create as many as you want in the system and also add the payment. You can print, send by email, as well as set up the payment settings. Learn how to Manage Invoices and how to Manage Recurring Invoices.
How do I Create an invoice ?
You can create an invoice in hAIbooks in two ways :
From your dashboard you can click on Create New and then Invoice.
Or select Sales from the side-bar menu and then Invoices from the drop-down menu. Select Add New and then Add Invoice.
Contact and Dates
Contact Information : select the contact you wish to issue the invoice to. You can create a new contact by clicking on Add Contact. Learn how to create a contact here.
Issue Date : the date the product or services were provided to your customer.
Due Date : the date you expect the invoice to be payed by.
Address : the address should correspond to your contact's information. You can change it by clicking on Edit Contact Details.
Invoice Number : the system automatically provides you with one but you can change it if you wish to as long as it is not already used.
Account : select the right account for your new invoice. If you wish to create a new one, click on Add Account.
Unit Cost : the cost of the individual product or service.
Quantity : the number of that product or service sold.
VAT Rate : select the correct VAT rate for the invoice.
Add Item : you can create an another item in the invoice by clicking on Add Item.
Attach files : by clicking on this button you can attach files from your device which you want to link to the invoice for example a quote or a purchase order.
Comment : you can also add a comment which you feel is important to your new invoice, this comment will be shown on the invoice so for example a purchase order number
Credit Control : if you activate it, you can send invoice reminders to your clients automatically via email, this needs to be globally enabled in you system settings as well. If you click on Reminder Settings, you can add new reminder settings including creating a new message and scheduling the reminders to suit you. The system standard reminder is set for two days before the invoice is due.
Recurring Invoice : you can set up a Recurring Invoice to charge the same customer the same invoice details (amount, VAT rate etc) on a regular basis. If you click on Set Up Recurring Invoice, you can set the start date, frequency, duration and type of payment (if applicable) as well as give a description.
Payment Settings : in the new invoice you can select which payment solutions you will accept payments of your invoice by activating the ones you want which can be Stripe, PayPal or GoCardless. If you click on Payment Settings, you can edit or add a new payment solutions account for Stripe, PayPal or GoCardless, this involves connecting accounts or setting up new accounts if you don't have them.
How do I Save the Invoice ?
When you are creating a new invoice you can save it in two ways :
If you are happy with the new invoice you have created and have all the information needed then you can click on Save & Approve. You will find your invoice saved in the All Invoices tab.
If you have not all the information for your new invoice or if you want to finish it later you can click on Save as Draft. When you would like to complete the invoice, you can find it in the Drafts tab.