Invoicing

🎬 Tour video: Invoicing

Invoices live under Sale → Invoices (/admin/invoices.php). Every POS sale and every invoiced ticket becomes a proper, sequentially numbered invoice automatically — you rarely create one by hand.

The invoice list

Columns: Invoice # · Customer · Amount · Status · Paid with · Date, plus quick actions (👁️ View, ⋯). Invoices created from a repair show the linked ticket number next to the invoice number. Statuses include Paid, Sent and Cancelled.

The invoice view

Open any invoice to see the full document: your shop header, Relates to repair badge (links back to the ticket), billed-to details, itemised lines with quantity/price/VAT, the VAT base and VAT amount, and the total. A PAID badge and payment details (Method: cash · Paid: date) appear once settled.

Header actions:

• 🖨️ Print ▾ — thermal receipt or A4, using your print templates.
• ⬇ Download PDF
• ✉️ Send email — emails the invoice to the customer.
• ✏️ Edit and ✕ Cancel
• 💸 Refund / credit note — starts the refund flow: pick the lines to credit, choose whether items return to stock, select the refund method, and a numbered credit note is created.
• + Register payment — record a payment on an unpaid invoice (method, amount, date).

VAT — standard and margin

The platform handles both standard VAT and margin VAT (used goods) per line. Margin-VAT items are separated automatically and reported correctly in the VAT report (see Administration → Reports). You don't have to do anything at the counter — the product's VAT type decides.

Reminders and unpaid invoices

The dashboard's Receivables (AR) card counts unpaid invoices. Open one to register a payment or send a reminder; overdue-reminder texts are templated under Communication → Notifications (Invoice overdue — reminder).

Number series

Invoice numbers use your prefix + a sequential counter (e.g. DEM-02069), configured in Settings. Credit notes get their own numbers and always reference the original invoice — nothing is ever deleted, which keeps your bookkeeping audit-proof (5-year retention on locked reports).

FAQ

Invoice for a booking before the repair? Use Create Invoice directly on the booking row.

Change a paid invoice? No — issue a credit note and re-invoice. That's the compliant path, and the system makes it two clicks.