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How to Create and Manage Invoices

Invoices are essential documents for your business transactions. Ledgerflow makes it easy to create professional invoices, track payments, and maintain accurate financial records.

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Step-by-Step Guide to Creating Invoices​

Follow these steps to create your first invoice in Ledgerflow:

  1. Navigate to the Sales tab on the left sidebar menu.

  2. Click the New Invoice button in the top right corner of the screen.

  3. Complete the following sections to create your invoice:

    Invoice Header Information​

    • Invoice Number: Automatically generated if auto-numbering is enabled, or enter manually
    • Invoice Date: The date the invoice is created (defaults to today)
    • Due Date: When payment is expected (set based on your payment terms)
    • Customer: Select an existing customer from the dropdown or add a new one
      • You can search for customers by typing in the search field
      • Click "Add New Customer" to create a customer on the fly if needed

    Adding Products and Services​

    • Click Add Item to include products or services from your inventory
    • For each item, specify:
      • Product/Service: Select from your inventory (searchable)
      • Quantity: Number of units
      • Rate: Unit price (pre-filled from your inventory but can be adjusted)
      • Amount: Automatically calculated (Quantity × Rate)
      • Tax: Select applicable tax rate if tax is enabled
    • The system automatically calculates:
      • Item amount (Quantity × Rate)
      • Tax amount (if applicable)
      • Net amount (Amount + Tax)
    • Add as many items as needed by clicking the "+" button

    Payment Information​

    • Cash Sale: Toggle this option for immediate payment
    • Payment Methods:
      • Select payment account (Cash, Bank, etc.)
      • Enter payment amount
      • Add multiple payment methods if needed
    • The system shows the balance amount if partial payment is made

    Additional Information​

    • Notes: Add any special instructions or terms for your customer
    • Commission: Available for specific industries like Tours & Travels

  4. Review the invoice summary showing:

    • Bill Amount (subtotal before tax)
    • Tax breakdown (SGST/CGST for Indian businesses, VAT for UAE, etc.)
    • Net Amount (total including tax)

  5. Click Save Invoice to create the invoice.

Invoice Customization Options​

Ledgerflow offers several customization options for your invoices:

  • Auto-numbering: Enable automatic sequential invoice numbering
  • Tax Handling:
    • Enable or disable tax calculations
    • Support for different tax structures (GST for India, VAT for UAE, etc.)
  • Multiple Payment Methods: Record payments through different accounts
  • Notes and Terms: Add custom notes and payment terms

Managing Invoices​

After creating invoices, you can manage them from the Sales dashboard:

  • View: See all invoice details including payment status
  • Edit: Make changes to draft or sent invoices
  • Print/Download: Generate PDF versions for sharing or printing
  • Record Payments: Update payment status as you receive funds
  • Track Status: Monitor which invoices are paid, unpaid, or overdue

Printing and Sharing Invoices​

Ledgerflow provides multiple options for sharing invoices with customers:

  • Print: Generate a printer-friendly version
    • Supports thermal printers for point-of-sale environments
    • Configure automatic printing after saving invoices
  • Download PDF: Save invoices as PDF files for manual sharing

Industry-Specific Features​

Ledgerflow adapts to different industry needs:

  • Tours & Travels: Additional commission tracking
  • Retail: Support for cash sales and point-of-sale workflows
  • Service Businesses: Simplified service-based invoicing
  • Regional Tax Compliance:
    • India: SGST/CGST/IGST handling based on customer location
    • UAE: VAT compliance
    • Other regions: Customizable tax structures

Best Practices for Professional Invoicing​

  • Use clear, descriptive item names that your customers will understand
  • Include your payment terms and accepted payment methods on every invoice
  • Set reasonable due dates based on industry standards and client relationships
  • Follow up promptly on overdue invoices
  • Keep a consistent numbering system for easy reference
  • Include your business logo and contact information for a professional appearance

Coming Soon Features​

Future Functionality

The following features are planned for future releases and are not currently available in Ledgerflow:

  • Recurring Invoices: Set up automatic invoice generation for regular clients
  • Payment Reminders: Automated reminders for upcoming and overdue invoices
  • Online Payments: Allow customers to pay invoices directly through Ledgerflow
  • Multi-Currency Support: Create invoices in different currencies