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How to work with invoices
How to work with invoices

Learn how to create and send professionally-formatting invoices to customers in a click through Booqable.

Rafael Rocha avatar
Written by Rafael Rocha
Updated over a week ago

Booqable automatically creates invoices for your orders.

You can find your invoices in the right sidebar of an order or the Documents section in the main menu.

In this article:

Pro forma invoices

Initially, invoices are pro forma. Pro forma invoices don't have an invoice number, and the invoice total doesn't count towards your turnover in Documents and Reports sections.

The contents of a pro forma invoice updates with the contents of an order automatically.

While pro forma invoices aren't "accounts receivable", you can send them to customers in some cases. For example, when the final details of the order are not known yet.

💡 Note: Pro forma invoices do not count towards the revenue in the reports and the documents section. In order for the system to add the data to reports and documents, invoices need to be finalized.

Finalizing invoices

Finalize an invoice to make it official:

  • The invoice receives an invoice number

  • The invoice total counts toward your turnover.

  • The invoice is "locked"; its contents no longer update with the order.

How to finalize an invoice:

  1. Hover over an invoice and click Finalize -or- open an invoice and click finalize from the top bar.

Suppose you make changes to an order after you finalized an invoice, and the order total is different than the already invoiced amount. In that case, Booqable creates a new pro forma invoice containing only the changes made to the order:

You can finalize this pro forma to create a brand new invoice, or create a revision of a previously finalized invoice.

Revising invoices

If you need to amend an already finalized invoice, it's best not to delete the original, especially when you already sent it to your customer.

Instead, you can create a revised invoice reflecting the current status of your order. A revised invoice retains the original invoice number, suffixed with "R1", "R2", etc. to indicate the revision.

💡Note: You can only create a revised invoice when the order total is different from the already invoiced amount.

How to create a revised invoice:

  1. Make sure the order total is different from the already invoiced amount.

  2. Click Make revision from the Invoices section of the sidebar.

When you create a revision, the original invoice becomes invalid and no longer counts towards your turnover.

Crediting invoices

When the order total is less than the invoiced amount (when you remove a product from an order, for example), Booqable creates a credit invoice.

To manually create a credit invoice, you can add a custom line with a negative value to the order.

Sending invoices

You can attach a PDF of your invoice to an email and send it to your customer. While looking at the invoice, click Send from the top-bar:

💡Tip: There's a customizable email template for sending invoices; select it from the template drop-down to speed up your workflow.

Invoice numbering

Invoice numbers increment automatically. There are a couple of ways to adjust how your invoice numbers work:

  • add prefixes to the invoice number (like an order number or the year),

  • specify the invoice number sequence should increment per prefix or globally,

  • set a new starting number.

How to add prefixes:

  1. Go to Settings > Documents and click Customize templates.

  2. In the invoice template, click Add prefix.

  3. Select the value you want to use as a prefix and click Save.

How to change the numbering sequence

  1. Go to Settings > Documents and scroll down to the Document numbering section.

  2. Choose how you want your invoice numbers to increment.

Using a global level

This is the default way of document numbering (and the simplest). Your first invoice starts at #1 (or any number you want) and increments by one each time: #2, #3, etc.

Using a prefix level

This increments numbers based on the prefix at the start of the document number to start a new sequence for each customer, month, year, or order.

Changing the invoice starting number:

  1. View a finalized invoice.

  2. Click the pencil icon behind the invoice number.

  3. Change the number, and Booqable will pick up from there.

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