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Invoices, deposits and credit notes

If your account has invoicing switched on, set up GST, payment terms and invoice details, and understand deposits on POs and what customers see.

4 min read

This article applies if your account has invoicing switched on. Invoicing is switched on by your platform support team. It covers the invoices and credit notes your customers receive, and the deposit check on purchase orders. It is separate from Payments, which is what you pay factories.

#Setting up: Settings → Invoicing

This page only appears when invoicing is on.

#Preview

See preview shows a sample invoice using your saved details and GST. Nothing is created or numbered.

#GST

  • Tick This business is registered for GST.
  • Enter the Rate % as a percentage, for example 15.
  • Enter your GST number. It is required once you are registered; saving is refused without it.
  • Press Save GST.

If you are not registered, invoices have no GST line. GST is worked out once on the invoice subtotal. A rate change affects invoices issued from then on.

#Payment terms

Build your list of terms:

Type Example
Due on receipt Pay straight away.
Days after invoice 30 days.
Day of next month The 20th of next month.
End of month + End of month plus 30 days.

Use Add a payment term, edit, delete, and Make default. The term's name is printed beside the due date. With no terms, invoices are due on receipt.

To give one customer different terms, open the customer and go to Company details → Payment terms. Choose a term, or use your default. It saves straight away and shows on the customer's Overview.

#Invoice details

Fill in company name, Accounts email, phone, website, Billing address, logo, Invoice colour, Terms & conditions, How to pay and Footer. Any blank field falls back to Settings → General. Press Save invoice details. What an invoice will print shows the result.

#Taking card payments

In Settings → Integrations, connect your own card payment account so invoices get a Pay online button. Without it, invoices show your How to pay instructions.

Good to know

There are no screens yet to create, edit or send invoices, credit notes or statements yourself. Ask platform support.

#Deposits and purchase orders

An order is held for a deposit when it is On Hold with the reason Unpaid deposit. While it is:

  • Submit to Factory on any PO containing that order is refused, with a message such as "Not submitted — order 1234 is on hold for an unpaid deposit".
  • The PO stays as it was, and nothing goes to the factory.

Only Unpaid deposit blocks submission this way. Other hold reasons follow the normal hold rules.

#Submitting once the deposit is paid

  1. Confirm the deposit has arrived.
  2. Open the order named in the message and press Release hold. It returns to its previous status.
  3. Go back to the PO and press Submit to Factory.

#What your customer sees on an invoice

Each invoice is a private link that needs no login, so it can go straight to the customer's accounts person. Anyone with the link can view it.

  • A Tax invoice heading, your logo, the invoice number and its status: Sent, Part paid, Overdue, Paid or Void.
  • Issue date, Due date (or On receipt) and Payment terms.
  • From (your details, with your GST number if registered) and Bill to.
  • Lines with description, quantity, unit price and amount; then Subtotal, GST and Total (or "Includes GST"). With payments or credits: Paid, Credited and Balance. The Currency.
  • Pay online when card payments are connected and something is owed; otherwise How to pay with a Payment reference and Copy button.
  • Notes, Terms & conditions, and Print or save as PDF.

An issued invoice never changes. Its details, GST, prices, terms and due date are frozen at issue. Payments and credits show alongside it.

#Credit notes

A credit note reduces what is owed on an invoice. It is also a private link with no login.

  • It shows the Credit note number, status, issue date and Against invoice, the same layout as an invoice, a Reason, and Print or save as PDF.
  • A banner says whether it was Refunded in full, partly refunded, or credited to the account (taken off what they owe).
  • A withdrawn credit note says "This credit note has been withdrawn and no longer applies."
  • On the invoice, it appears as Credited and reduces the Balance.

#Common questions

A PO was refused for an unpaid deposit. Once paid, Release hold on the order, then submit the PO again.

Where do I set the due date? Through Payment terms in Settings → Invoicing, and per customer.

How will an invoice look? Press See preview.

There is no GST number on an invoice. It is only shown on invoices issued while you were registered.

Can customers pay by card? Only when card payments are connected.

Is a credit note a refund? The banner on it says whether it was refunded in full, partly, or credited to the account.

Related guides

Paying factoriesGroup purchase orders into a payment, record deposits and balances with their real exchange rates, and close the payment to mark POs paid.Factory payment requestsReview and approve a factory's request to be paid, then record the payment, or decline it with a reason the factory can act on.FinancialsSee revenue, cost of goods and margin by customer, product, factory, PO and order, and find orders and POs that need attention.