Invoice

What an invoice is

An invoice is the bill you send a client for goods or services you have supplied. It says what they owe, the tax on it and when it is due, and KyDec then tracks what has been paid against it.

You can type an invoice from scratch, make one from a quotation, proforma invoice, sales order or delivery challan, read one in from a file with Scan Invoice, or set one to repeat on a schedule.

A prospect becomes a client the first time you raise an invoice for it.

Find your way round the list

Open Sales & Invoices in the sidebar and choose Invoices. The page opens on Overview, with your invoices listed newest first under a Filters panel.

1. 1Create New Invoice opens a blank invoice. The arrow beside it has more ways in: Scan Invoice, Bulk Scan Invoices and Bulk Upload Invoices.
2. 2The tabs split the list. Active Invoice shows the list on its own, Recurring Invoice shows invoices set to repeat, and Deleted Invoice holds deleted ones, which can still be restored. Suggested Invoice and the report tabs open their own pages.
3. 3Filters narrows the whole page at once, by Status, Client, Contact and Date Range. Reset clears them.
4. 4Each row ends with icons for Quick Preview, Open in New Tab, Edit, Mark Paid and Duplicate, and a ⋯ menu with everything else you can do.

• Invoice Summary and Invoice Graph sit under the filters on Overview. Click a heading to open it. Both follow the filters you have set.
• The Status column shows where an invoice stands, with its due date underneath while money is still owed.
• Quick Preview shows the invoice as it prints, in a panel over the list. Expand Line Items opens its items inside the list.
• In the Invoice Email column, (Send) beside Not Sent opens the email form for that invoice.
• Most columns can be sorted or filtered from their heading. Download As saves the list as a CSV file, with or without line items, and the columns button beside it (Show/Hide Columns) chooses which columns show in the table and in the file.
• In the Tags column, Add Tags labels an invoice so you can filter by that tag later.

Create an invoice

Click Create New Invoice. The page that opens is the invoice itself: you fill it in where it will print.

1. 1Check the Invoice No and Invoice Date. The next number in your series is filled in, with the last one used shown under it as Last No, and the date starts as today.
2. 2Click Add due date if the invoice has one. The gear beside the date sets it as a number of days after the invoice date.
3. 3Under Billed To, pick the client from Select a Client, or click Add New Client to create one without leaving the invoice. If the client has a main contact, that person is added too. Select contact adds one when none is shown.
4. 4Add what you are billing. Type in Item Name / SKU Id to pick an item from your catalogue or to use a new name, then enter the quantity and rate. Add New Line adds another item and Add New Group adds a heading to gather lines under.
5. 5Click Add VAT above the items to choose the tax for this invoice in Configure Tax. Once a tax is chosen each line has its own rate, and the button reads Configure followed by the name of the tax.
6. 6Check the total, then add whatever else the invoice needs. The next section lists what there is.
7. 7Click Save & Continue to raise the invoice and open its page. Save & Create New saves it and starts another, and Save As Draft keeps it as a draft you can finish later.

• An invoice needs a number, a date, a client, a currency and at least one named item before it can be saved. Anything missing is listed at the foot of the page.
• Labels with a dotted underline, such as Invoice No, can be clicked and reworded. The new wording is then used on every invoice.
• A new item name typed on a line is added to your item catalogue when the invoice is saved.
• If you leave with unsaved work KyDec asks first. A new invoice you were part-way through is offered back the next time you open Create New Invoice in the same browser.

Tax, discounts, charges and the rest of the page

Everything below the client is optional. Each part is added with its own link and taken away again with the × beside it.

• In Configure Tax, choose the tax type (or +Create New Tax to name your own) and tick Is Reverse Charge Applicable? if the client accounts for the tax.
• The invoice starts in your business currency. Choose another under Currency and an exchange rate field appears, filled in with the rate for the invoice date. You can type your own.
• Add Discounts in the totals offers Give Discount on Total, taken off after tax, and Give Item Wise Discount, taken off each line before tax.
• Add Additional Charges adds a charge such as delivery. Without Tax is added after tax, and With Tax is taxed at its own rate.
• Round Up and Round Down appear when the total has a fraction to round away.
• Add Shipping Details adds Shipped From and Shipped To addresses and Transport Details.
• Show Bank Account Details prints one of your payment accounts on the invoice. Select Another Bank Account changes which one.
• Add Signature takes a signature image you upload, or one you draw with Use Signature Pad.
• Add Terms & Conditions, Add Notes, Add Attachments, Add Additional Info and Add Contact Details each add their block to the invoice. An attachment can be up to 10 MB and shows as a link in the invoice.
• This is a Recurring invoice turns the invoice into a schedule: how often it repeats, when the first one is raised, when it ends, and whether each new one is kept as a draft, saved, or sent by email or WhatsApp.
• Edit Columns/Formulas changes which columns the items have, Number and Currency Format changes how figures are written, and Advanced options at the foot of the page holds print choices such as Show SKU in Invoice.
• With Advanced Accounting on, each line shows the Sales Ledger it is booked to, with Edit to change it, and a Voucher Book row can appear under the date.

What you can do with a saved invoice

Saving opens the invoice on its own page, with the printed copy in the middle and the actions along the top. The same actions are in the ⋯ menu of its row in the list.

1. 1Record Payment records money the client has paid you. Mark Paid opens the same form. The next section goes through it.
2. 2Send Email and Send Whatsapp send the invoice with its PDF. Send Reminder By Email and Send Reminder By Whatsapp chase one that is still unpaid. Copy Invoice link copies a link the client can open, and Download saves the PDF.
3. 3Create Credit Note and Create Debit Note start a note against this invoice, already linked to it. Generate Delivery Challan, Convert to Purchase Order and Convert to New Document make another document from the same details.
4. 4Cancel withdraws an invoice that is still owed, and Delete moves it to Deleted Invoice. Both ask for a reason.

• On the invoice page, Share holds Send Email, Send WhatsApp and the public link, and Download / Print holds Print and Download.
• An email can go now or with Schedule for later, and Setup Auto Reminders sends follow-ups around the due date.
• The invoice email can also carry the client's statement: tick Attach Client Statement and choose the period.
• Emails are sent from the sender address connected to your business and WhatsApp messages from your connected WhatsApp Business account. Each form offers the way to connect one if none is set up.
• Customize Invoice Design on the invoice page changes the template, colour and font, letterhead and footer, page size and watermark.
• In the ⋯ menu on the invoice page, View/Print Duplicate Invoice and View/Print Triplicate Invoice print the extra copies.
• If you use approval workflows, Send for Approval puts the invoice on one.

Record a payment

Use Record Payment when a client has paid you directly, by transfer, cash, cheque or any other way.

1. 1Amount Received (A) opens on the full amount due. Change it if the client paid only part. If a fee was kept back on the way, enter it as Transaction Charge (B). Amount to Settle (A+B) shows what comes off the invoice.
2. 2Set the Payment Date and the Payment Method.
3. 3Choose the Payment Account the money went into. Add New Payment Account in that list creates one on the spot.
4. 4Use Add Ref. ID, Add Additional Notes or Add Attachments for a bank reference or proof of payment, and tick Notify client about this payment to tell the client.
5. 5Click Save. The invoice moves to Part Paid or Paid, and the payment is listed under Invoice Payment Records on the invoice page.

• Each payment is kept as a payment receipt, numbered with your other receipts.
• With Advanced Accounting on, Payment Ledger shows the ledger the payment is posted to.
• A business registered for GST in India also sees GST TDS / TCS Withheld (C), for tax the client held back. It is added into the amount settled.
• A client can also report a payment from the link you shared. It waits under Invoice Payment Records as Approval Pending until you approve or reject it, and the invoice shows a Pending badge in the list meanwhile.
• To undo a payment, delete it under Invoice Payment Records. Its payment receipt is cancelled with it.

Statuses and rules worth knowing

• Draft is saved but not raised. Unpaid is raised with nothing received. Part Paid has some received, and Paid is settled in full. Overdue is unpaid past its due date, and Canceled is withdrawn.
• Only an invoice that is still owed can be cancelled. A draft is deleted instead, and a paid invoice cannot be cancelled. Revert brings a cancelled invoice back.
• Deleting an invoice first reminds you that a credit note is usually the better correction. Continue to Delete carries on.
• A deleted invoice is kept under Deleted Invoice, where Restore brings it back and Delete Permanently removes it for good. Deleting frees its number for a new invoice.
• Duplicate starts a new invoice with the same items, terms, tax and design. The client, number and dates are left for you to fill in.
• With Advanced Accounting on, View Journal on the invoice page shows the entry posted for it.