Skip to main content

Invoice Management

Invoice Overview​

To access invoice management, click on Invoices in the left sidebar menu:

Invoice overview

The Invoices Overview page is displayed with the following information:

At the top of the page​

Period Filters Three buttons allow you to filter data:

  • This month - Current month's invoices
  • Last 3 months - Invoices from the last three months
  • This year - Invoices from the current year

Statistics​

Three cards display a summary of your billing activity:

Total Invoices

  • Displays the total number of invoices created
  • Example: 0 invoices

Total Amount

  • Displays the total value generated by all your invoices
  • Amount in FCFA

To Pay

  • Displays the total amount pending payment
  • Amount in FCFA

Recent Invoices​

This section displays your latest created invoices. When no invoices have been created yet, a message is displayed:

  • No invoices
  • Start by creating your first invoice

Click See all invoices to access the complete list.

Create a New Invoice​

To create an invoice, click the New button at the top right of the page:

New invoice

The New invoice window opens. Fill in the basic information:

**Client ***

  • Search and select a client from your list
  • This field is mandatory

**Issue Date ***

  • Select the invoice creation date
  • Default: today's date
  • This field is mandatory

Payment Terms

  • Select payment conditions
  • Example: "Net 30" (payment within 30 days)

Notes

  • Add special notes or particular payment terms
  • This field is optional

Click Create invoice to validate.

Invoice Details Page​

After creating the invoice, you are automatically redirected to the invoice details page:

Invoice details

Invoice Header​

The invoice number is generated automatically (e.g., INV-2026-0001)

Details Section​

Main information is displayed:

  • Invoice Number: The unique invoice number
  • Status: "Draft" (invoice not yet finalized)
  • Issue Date: The date the invoice was created
  • Due Date: Payment deadline date

Adding Lines to the Invoice​

This is where you add invoiced products or services:

Add a Line​

Click the + Add a line or + Add first line button. A window opens:

Add a line to invoice

Fill in the line information:

Select from a Product

  • Click this button to choose a product from your catalog
  • Information (name, price) will be automatically filled

**Line Name ***

  • Describe the item in detail
  • This field is mandatory
  • If you selected a product, the name is pre-filled

Quantity

  • Indicate the product/service quantity
  • Default: 1
  • Example: 5, 10, 100...

Unit Price (XAF)

  • Indicate the unit price in CFA francs
  • If you selected a product, the price is pre-filled
  • Example: 10000 XAF

Discount (XAF) - Optional

  • Apply a discount on this specific line
  • Amount in CFA francs
  • Help text: "Discount amount to apply on this line"

Tax (%) - Optional

  • Apply a tax percentage on this line
  • Example: 18% for VAT
  • Help text: "Tax percentage to apply"

Automatic Calculation​

Subtotal and Total are automatically calculated based on the entered information:

  • Subtotal = Quantity × Unit Price
  • Total = Subtotal - Discount + Tax

Finalize the Line​

Click Add line to add this line to the invoice, or Cancel to abort the operation.

After Adding a Line​

  • The line appears in the invoice lines table
  • The Amount Summary on the right side updates automatically
  • You can add as many lines as necessary by clicking + Add a line again
  • Each line can be modified or deleted individually

Amount Summary​

On the right side, the financial summary is displayed and updates automatically:

  • Subtotal: Total excluding tax of all lines
  • Discount: Applied reduction (if any)
  • Total: Total amount including tax
  • Amount paid: Sum already paid (in green)
  • Remaining: Outstanding balance (in orange)

Client Information​

The selected client card is displayed with:

  • Client name
  • Type (Individual or Company)
  • A link to access the client profile

Activity​

This section shows the history of actions on the invoice:

  • Invoice creation
  • Modifications made
  • Payments received
  • Sent to client

Payment List​

At the bottom of the page, you can see all payments associated with this invoice:

  • Search bar to filter payments
  • Number of payments per page (10, 20, 50...)

Finalize and Submit the Invoice​

After Adding All Lines​

Once you have added all products/services and verified the amounts:

  1. Verify Information

    • Check the client
    • Check all invoice lines
    • Check totals
    • Check payment terms

  2. Submit the Invoice

    • Click the action buttons at the top right
    • Preview: To visualize the invoice before sending
    • ... (three dots): To access other actions

  3. Available Actions Actions change based on invoice status:

    For a draft:

    • Preview: View invoice
    • Edit: Edit invoice
    • Finalize: Transform draft into an official invoice
    • Delete: Delete invoice

    For a finalized invoice:

    • Preview: View invoice
    • Send: Send to client via email
    • Download: Download as PDF
    • Record Payment: Add a payment
    • Duplicate: Create a copy of the invoice

  4. Status Changes

    • Draft → Finalized (after submission)
    • Finalized → Sent (after sending to client)
    • Sent → Partially Paid (after first payment)
    • Partially Paid → Paid (after full payment)

Usage Tips​

  1. Always verify before finalizing: Once finalized, an invoice cannot be modified (except via credit note)

  2. Use product catalog: To save time, select products from the catalog rather than entering everything manually

  3. Add notes: Personalize your invoices with notes or specific payment conditions

  4. Record payments: As the client pays, record payments to track the balance

  5. Consult activity: Keep an eye on the history to follow the invoice's progress

Your invoices are now ready to be sent to your clients!