Invoices
Create draft invoices in Salefy, issue them, send them by email as a PDF, and record payments until the balance is paid.
Open Invoices in the sidebar. The list shows Number, Account, Issued, Due, Total and Status. Click a column header to sort by it. Overdue invoices are highlighted. Click an invoice number to open it.
Create an invoice
Click New Invoice.
Choose the Type (INVOICE, CREDIT NOTE or PROFORMA), the Account, the Invoice Series and the Currency. Set the Due Date.
Optionally fill in bank details: Variable Symbol, Bank Name, IBAN and SWIFT.
Under Line Items, click Add Line for each item. Pick a Product or type a Description, then set Quantity, Unit Price, Discount % and Tax Rate. The line Total is calculated for you.
Add Public Notes (printed on the PDF) and Internal Notes (for your team) if needed.
Click Save Draft.
You need an account and at least one line item to save.
Invoice lifecycle
A new invoice is a draft. Drafts have no number yet and show DRAFT in place of the number.
| Status | How it gets there |
|---|---|
| Draft | You saved a new invoice. |
| Issued | You clicked Issue on a draft. The invoice gets its number from the series and a PDF is generated. |
| Sent | You sent an issued invoice by email. |
| Partially Paid | Payments recorded so far are less than the total. |
| Paid | Payments cover the full total. |
| Cancelled | You cancelled a draft. |
Once issued, an invoice can no longer be edited or cancelled. Check the draft before you click Issue. To correct an issued invoice, use Duplicate to start a new draft from it.
Actions on an invoice
The buttons at the top of the invoice page depend on its status.
- Edit, Issue and Cancel: drafts only. Editing opens the same form, with Update Draft to save.
- Send by Email: issued or sent invoices. Enter the recipient in To (prefilled with the account's email), and optionally a Subject (optional) and Message (optional). The PDF is attached.
- Add Payment: issued, sent, partially paid or overdue invoices.
- Duplicate: copies the invoice into a new draft.
- Download PDF: opens the PDF.
- Regenerate PDF: issued invoices. Re-renders the PDF with the current company settings.
Record a payment
Open the invoice and click Add Payment.
Enter the Amount and Date. Choose a Method: Bank Transfer, Cash, Card, Check, PayPal or Other.
Optionally add a Reference (for example the transaction ID) and a Note. Click Record Payment.
The status changes to Partially Paid or Paid depending on the remaining balance. Recorded payments appear in the Payments section.
The invoice page
Besides the actions, the page shows Details (account, address, dates, variable symbol and series), a Financial Summary (Subtotal, Discount, VAT, Grand Total, Paid and Balance Due, plus bank details), the Line Items, the notes, the Payments and an Activity log.
Invoices for a company also appear on that company's page. See Companies and contacts.
Invoice series, tax rates and the company details on the PDF are set by an admin under Administration → Invoices.