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Creating an Invoice

Learn how to create professional invoices for your customers.

📋 Invoice Creation Workflow​

Creating an invoice involves selecting a customer, adding products/services, and setting payment terms.

Step 1: Navigate to Invoices​

From the dashboard or main menu, click on Invoices.

Step 2: Click "Create Invoice"​

Look for the "New Invoice" or "Create" button (usually with a ➕ icon).

Invoice Create Form

📝 Invoice Header Information​

Customer Selection​

Step 1: Click the Customer dropdown or search field

Step 2: Search for the customer by name or email

Step 3: Select the customer from the list

Creating New Customer

If the customer doesn't exist, click "Add New Customer" directly from the invoice form.

Sample Customer: John Doe or Acme Corporation

Invoice Number​

The invoice number is typically auto-generated:

Format Examples:

  • INV-2024-001
  • BILL-2024-11-001
  • 2024-001
Auto-Numbering

The system automatically assigns the next sequential number. You can customize the format in Settings.

Invoice Date​

The date when the invoice is issued.

Default: Today's date

Format: November 20, 2024 or 20/11/2024

Due Date​

The payment deadline for the invoice.

Common Options:

  • Net 15: 15 days from invoice date
  • Net 30: 30 days from invoice date
  • Net 45: 45 days from invoice date
  • Due on Receipt: Immediate payment
  • Custom Date: Specific date

Sample Due Date: 30 days from today = December 20, 2024

Payment Terms

For new clients, use shorter terms (Net 15). For established clients, Net 30 is standard.

Reference / PO Number (Optional)​

Customer's purchase order or reference number.

Examples:

  • PO-2024-12345
  • REF-CONSULTING-NOV
  • Project-Website-Redesign

📦 Adding Line Items​

This is where you add products/services to the invoice.

Step 1: Click "Add Item" or "Add Line"​

Step 2: Select Product/Service​

Option A: Select Existing Product

  1. Click the product dropdown
  2. Search or scroll to find the product
  3. Click to select

Option B: Add Custom Item

  1. Click "Custom Item" or "New Item"
  2. Enter item details manually

Step 3: Enter Item Details​

Description​

What you're charging for.

Examples:

Professional IT Consulting - November 2024
Website Design and Development
Monthly Software License
Technical Support - 10 hours

Quantity​

How many units.

Examples:

  • 1 - For fixed-price items
  • 10 - For 10 hours
  • 5 - For 5 licenses

Unit Price​

Price per unit.

Examples:

  • 1500.00 - ₹1,500 per hour
  • 25000.00 - ₹25,000 for package
  • 999.00 - ₹999 per month

Tax Rate (Optional)​

Applicable tax percentage.

Examples:

  • 18 - 18% GST
  • 12 - 12% GST
  • 0 - No tax

Line Total​

Automatically calculated: Quantity × Unit Price + Tax

Example Calculation:

Quantity: 10 hours
Unit Price: ₹1,500
Subtotal: ₹15,000
Tax (18%): ₹2,700
Line Total: ₹17,700

Step 4: Add More Items​

Click "Add Another Item" to add multiple products/services.

Sample Multi-Item Invoice:

Item 1: Website Design Package
Quantity: 1
Price: ₹25,000
Tax: 18%
Total: ₹29,500

Item 2: Annual Hosting
Quantity: 1
Price: ₹5,000
Tax: 18%
Total: ₹5,900

Item 3: Domain Registration
Quantity: 1
Price: ₹1,000
Tax: 18%
Total: ₹1,180

💰 Invoice Totals​

The system automatically calculates:

Subtotal​

Sum of all line items before tax.

Example: ₹31,000

Tax Amount​

Total tax across all items.

Example: ₹5,580 (18% of ₹31,000)

Discount (Optional)​

Apply a discount to the invoice.

Discount Types:

  • Percentage: 10% off total
  • Fixed Amount: ₹2,000 off

Example:

Subtotal: ₹31,000
Discount (10%): -₹3,100
After Discount: ₹27,900
Tax (18%): ₹5,022
Total: ₹32,922

Grand Total​

Final amount due.

Example: ₹36,580

📄 Additional Options​

Terms & Conditions​

Add payment terms, late fees, or other conditions.

Sample Terms:

Payment Terms:
- Payment due within 30 days of invoice date
- Late payment fee of 2% per month will apply
- Bank transfer preferred
- Please include invoice number in payment reference

Returns & Refunds:
- Services rendered are non-refundable
- Product returns accepted within 7 days

Notes​

Internal notes or special instructions for the customer.

Sample Notes:

Thank you for your business!
Please contact us if you have any questions.

Bank Details:
Account Name: LKG for Billing
Account Number: 1234567890
IFSC Code: ABCD0001234

Attachments​

Attach relevant documents:

  • Project proposals
  • Contracts
  • Delivery receipts
  • Other supporting documents

✅ Saving the Invoice​

You have several options when saving:

Save as Draft​

  • Invoice is saved but not sent
  • You can edit it later
  • Not visible to customer
  • Use when: Invoice needs review or approval

Button: Click "Save as Draft"

Save and Send​

  • Invoice is saved and emailed to customer
  • Status changes to "Sent"
  • Customer receives email with PDF
  • Use when: Invoice is ready to send

Button: Click "Save and Send"

Save and Print​

  • Invoice is saved
  • Print dialog opens
  • You can print physical copy
  • Use when: Customer needs paper invoice

Button: Click "Save and Print"

📧 Sending the Invoice​

After creating the invoice:

  1. Click "Send" button
  2. Verify customer email address
  3. Customize email message (optional)
  4. Click "Send Email"

Sample Email:

Subject: Invoice INV-2024-001 from LKG for Billing

Dear John Doe,

Please find attached invoice INV-2024-001 for the services 
rendered in November 2024.

Invoice Total: ₹36,580
Due Date: December 20, 2024

You can pay via bank transfer using the details in the invoice.

Thank you for your business!

Best regards,
LKG for Billing Team

💡 Sample Complete Invoice​

Here's a full example:

INVOICE: INV-2024-001
Date: November 20, 2024
Due Date: December 20, 2024

BILL TO:
John Doe
Acme Corporation
john@acmecorp.com
+91-98765-43210

ITEMS:
1. Professional Consulting - November 2024
   10 hours × ₹1,500 = ₹15,000
   Tax (18%): ₹2,700
   Total: ₹17,700

2. Website Design Package
   1 × ₹25,000 = ₹25,000
   Tax (18%): ₹4,500
   Total: ₹29,500

Subtotal: ₹40,000
Tax Total: ₹7,200
Grand Total: ₹47,200

Payment Terms: Net 30 Days

❌ Common Errors​

No Customer Selected​

Error: "Please select a customer"
Solution: Choose a customer from the dropdown

No Items Added​

Error: "Invoice must have at least one item"
Solution: Add at least one product or service

Invalid Quantity/Price​

Error: "Quantity and price must be positive numbers"
Solution: Enter valid positive numbers

Past Due Date​

Warning: "Due date is before invoice date"
Solution: Set due date after invoice date

🎯 After Creating Invoice​

Once created, you can:

  1. Record a Payment - Log payment received
  2. Send Reminder - Email customer about pending payment
  3. Download PDF - Get printable copy
  4. Duplicate - Create similar invoice quickly
  5. Delete Draft - Remove draft invoices created by mistake

💡 Best Practices​

Invoice Tips
  1. Detailed Descriptions - Be clear about what's being charged
  2. Accurate Quantities - Double-check hours/units
  3. Proper Tax Rates - Ensure correct tax percentages
  4. Clear Payment Terms - Specify when payment is due
  5. Professional Appearance - Review before sending
  6. Prompt Sending - Send immediately after work completion
  7. Follow Up - Send reminders for overdue invoices

🔄 Quick Invoice Creation Tips​

For Recurring Services​

  1. Create a template invoice
  2. Duplicate it monthly
  3. Update dates and hours
  4. Send

For Standard Packages​

  1. Create products for packages
  2. Select from dropdown
  3. No manual entry needed

For Multiple Clients​

  1. Set up all products first
  2. Add all customers
  3. Create invoices quickly by selecting

Invoice created? Learn how to record payments next! 👉