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Invoice Management Overview

Learn how to create and manage invoices in LKG Billing.

📋 What are Invoices?​

Invoices are formal requests for payment sent to customers for goods or services provided. The Invoice Management section helps you:

  • Create professional invoices
  • Track invoice status (Draft, Sent, Paid, Overdue)
  • Send invoices to customers via email
  • Record payments against invoices
  • Generate invoice reports

📊 Invoice List View​

When you navigate to the Invoices section, you'll see all your invoices.

Invoices List

List Features​

  • Search Bar - Find invoices by number, customer, or amount
  • Filter Options - Filter by status, date, customer
  • Create Invoice Button - Generate new invoices
  • Invoice Table - View all invoice details

Each invoice entry typically shows:

  • Invoice number (e.g., INV-2024-001)
  • Customer name
  • Invoice date
  • Due date
  • Total amount
  • Status badge (Paid, Pending, Overdue)
  • Quick actions (View, Edit, Delete, Send)

🏷️ Invoice Statuses​

Invoices can have different statuses:

📝 Draft​

  • Invoice is being prepared
  • Not yet sent to customer
  • Can be edited freely
  • Not included in reports

📤 Sent​

  • Invoice has been sent to customer
  • Awaiting payment
  • Customer can view the invoice
  • Included in pending reports

✅ Paid​

  • Payment has been received
  • Invoice is closed
  • Included in revenue reports
  • Cannot be edited

⚠️ Overdue​

  • Payment due date has passed
  • Payment not received
  • Needs follow-up
  • Included in overdue reports

🔍 Searching and Filtering​

Search Invoices​

Find invoices using:

  • Invoice number: INV-2024-001
  • Customer name: John Doe
  • Amount: 1500
  • Date range

Filter Options​

  • By Status: All, Draft, Sent, Paid, Overdue
  • By Date: Today, This Week, This Month, Custom Range
  • By Customer: Select from dropdown
  • By Amount: Min and Max range

📊 Invoice Information​

Click on any invoice to view complete details:

Header Information​

  • Invoice number
  • Invoice date
  • Due date
  • Reference/PO number

Customer Details​

  • Customer name
  • Billing address
  • Email and phone
  • Tax ID (if applicable)

Line Items​

  • Product/Service name
  • Description
  • Quantity
  • Unit price
  • Tax rate
  • Line total

Calculations​

  • Subtotal
  • Tax amount
  • Discount (if any)
  • Total amount
  • Amount paid
  • Balance due

🎯 Common Invoice Actions​

Create New Invoice​

Learn how to create a new invoice.

Edit Invoice​

  1. Find the invoice (must be in Draft status)
  2. Click Edit
  3. Make changes
  4. Click Save
Editing Restrictions

Only Draft invoices can be edited. For Sent/Paid invoices, create a credit note instead.

Send Invoice​

  1. Open the invoice
  2. Click Send button
  3. Verify customer email
  4. Add a message (optional)
  5. Click Send Email

Record Payment​

  1. Open the invoice
  2. Click Record Payment
  3. Enter payment details
  4. Save payment record

Learn more: Recording Payments

Download/Print​

  • PDF: Download as PDF for printing or emailing
  • Print: Print directly from browser
  • Email: Send PDF via email

💡 Invoice Management Tips​

Best Practices
  1. Sequential Numbers - Use automatic numbering for better organization
  2. Clear Descriptions - Write detailed line item descriptions
  3. Set Due Dates - Typically 15-30 days from invoice date
  4. Send Promptly - Send invoices immediately after service delivery
  5. Follow Up - Send reminders for overdue invoices
  6. Keep Records - Don't delete finalized or paid invoices

📧 Email Templates​

Customize email templates for:

  • New invoice notification
  • Payment reminder (7 days before due)
  • Overdue notice (after due date)
  • Payment received confirmation
  • Thank you message

Configure in: Settings → Email Templates

📊 Invoice Reports​

Generate reports to analyze:

  • Total invoices by status
  • Revenue by period
  • Outstanding amounts
  • Customer payment history
  • Tax collected

Learn more: Reports

🚀 Next Steps​

Ready to create invoices? Click Next to learn how! 👉