Invoicing & payments

Invoices are the legal, numbered documents in Avitly. You can invoice directly from an accepted quote, or run orders as a separate confirmed contract stage first and invoice from there in stages.

Before you start

An invoice needs a quote or order to invoice from, see Quotes & margin.

Two ways to invoice

• Quote to invoice, direct: from an accepted quote, convert it straight into a Draft invoice. Quick, no order involved.
• Quote to order to invoice: convert the quote to an order first once the deal is confirmed, then invoice from the order, in one go or in stages.

Billing in stages

From a confirmed order, choose "Full invoice" to bill the whole order, or "Deposit" to bill a percentage of it, your organization's default deposit percentage is set in Settings. Each further invoice against the same order automatically adds a "Less previously invoiced" line, so billing the order more than once always nets out to the order's real total, never doubling it up.

Sending and finalizing

An invoice starts as a Draft, which you can still edit freely. "Send invoice" (or "Email invoice" to deliver it directly) assigns it the next number in your organization's sequence and locks it: once numbered, an invoice's lines cannot be edited or deleted. If something needs correcting after that point, use "Create credit note" rather than trying to change the original; a credit note negates the invoice's lines and takes the next number in the same sequence.

Recording payments

Open an invoice and use "Record payment" to log an amount, a date, and a method. Record a negative amount, or "Record refund" on a credit note, to reflect money going back out. Once recorded payments cover the invoice, it is marked Paid automatically.

Chasing overdue invoices

An invoice becomes eligible for a reminder once it is overdue against its payment terms. Send one from an individual invoice with "Send payment reminder", or send several at once from the invoice list with "Send N reminders". Reminders go out as email and are not automatic: you trigger each one yourself.

Tax

Each line can carry its own tax rate, and a document level tax treatment, standard, reverse charge, export, or exempt, is set once and honored consistently on the invoice and its PDF. See Product catalog for setting a product's default tax rate.

Tips

• Only a Draft invoice can be edited or deleted. Once it has a number, correct it with a credit note.
• "Void" is shown as a status but is not something you can set from the invoice itself; a numbered invoice is corrected, not voided.
• Reminder timing is based on your organization's reminder schedule in Settings, and sending is manual, not scheduled for you.

Related: Quotes & margin, Branding & dashboard.