Usage Guide

This guide covers the day-to-day use of the Invoicing module, including creating invoices, managing statuses, sending invoices to clients, and leveraging the automated deal progression feature.

Creating an Invoice

To create a new invoice:

1. Navigate to the Invoices section in the CRM sidebar.
2. Click Create Invoice.
3. Fill in the invoice details:
   • Client / Company -- Select the client or company the invoice is for.
   • Deal (optional) -- Link the invoice to a specific deal in your pipeline.
   • Invoice Number -- Auto-generated or manually entered, depending on your configuration.
   • Issue Date -- The date the invoice is created.
   • Due Date -- The payment deadline.
   • Line Items -- Add products, services, or custom line items with descriptions, quantities, and unit prices.
   • Tax (optional) -- Apply applicable tax rates to line items.
   • Discount (optional) -- Apply a discount amount or percentage.
   • Notes -- Add any additional notes or payment instructions for the client.
4. Click Save to create the invoice.

tip

Link invoices to deals whenever possible. This enables the automated deal progression feature and keeps your pipeline status accurate.

Creating an Invoice from a Deal

You can also create an invoice directly from a deal record:

1. Open the deal you want to invoice.
2. Look for the Invoices tab or section within the deal view.
3. Click Create Invoice -- the client and deal fields will be pre-populated.
4. Complete the remaining invoice details and save.

Managing Invoice Statuses

Each invoice has a status that reflects its current state in the billing cycle. You can update the status at any time:

1. Open the invoice you want to update.
2. Change the status using the status dropdown or status action buttons.
3. Save the changes.

Available Statuses

Status	Description
Draft	Invoice is being prepared; not yet sent to the client.
Pending	Invoice has been sent and is awaiting payment.
Partially Paid	A partial payment has been received.
Paid	Full payment has been received.
Overdue	Payment deadline has passed without full payment.
Cancelled	Invoice has been voided and is no longer active.

info

When an invoice is marked as Paid, the linked deal automatically moves to the "Invoice Paid" stage in your pipeline. This happens immediately and requires no manual intervention.

Sending Invoices by Email

The module supports sending invoices directly to clients via email:

1. Open the invoice you want to send.
2. Click the Send by Email button.
3. Review the pre-populated email template, including the recipient, subject line, and body content.
4. Make any adjustments to the message if needed.
5. Click Send.

The invoice will be attached to the email (typically as a PDF) and delivered to the client's email address on file.

tip

Customize your email templates under the module settings to maintain consistent branding and include all necessary payment instructions in every invoice email.

Automatic Email Notifications

The module can also send automatic email notifications for key events:

• Invoice Sent -- Confirmation that the invoice email was delivered.
• Payment Received -- Notification when the invoice status changes to Paid or Partially Paid.
• Invoice Overdue -- Reminder when a due date passes without full payment.

Configure these automations in the module settings to match your business workflow.

Automated Deal Progression

One of the most powerful features of the Invoicing module is the automatic deal stage advancement:

1. When you create an invoice linked to a deal, the deal is tracked by the module.
2. When the invoice status changes to Paid, the module automatically moves the associated deal to the "Invoice Paid" stage in your pipeline.
3. This eliminates the need for manual updates and ensures your pipeline always reflects the current billing status.

warning

This automation only works when the invoice is linked to a deal and your pipeline contains a stage named or designated as the "Invoice Paid" stage. Verify your pipeline configuration if the automation does not trigger as expected.

Viewing and Filtering Invoices

The Invoices section provides a comprehensive list view with filtering and search capabilities:

• Search -- Find invoices by number, client name, or amount.
• Filter by Status -- View only Draft, Pending, Paid, Overdue, or Cancelled invoices.
• Filter by Date -- Narrow results by issue date or due date range.
• Sort -- Order invoices by date, amount, status, or client name.

Editing and Deleting Invoices

• Editing -- Open any invoice and modify its details. Changes are saved immediately. Sent invoices can still be edited, but consider resending after significant changes.
• Deleting -- Remove invoices that are no longer needed. Deleted invoices are permanently removed.

warning

Deleting a paid invoice does not reverse the deal progression. If the deal was already moved to the "Invoice Paid" stage, you will need to manually adjust the deal stage.

Best Practices

• Use consistent invoice numbering to maintain clean financial records and simplify audits.
• Link all invoices to deals to take full advantage of the automated deal progression feature.
• Set realistic due dates and use the overdue notification feature to follow up on late payments promptly.
• Review draft invoices carefully before sending to avoid corrections and resends.
• Archive or export invoice data periodically for backup and external accounting purposes.

Support

For help with invoicing workflows, visit the Themesic Support Ticketing Area.