Invoices

Creating and managing customer invoices

Invoices are formal requests for payment sent to your customers. For a tailoring business, invoices document the services provided, materials used, and the amount due. Professional invoicing helps you get paid faster and maintains clear records of your sales.

Creating an Invoice

Steps to Create an Invoice

  1. Go to Finance > Invoices
  2. Click "Create Invoice"
  3. Select a customer or add a new one
  4. Enter the invoice date
  5. Enter the due date (typically 15-30 days from invoice date)
  6. Add line items for each service or product:
    • Description (e.g., "Custom Suit Tailoring")
    • Quantity
    • Unit price
    • Tax rate if applicable
  7. Add any discounts if applicable
  8. Add notes or terms and conditions
  9. Preview the invoice to check for errors
  10. Click "Save" or "Save and Send" to email it directly to the customer

Invoice Numbering

The system automatically generates sequential invoice numbers (e.g., INV-0001, INV-0002). This helps you track invoices and maintain organized records. You can customize the invoice number format in Settings.

Invoice Line Items for Tailoring

For a tailoring business, your invoice line items might include:

DescriptionQuantityUnit PriceAmount
Custom Suit Tailoring - Premium Wool1AED 2,500.00AED 2,500.00
Silk Lining Upgrade1AED 300.00AED 300.00
Mother of Pearl Buttons8AED 25.00AED 200.00
Rush Service Fee1AED 500.00AED 500.00
Subtotal:AED 3,500.00
VAT (5%):AED 175.00
Total:AED 3,675.00

Managing Invoices

Invoice Statuses

Draft

Invoices that are still being prepared and have not been finalized or sent to the customer.

Sent

Invoices that have been finalized and sent to the customer but have not yet been paid.

Partially Paid

Invoices where the customer has made a partial payment but still has a remaining balance.

Paid

Invoices that have been fully paid by the customer.

Overdue

Invoices that have passed their due date without being fully paid.

Void

Invoices that have been canceled and are no longer valid.

Recording Payments

  1. Go to Finance > Invoices
  2. Find the invoice that has been paid
  3. Click "Record Payment"
  4. Enter the payment date
  5. Enter the payment amount (full or partial)
  6. Select the payment method (cash, bank transfer, credit card, etc.)
  7. Select the bank account where the payment was received
  8. Add a reference number if applicable (e.g., check number)
  9. Click "Save Payment"

Sending Payment Reminders

  1. Go to Finance > Invoices
  2. Filter for "Overdue" invoices
  3. Select the invoice(s) you want to send reminders for
  4. Click "Send Reminder"
  5. Customize the reminder message if needed
  6. Click "Send"

Invoice Templates

The Finance Module includes several professional invoice templates designed for tailoring businesses. You can customize these templates with your:

  • Business logo
  • Contact information
  • Color scheme
  • Font style
  • Terms and conditions
  • Payment instructions

To customize your invoice template:

  1. Go to Finance > Settings > Invoice Templates
  2. Select a template to customize
  3. Make your desired changes
  4. Preview the template
  5. Click "Save Template"

Best Practices for Invoicing

  • Invoice Promptly: Create and send invoices as soon as services are completed to improve cash flow.
  • Be Detailed: Include specific descriptions of services provided and materials used.
  • Set Clear Terms: Clearly state payment terms, due dates, and accepted payment methods.
  • Follow Up: Send friendly reminders for overdue invoices.
  • Offer Incentives: Consider early payment discounts to encourage prompt payment.
  • Keep Records: Maintain copies of all invoices for accounting and tax purposes.

Real-World Example

"Fatima runs a tailoring business specializing in wedding attire. When she completes a bridal gown alteration, she immediately creates an invoice in the Finance Module. She includes detailed line items for each service: bodice adjustment, hem shortening, bustle addition, and beadwork repair, along with the specific materials used. She sets the payment terms to 'Due on Receipt' since the bride will pick up the dress that day. She includes a note thanking the customer for their business and offering a 10% discount on future alterations. When the customer arrives, Fatima shows them the invoice on her tablet, and the customer pays by credit card. Fatima records the payment immediately, and the system automatically marks the invoice as 'Paid' and sends a receipt to the customer's email. This professional invoicing process has helped Fatima reduce payment delays and improve her cash flow."

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