Invoices

An invoice asks your customer to pay. In Invoa you write it as a draft, issue it (which gives it a number and locks it), send it, and record payments against it until it is paid.

#Create an invoice

1. Open Invoices and click New invoice. You can also start from a quotation with Convert → Draft invoice.

2. Pick the customer under Customer, or type a new name and create the contact on the spot.

3. Fill in the header:

   Field	Notes
   Title / subject	Optional. Printed on the invoice, for example "Phase 1 — development".
   Your reference	Optional. The customer's PO number or your project code.
   Issue date	Defaults to today. You can change it again when you issue.
   Due date	Filled in from the customer's Payment terms (days) when you pick them. If you leave it empty, it is set to 30 days after the issue date when you issue.

4. Add Line items (see below), and optionally Intro text, Notes to customer and Terms & conditions.

#Line items

Each line has a Description, Qty, Unit, Unit price, Discount and Tax. Start typing in Description to pick from your catalogue under Products & Services: the price, tax and LHDN classification fill in. If the customer is on a price list, their price fills in instead, and if you change the customer after adding items, Invoa offers to Update prices to match.

• Click Add line, or press Alt+Enter, to add a line below. Shift+Enter starts a new paragraph inside a description.
• Use the arrows to reorder lines.
• Discount on a line can be a percentage (%) or an amount (RM).

The Summary panel shows Subtotal, discounts, SST, Rounding and Total. Use Document discount (percentage or RM) for a discount on the whole invoice, and Rounding for a small adjustment such as rounding to the nearest 5 sen. If you have more than one number series for invoices, choose one under Number series.

#SST tax types

Choose the tax per line. New lines use the Default tax type from Settings → Company.

Reports → SST summary totals the tax by type for your SST return.

#Drafts save automatically

You do not need a save button. A draft saves about a second after you stop typing; the bar at the top shows Saving…, then Saved with the time. Press Cmd+S (Mac) or Ctrl+S (Windows) to save at once. A draft needs a customer and at least one line before it can be saved.

Drafts have no number, so an abandoned draft never leaves a gap in your numbering. Drafts are listed with the word Draft in place of a number.

#Save & preview

Click Save & preview to see the invoice exactly as it will look once issued, in a preview window. The number is allocated only when you issue, and the PDF is created then.

#Issue an invoice

1. Click Issue Invoice.
2. The Issue this Invoice? dialog shows the Number to allocate, the Issue date and the total.
3. Click Issue now.

Issuing:

• Allocates the next number from your series, for example INV-26-0007. Numbers are allocated only on issue, in order, so there are no gaps.
• Locks the invoice. It cannot be edited afterwards. The PDF and the customer page are produced from the issued version.
• Counts towards your plan. On Free you can issue 20 a month, counting invoices and credit, debit and refund notes. Quotations, proformas, delivery orders and receipts are free. See Plans, trial and billing.

If your accountant has locked a period, you cannot issue with an issue date inside it.

After issuing, the Send Invoice dialog opens so you can email it straight away. See Send by email, WhatsApp or link.

#Invoice statuses

"Overdue" is not a separate status. An open invoice past its due date shows how many days overdue in the list, and Overdue only filters for them.

#Correct an issued invoice

Issued invoices cannot be edited. You have two options.

#Void

Use Void when the invoice should never have been issued.

1. Open the invoice and click More → Void.
2. Enter a Reason and click Void.

The invoice keeps its number and is marked Void. Only owners and admins can void. You cannot void an invoice that has payments or issued credit notes against it; void the credit notes first.

If the invoice was validated by LHDN as an e-invoice, Invoa also sends the cancellation to LHDN — but only within LHDN's 72-hour window. After that, Void is unavailable and the menu shows "LHDN 72-hour cancellation window has closed — issue a credit note instead." See Submit and cancel e-invoices.

#Credit note

Use a credit note to reduce or reverse an invoice, for example after a discount agreed later or a returned item.

1. Open the invoice and click More → Create credit note.
2. Invoa opens a draft credit note with the invoice's lines, referencing the invoice number. Change the lines to the amount you are crediting.
3. Click Issue Credit Note. It gets its own number, for example CN-26-0001.

Credit notes are listed on the Credit notes tab next to Invoices and are netted off in Reports → Sales by customer and SST summary.

Once issued, the credit note reduces what the customer owes on the original invoice: its balance becomes the total, less payments, less issued credit notes. When payments and credit notes together cover the total, the invoice shows as Paid and payment reminders stop. The pay page and online payment ask only for the remaining balance. Voiding the credit note puts the amount back.

#Duplicate an invoice

To bill the same thing again, open any issued invoice and click More → Duplicate. You get a new draft with the same customer and lines, dated today. Check it and issue it as usual.

#Submit as an e-invoice

Issued invoices show an e-Invoice (LHDN MyInvois) panel. Click Submit to LHDN to send the invoice to MyInvois. See Submit and cancel e-invoices.

#Related

• Send by email, WhatsApp or link
• Payments and receipts
• Numbering and templates
• Submit and cancel e-invoices