Before you start
Put the right records and roles in place.
The customer must exist in Customers, where its payment terms (due days) make the due date fill itself, and the products you bill must be in the catalogue. Put colleagues in the Approver, Issuer and Sender groups; any member, or an administrator, can complete the matching step.
Documented sequence
From the first line to the invoice in the customer's hands.
Each stage identifies the action, handoff, or record change that moves the work forward.
- 01
Draft the invoice — Billing clerk
Pick the customer and date, then add product lines: price, unit and tax rate copy in and VAT calculates itself. On Create, company, currency, payment and sent method and the due date fill in, and the invoice is saved as DRAFT.
- 02
Approve or reject — Approver
The approver claims the task and approves (APPROVED) or rejects (CANCELLED). An automatic credit check follows: over the customer's credit limit, a Credit Hold task asks the Approver group to proceed or cancel.
- 03
Issue — Issuer
Issuing stamps the next number from the "Sales Invoice" series and the invoice becomes ISSUED. Any unallocated payment the customer has is pulled onto it, so it can move straight to PARTIAL or PAID.
- 04
Send — Sender
The sender confirms with Send, using the sent method chosen on the invoice header, and the invoice becomes SENT. Print renders the PDF at any point after issue.
Connected work
Carry the record into the next decision.
Related features and workflows reuse the same business records instead of asking teams to rebuild the context.
An issued invoice is never edited; it is corrected with a credit or debit note or, while nothing has been paid, voided.
A starting point, not a fixed package
Fit invoicing to your billing rules.
Payment terms and credit limits are set per customer, sent methods and invoice statuses are maintained in Settings, the "Sales Invoice" counter can be set under Settings → Document Numbering, and the print layout under Documents can be customised per company. Other approval steps or fields can be scoped as a Custom adaptation.
Try BusinessIntentsDecision-stage answers
Issue a sales invoice FAQs
When does the invoice get its number?
Only at issue. A draft carries a temporary placeholder; issuing stamps the next sequential number from the "Sales Invoice" series, so rejected or abandoned drafts never use up a number.
What happens when a customer is over their credit limit?
The invoice does not issue silently. After approval the system compares the customer's open balances plus this invoice with their credit limit; over it, a Credit Hold task lets the Approver group proceed or cancel. An empty limit means no limit.
Can two colleagues work the same approval?
No. Each task belongs to a group, and claiming it takes it out of your colleagues' queue, so only one person works a given invoice at each step.
Do we post the invoice to the ledger by hand?
No. After issue, and again after a payment is recorded, a Journal Entry Posting task appears in the Accountant group's Inbox with the posting already generated, waiting for someone to post it.
Review the real workflow
Take one real invoice from draft to sent in BusinessIntents.
Use a real record or transaction to compare the documented flow with the way your team works today.