Invoices are the bill the company sends to a client: the document with the service items, the amount and the due date. When the client pays, you record the payment right there, and the system creates the revenue entry and puts the money in the account. It is the way to bill and track who paid without recording the revenue twice.
This invoice is not a tax invoice. When the client needs the fiscal document, issue the NFS-e in its own module.
Marina is going to bill Café Serra Azul for the first stage of the brand identity project: R$ 3,000, due in 30 days.
Issue an invoice
In the menu, go to Tax › Invoices and click New Invoice:
- Supplier/Client — who will pay, chosen from your registered clients.
- Receiving account — the account where the money should land. It comes suggested when you record the payment.
- Currency — set to the company's currency.
- Issue Date, Payment Terms (free text, such as "30 days") and Due Date, which cannot be before the issue date.
- Description and Notes.
- Invoice Items — at least one, each with a description, quantity and unit price. The total is the sum of the items.
Click Issue Invoice. Marina adds an item "Brand identity — stage 1", quantity 1, R$ 3,000.
Send it to the client
- Generate PDF downloads the invoice with the company's logo and color, set in Settings › Customization.
- Send by email sends it to one or more addresses. Add as many recipients as you need.
Record the payment
When the client pays, use Register payment. The window shows the total, how much was already received and the pending balance. Enter:
- Received Amount — it can be partial, but cannot exceed the pending balance.
- Bank fee — if the bank deducted a fee. The window shows the net amount reaching the account.
- Payment Date, Destination Account, Payment Method and notes.
Each payment creates a received revenue entry, in the Sales category, with competence in the invoice's issue month, and adds to the account balance. The fee becomes a separate expense. So do not record that revenue by hand under Revenue: it would count twice.
Café Serra Azul pays R$ 3,000 by boleto, and the bank charges R$ 3.50. Marina records R$ 3,000 with a R$ 3.50 fee: R$ 2,996.50 goes into the business account, the revenue is R$ 3,000 and the fee shows up as an expense.
Follow up, fix and cancel
The list shows number, client, amount, issue date, status (issued or cancelled) and payment (pending, partial or paid), with search and filters.
- In the details, the Payment History shows the date, account, method and amount of each payment. Reverse payment takes that amount out of cash and returns the invoice to pending by that amount.
- Edit only works while the invoice is not fully paid or cancelled.
- Cancel asks for a reason and reverses every recorded payment.
Who can issue
Member, Admin and Owner issue, record payments and cancel. Viewer can only look. On the Enterprise plan, issuing, payments, reversals and cancellations are recorded in Logs.
Where this shows up in the rest of the system
- Revenue — each payment becomes a received revenue entry linked to the invoice.
- Accounts — the amount lands in the destination account's statement.
- Income statement and Cash Flow — the payment counts as billing, and the fee as a financial cost.
- Wisebot — answers "who owes me?" and "how much did I bill this month?".
Where to go next
- Clients and suppliers — add the client before issuing.
- NFS-e — issue the service tax invoice when the client needs it.
- Multiple companies, users and permissions — set the logo and color used on the PDF.
In short: issue the invoice with client, items and due date, send it as a PDF or by email and record each payment, partially if needed. The system creates the revenue and moves the balance, so do not record the same revenue by hand.