The Invoices and billing module is for charging your customers in an organized way: you issue an invoice with the items sold, send it to the customer and track the payment until it's settled. It's a billing document — not a tax invoice — built for the company's financial control.
Important: the invoice here is a billing document. WiseData Finances doesn't issue tax invoices (NF) nor replace your tax-document system; it organizes what you charge and what you receive.
Issuing an invoice
On the Invoices screen, click New invoice. The form gathers:
Customer: chosen among the customers you registered.
Currency and recipient email (where the invoice can be sent).
Issue date and Due date (required).
Payment terms: free text (e.g. “30 days”, “on receipt”).
Description and Notes.
The invoice items
The heart of the invoice is the items table. For each line you provide the description, the quantity and the unit price — the line total is calculated automatically. You add as many lines as you need, and the invoice total adds up live. When done, click Issue.
Practical example: you sold 10 hours of consulting at $200 and 1 report at $500. Add two items — “Consulting” (quantity 10, price 200) and “Report” (quantity 1, price 500). The invoice adds up to $2,500 on its own. Set the due date and issue it.
Tracking invoices
In the list, each invoice shows the number, the customer, the amounts and two statuses that go together:
Invoice status: issued or cancelled.
Payment status: pending, partial (when part has been received) or paid (when settled).
Use the filters to find invoices by situation. Clicking an invoice opens the details, with the items, the paid and pending amounts and the receipt history.
Sending to the customer
Each invoice has two ways to reach the customer:
Generate PDF — downloads the invoice as a PDF for you to keep or send manually.
Send by email — opens a send dialog where you can enter one or several recipients and dispatch the invoice straight from the system.
Recording the receipt
When the customer pays, use the record receipt action. The modal shows the total, how much has been paid and how much is pending, and asks for:
Amount received — it can be the total or just part (partial receipt);
Receipt date;
Account that receives the amount (the system shows its balance);
Payment method and notes.
Each receipt goes into the invoice's history. If the amount received only covers part, the invoice becomes partial; when the pending reaches zero, it becomes paid. You can record several receipts over time and, if needed, remove a receipt entered by mistake.
Cancelling an invoice
If an invoice was issued by mistake or is no longer valid, use cancel. The system asks for a reason (required) and marks the invoice as cancelled. Already-paid and cancelled invoices can no longer be edited or receive new receipts.
Who can manage
Issuing, editing, receiving and cancelling invoices depend on the invoice management permission. Without it, the user can view and generate the PDF but not change.
Tip
Keep your customers registered and issue the invoice as soon as you close the sale, with the due date and payment terms. Track the list by payment status: the pending and partial ones are exactly what your company has to receive.