v. How To Create Invoice In Customer Account

An invoice means a document that shows what was sold, its quantity, the date the invoice was issued, when the sale occurred, when the payment was made, the amount of payment, what taxes have been applied, and the final cost that the end user has to pay. 

Click on Create Invoice. 

Go and click on the create invoice option, given in the action bar. 

This page allows users to create and manage invoices for clients. You can enter company and project details, add products or services, and calculate VAT, discounts, and totals. 

Condition 

Please remember the following information, given below:

• The system will not allow selection of a product in the “add product” section of the sales invoice unless the purchase bill for that product has been booked against inventory. 

• Inventory items must first be added in the Inventory module. 

• A purchase bill must be recorded against the company’s inventory account for the added product. Batch information is mandatory when booking the purchase bill. 

• Products become available for sales documents only after the purchase bill is successfully posted. 

• This requirement applies only to inventory (product) items and does not apply to service items. 

• Services can be added by entering the service title. If the service does not already exist, create it in the Service Section. Unlike inventory items, services do not require booking anything before being added to an invoice or invoice in the “product section” while creating any invoice or invoice. 

Fill out the information. 

• Click on “Create Invoice.” You can add an invoice from the action bar as well as from the front page of the customer list. 

• Enter the reference number to identify or track the invoice number, or the system will automatically generate it as per the default setting.

• Enter the company name of the client or company. e.g., XYZZ Trading LLC.

If the customer’s name is not available, please refer to the section. See “How to Add a Customer Name” for detailed instructions. 

• Click on project, and select an existing project to link the invoice.

(If you don’t find the project name, then go to the section “How to add project detail.”). But this option is not mandatory. (2) 

• Use Project Details—Check this box to auto-fill details from the selected project.

• Enter the invoice date, the date on which the invoice is created. 10/1/2025 (default is today). 

• Enter the valid until date, which means the expiry date for the invoice’s validity, e.g., 11/15/2025. 

• Enter the discount rate mentioned in the given invoices and apply a percentage discount to the entire invoice. e.g., the discount rate is 10% or 0 (if no discount was given). 

• Enter the days of validity, which means the number of days the invoice remains valid, e.g., 45 days. 

• Click and select the currency for the invoice (e.g., AED). 

• Enter the bank name and account name. Choose the company’s bank and account details for receivables. e.g., Mashreq Bank. 

Click on Add Products. 

• Click and select the item name as product or service from the dropdown list. e.g., iPhone 17. 

If you don’t find your product and service in the product/item field, then go to the section “How to Add Product and Service in Item Field.” (3) 

• Enter the account name and choose the related accounting category.

The accounts field depends upon the item if you are going to add a specific item/service name in the item field. It will automatically show you two options in the account head. i.e., product revenue or service revenue. Just select it, and it will automatically add the item to their respective account.

OR 

Second, if “Others” is selected in the “add product section” to book any revenue head while creating an invoice, a proforma invoice, or a sale invoice, the appropriate Chart of Accounts must be selected manually. 

And if you select “others” in the item section and still you don’t find your account head in the account field, to select the account code, go to charts of accounts, click on profit and loss, and that page will allow the user to create a new account head. 

• Enter a description like a brief detail of the product.

e.g., the invoice for the product or service will be valid in a given time period. After that time, the price would fluctuate as per the exchange rate. 

• Enter the unit price, the price per unit of the product/service. e.g., AED 1000. 

• Enter the quantity, the number of items being quoted. (We enter quantity only for products, not for service). For service, we add 1 in quantity.

• Net price would be automatically calculated once the quantity is updated. e.g., if the unit price is AED 1,000, then the cost for 100 pieces would be AED 100,000. 

• Click and select the applicable VAT rate. e.g., 5% standard. 

• The automatic system would calculate the VAT amount, e.g., AED5000. 

• “Enter Gross Amount” means the total amount including VAT. E.g., the gross amount would be AED 105000.

• inclusive checkbox—here it works like this: in unit price, the VAT amount is already added. Here, the system only deducts and calculates the original price of the product and the calculated VAT amount from the unit price.

When you click on the inclusive button, it means the VAT amount is deducted from the total amount. And when you click Off, it means the VAT amount is included.

• Use (-) to remove or (+) to add a new product row to add multiple items or services in an invoice. The system allows users to swipe through item sequences based on their individual preferences and requirements. Users can review and select items efficiently by simply swiping up and down, depending on their need. This feature enhances user experience by providing intuitive, quick, and flexible navigation through available content.

• Enter Summary; you can also add comments or special terms for the invoice in the text area provided. 

• The summary also automatically calculated your net amount, the discount applied to the overall amount before or after the VAT amount, and the total payable amount. 

• Select the authorized persons or department responsible for approving or signing the invoice. There are three options given for the signature for responsible persons. 

• After entering all information successfully, click on “Save,” which saves the invoice and adds it to your records. 

Once you save the button, it will add a new invoice into the customer account as well as in the invoice page given in the sales module. 

All invoices and quotation/proforma invoices are automatically recorded under the customer’s account with Unpaid status until payment is received.