Invoices

Bill a customer for goods or services, post the invoice to the general ledger, then collect payment.

Overview

An invoice records what a customer owes you. In Xetuu it is a header (customer, dates, currency, terms) plus one or more lines (product or description, quantity, unit price, discount, tax). Credit notes and receipts share the same underlying record and posting engine, distinguished by the document type.

Totals are calculated from the lines. When you post an invoice it creates a balanced journal entry in the general ledger and becomes immutable: a posted invoice can no longer be edited, only reversed.

When to use invoices

You deliver goods or services on credit and want to track the receivable until it is paid.
You need a tax invoice that posts revenue and tax to the ledger.
You are billing from a sales order or want to bill without one (direct invoice).

Prerequisites

Step by step

In Accounting, open Customers → Accounting → Invoices. The list shows every invoice with its status.
Screenshot for this step has not been captured yet — run npm run docs:flow.

Field reference

Field	Description	Required	Data type	Business meaning
Customer	The customer being billed.	Yes	Customer record	Determines the receivable owed and appears in the customer statement.
Invoice date	Date of the invoice.	Yes	Date	The accounting date; must fall in an open period.
Due date	When payment is due.	Yes	Date	Drives ageing and follow-up reports. Can be derived from payment terms.
Payment terms	Standard terms such as net 30.	No	Payment term	Calculates the due date.
Currency	Document currency.	Yes	Currency code	Amounts are converted to the company currency at the exchange rate.
Exchange rate	Rate to company currency.	No	Decimal	Defaults from the currency rates when left blank.
Reference	Your or the customer’s reference, such as a PO number.	No	Text	Printed on the invoice and searchable.
Line: product / description	What is being billed.	Description is required	Product or text	Printed on the invoice; a product enables stock issue where configured.
Line: quantity	Units billed.	Yes	Number ≥ 0	Multiplied by unit price.
Line: unit price	Price per unit.	Yes	Number ≥ 0	The amount posted to income.
Line: discount %	Percentage discount.	No	Number ≥ 0	Reduces the line subtotal.
Line: tax	Tax applied to the line.	No	Tax template	Posts to the tax account.
Line: analytic distribution	Split of the line across analytic accounts by percentage.	No	Distribution	Creates analytic items on posting for cost-centre and project reporting.
Broker transaction	Toggle for broker sales.	No	Boolean	The ledger posts the real unit price while the printed invoice shows each line’s separate print price.
Notes / Terms	Free text printed on the document.	No	Text	Falls back to the company defaults in Print Settings.

Lifecycle

DraftPostedPartially paidPaidOverdueCancelled

Only a Draft can be edited or posted. Payments move a posted invoice to Partially paid and then Paid; an unpaid invoice past its due date is Overdue. A posted invoice is never edited: cancelling or resetting to draft creates a reversing journal entry and leaves the original entry in the ledger.

Accounting impact

Invoice: debit the default receivable account for the total; credit income for each line subtotal; credit the tax account for the tax amount.
Credit note: the exact reverse, so it reduces both the customer balance and revenue.
Reversal (cancel or reset to draft): a second, opposite entry is created. The original entry stays posted, so General Ledger shows both.
If the invoice issues stock (stock-tracked products on a direct invoice), stock is issued when it is posted, and posting is blocked when stock is not available.
Lines with an analytic distribution create analytic items on posting.

Payments

Record a payment against a posted invoice from the invoice screen, or in bulk through Batch Payments. A mode of payment is mandatory on every payment: there is no pre-selected default.

Credit notes

Create a credit note from an invoice to reverse all or part of it. The credit note keeps a link to the source invoice and posts the reverse entry.

Reports

Aged Receivable (Reporting → Partner Reports)
Partner Ledger
Invoice Analysis
Customer Statement on the customer record, with PDF, Excel and email

Printing and email

Print and Send by Email use the shared Print Engine, so the footer, colours, fonts and default terms come from Administration → Print Settings.

Permissions

These permission keys control access (granted to roles in Administration → Roles & Permissions):

accounting.invoices.read
accounting.invoices.create
accounting.invoices.update
accounting.invoices.post
accounting.invoices.payment
accounting.invoices.creditnote
accounting.invoices.cancel
accounting.invoices.delete

Automation

Posting emits sales.invoice.posted so other modules can react.
Pre-built accounting automations are available under Accounting → Automations.

Credit Notes