💳 Invoicing

Generate, send, and track invoices for all courier services rendered. Supports partial payments, credit notes, taxes, recurring invoices, and full PDF export with your company branding.

Finance Module Accountant · Manager · Admin

Overview

The Invoicing module manages all client-facing billing in Deprixa Plus. Invoices can be created manually, generated in bulk from multiple shipments, or produced automatically on a recurring schedule for contract clients. Every invoice links back to the shipments it covers, providing a clear audit trail from service delivery to payment.

Every invoice links back to the shipments it covers, providing a clear audit trail from service delivery to payment collection.

Screenshot: Invoice list view showing statuses, amounts, due dates, and outstanding balances

Invoice Lifecycle

Every invoice passes through a defined set of statuses. Understanding this lifecycle is essential for managing cash flow and client communications:

Status Color Description Next Steps
Draft Grey Being prepared. Not yet sent to client. Can be freely edited. Issue or discard
Issued Blue Finalized and assigned an invoice number. Not yet sent. Send to client
Sent Teal PDF emailed to client. Awaiting payment. Await payment or follow up
Partially Paid Yellow Client has made one or more partial payments. Balance remains. Record additional payments
Paid Green Full amount received. Invoice closed. Posts to AR in Accounting
Overdue Red Due date has passed with outstanding balance. Auto-set by system. Send reminder or escalate
Cancelled Dark Grey Invoice voided. A credit note is issued if it had been sent to the client. Issue credit note if needed
Important: Once an invoice is in "Issued" status or later, its line items and amounts cannot be changed. To correct an issued invoice, cancel it and create a new one, or issue a credit note for the difference.

Creating an Invoice

To create a new invoice manually, navigate to Invoicing → New Invoice and follow these steps:

  1. Step 1: Select Client
    Search for the client from CRM. The client's billing address, tax ID, payment terms, and active rate card are loaded automatically.
  2. Step 2: Add Line Items
    Add shipments by tracking number to pull their rates from the client's rate card, or add manual line items with custom descriptions and prices.
  3. Step 3: Apply Taxes and Discounts
    Select applicable tax rates (configured in Settings → Taxes). Apply percentage or fixed-amount discounts if negotiated with the client.
  4. Step 4: Set Due Date and Payment Terms
    The due date is pre-filled based on the client's payment terms (e.g., Net 30 = today + 30 days). Adjust if needed.
  5. Step 5: Issue the Invoice
    Click "Issue Invoice." This assigns the invoice number (auto-format: INV-YYYY-NNNN), locks the amounts, and changes status from Draft to Issued.
  6. Step 6: Send PDF by Email
    Click "Send to Client." The system generates a professional PDF and emails it to the client's billing email address with a customizable cover message.
Screenshot: Invoice creation form with line items, tax selector, and due date field

Invoice Fields

Field Description Auto-populated?
Invoice Number Unique sequential identifier. Format: INV-YYYY-NNNN Yes, on Issue
Client Linked CRM client record with all billing details Selected by user
Issue Date Date the invoice was officially issued Yes (today)
Due Date Payment deadline based on client's payment terms Yes (from client terms)
Line Items Services rendered with qty, unit price, and taxes From shipments or manual
Subtotal Sum of all line items before taxes and discounts Calculated
Discounts Any negotiated discounts applied (% or fixed) Manual or from contract
Taxes Tax amounts per configured tax rate Calculated
Total Final amount due after all adjustments Calculated
Notes Free-text notes printed on the invoice PDF Optional
Internal Notes Notes for internal use only — not shown on PDF Optional

Taxes

Tax rates are configured globally in Settings → Taxes. Each tax has a name, rate percentage, and an optional tax ID number for compliance. Multiple taxes can be applied to a single invoice (e.g., federal VAT + local tax).

// Tax configuration example
{
  "taxes": [
    {
      "id": 1,
      "name": "VAT",
      "rate_percent": 19,
      "tax_number": "VAT-CO-001",
      "applies_to": ["services"],
      "is_default": true
    },
    {
      "id": 2,
      "name": "Local Municipal Tax",
      "rate_percent": 2,
      "tax_number": null,
      "applies_to": ["services"],
      "is_default": false
    }
  ]
}

Each line item on an invoice can have different tax rates applied — for example, domestic shipments at 19% VAT while international shipments are zero-rated. Taxes are shown as separate line items on the invoice PDF for full transparency.

Line Items

Invoice line items represent individual services rendered. Each line item contains:

Field Description
Description Service description as it will appear on the PDF (e.g., "Next-Day Delivery — Tracking #DPX0845")
Quantity Number of units (usually 1 per shipment)
Unit Price Price per unit, pulled from rate card or entered manually
Tax Rate Applicable tax rate for this line item
Line Total Quantity × Unit Price (before tax)
Shipment Reference Optional link to the associated shipment record for traceability
Tip: For bulk billing, use the "Add Shipments in Bulk" feature to search and add multiple shipments at once by date range or status. This is ideal for weekly or monthly consolidated billing of corporate clients.

Recording Payments

When a client makes a payment, record it in the invoice to update the outstanding balance:

  1. Open the invoice and click "Record Payment"
  2. Enter the payment amount (can be partial)
  3. Select the payment method (Bank Transfer, Cash, Card, Check, Online Transfer)
  4. Enter the payment date and a reference number (e.g., bank transaction ID)
  5. Save — the invoice status updates automatically (Partially Paid or Paid)

All payment records are stored in the invoice's payment history tab. If a client pays by check that later bounces, use "Reverse Payment" to cancel the payment record and return the invoice to unpaid status.

Overdue Handling

The system automatically marks invoices as "Overdue" when the due date passes with an outstanding balance. Additionally:

Overdue reminder schedules and email templates are configurable in Settings → Invoicing → Reminders.

Warning: If a client's outstanding overdue balance exceeds their configured credit limit, the system will warn (or optionally block) the creation of new shipments for that client until the balance is resolved.

Credit Notes

A credit note is a document issued to reverse or partially refund an invoice. Use credit notes when:

To issue a credit note: open the original invoice and click "Issue Credit Note." Select whether to credit the full amount or a partial amount. The credit note is linked to the original invoice and reduces the client's outstanding balance. Credit notes can also be applied as a deduction on the client's next invoice.

PDF Export

Every invoice can be exported as a professionally formatted PDF. The PDF includes:

Screenshot: Sample invoice PDF with company branding, line items, and payment details

Recurring Invoices

For clients billed on a fixed regular schedule (e.g., monthly retainers or flat-rate contracts), set up a recurring invoice template:

  1. Create the invoice as normal
  2. Click "Set as Recurring" and configure the interval (weekly, bi-weekly, monthly, quarterly)
  3. Set the start date and optionally an end date
  4. Choose whether to auto-send to the client or generate as Draft for manual review first
  5. Save — the system will automatically generate the next invoice on schedule

Recurring invoices appear in the Recurring section of the invoice list. Each generated invoice is a regular invoice that can be edited (before Issue) and tracked through the normal lifecycle.

Payment Tracking

When a payment is recorded against an invoice, the outstanding balance is updated immediately and the invoice status transitions accordingly (Partial → Paid). All payments are logged with amount, date, method, and reference number for audit purposes.

For external accounting or bookkeeping, use the invoice list CSV export to obtain a complete record of issued invoices and recorded payments for any date range.

Tips for Power Users