Invoices

Invoices is where you bill your customers and follow each invoice until it is paid. You build the invoice, send it by email with a secure payment link, and record payments as they arrive. Every step that affects money is written to your ledger, so your reports stay current.

Open it from Invoicing (AP-AR) > Accounts Receivable > Invoices.

Before you start

• Add the customer first. See Customers.
• Your chart of accounts needs at least one revenue account to assign line items to. See Chart of accounts.
• Decide how the customer will pay. An invoice needs either an online payment method or bank details printed on it. See Online payments.
• Check your numbering and reminder settings in Company Settings > Invoicing.

Create an invoice

1. On Invoices, click New invoice. The page shows the number the invoice will be saved as.

2. Pick the Customer, then check the Issue date, Due date and Currency. A new invoice starts with today’s date, a due date 30 days later and your workspace currency.

3. Optionally enter a PO number. Bokapsys fills in the next number for that customer, and you can overwrite it.

4. Under Line items, fill in each line:

   • Description of the product or service.
   • Revenue account, the account in your chart of accounts the income is recorded against.
   • Unit price and Qty.
   • Tax % for that line, if it is taxable.

   Click Add line for more lines, and use the arrows to reorder them.

5. Adjust the totals if you need to:

   • Tick Apply a single tax rate to the whole invoice and enter a Tax rate % to use one rate instead of the per-line rates.
   • Enter a Discount as a flat amount taken off the total.
   • Enter Shipping as a flat charge, and choose the Shipping income account it is recorded against.

6. Under Payment & bank details, choose the Payment collection method: your workspace default, Stripe Connect (Express), Bokapsys-managed, or Bank transfer only (no online payment). To print your bank details on the invoice, tick the bank details option and pick a saved bank account or type the details.

7. Add Notes (shown on invoice) and Payment terms (shown on invoice) if you want them on the document.

8. To change how your business appears on this one invoice, expand Branding. You can override the logo, business name, phone, email and address, or hide any of them. By default the invoice uses your company settings.

9. Click Save draft.

Caution

Bokapsys will not save an invoice that gives the customer no way to pay. If the payment method you chose is not set up yet, or you picked bank transfer only without entering bank details, a message tells you what to fix and links to the right settings page.

You can edit an invoice only while it is a draft. Open it and click Edit.

Post an invoice to the ledger

Posting writes the invoice to your general ledger: accounts receivable goes up, and the revenue and any sales tax are recorded against the accounts you chose. Until it is posted, a draft has no effect on your reports.

• To post one invoice, open it and click Post to GL.
• To post several, use Post Now on the banner at the top of Invoices, tick the ones you want, and post them together.

Invoices wait for you to post them unless you switch invoices to automatic posting in Company Settings > Posting Config. With automatic posting on, an invoice is posted when you send it. See Posting settings.

If an approval policy covers posting invoices, clicking Post to GL sends the invoice for approval instead. Once it is approved, it posts straight away if invoices are set to post automatically; otherwise post it from the Invoices list. See Approvals.

Send an invoice

Open the invoice and click Send. Bokapsys emails the customer:

• the invoice as a PDF attachment,
• a summary with the invoice number, dates and amount due,
• a Pay invoice button that opens a secure payment page.

The email uses your logo and brand colour. The customer needs an email address on file. Once an invoice has been sent, the button reads Resend.

To get a copy yourself, click Download PDF at any time.

Invoice statuses

1. 1Draft
2. 2Sent
3. 3Viewed
4. 4Partially paid
5. 5Paid

The usual path of an invoice. An invoice can also become Overdue, Void or Written off.

Status	What it means
Draft	Not sent yet. Can still be edited or deleted.
Sent	Emailed to the customer.
Viewed	The customer opened the payment page.
Partially paid	Some, but not all, of the balance has been paid.
Paid	Fully paid.
Overdue	The due date has passed and a balance is still open. Bokapsys applies this automatically.
Void	Cancelled after it was issued. The ledger entries were reversed.
Written off	The remaining balance was moved to bad-debt expense.

Filter the list with the row of status buttons above it (All statuses, Draft, Sent, Viewed, Partially paid, Paid, Overdue or Void), or search by invoice number or customer.

Record a payment

When a customer pays by bank transfer, cheque or cash, record it yourself. Online payments are recorded for you.

1. Open the invoice and click Record payment.

2. Enter the Amount. It starts at the full outstanding balance. Enter less to record a partial payment.

3. Set Received on and the Method (for example bank transfer or cheque).

4. Click Record payment.

The payment increases cash and reduces accounts receivable. If the invoice has not been posted yet, the payment’s entry waits and is posted together with the invoice.

When a customer pays through the online payment page, the payment is recorded against the invoice automatically and the status updates. See Online payments.

Once an invoice is fully paid, Bokapsys emails the customer a receipt and sends your team an in-app notification.

Send a reminder

Open an invoice that is sent, viewed, partially paid or overdue and click Send reminder to email the customer a fresh payment link.

To send reminders automatically, open Company Settings > Invoicing, go to Reminder cadence, tick Enabled, and set:

• Cadence days (after due): for example 7, 14, 30 sends a reminder 7, 14 and 30 days after the due date.
• Max reminders per invoice: the most reminders any one invoice will receive.

Correct or close out an invoice

Credit note

Use a credit note to reduce what a customer owes, for example after a discount agreed later or a returned item. The invoice must be posted and still have a balance.

1. Open the invoice and click Issue credit.
2. Enter the Amount and a Reason, then click Issue credit.

The credit reduces the invoice’s outstanding balance, reversing the revenue and any sales tax in the ledger. A credit for the whole remaining balance closes the invoice as paid.

Refund

Use a refund when you give money back on an invoice that has been paid.

1. Open the invoice and click Refund.
2. Choose the Original payment, then enter the Refund amount, Method and Reason.
3. Leave Post to accounting ticked so the refund is recorded in your ledger, then click Record refund.

To send money back to a customer’s card for a payment they made online, use Refund on the Payments page.

Write-off

Use a write-off when a balance will never be collected. If you still expect to be paid, use a credit note instead.

1. Open the invoice and click Write off.
2. Enter the Amount to write off (it starts at the outstanding balance) and a Reason, then confirm.

The amount moves from accounts receivable to bad-debt expense, and the invoice is marked written off.

Void or delete

• Delete draft removes a draft that has never been posted. The invoice number is not reused.
• Void cancels an invoice that has been issued. It reverses the ledger entries and keeps the invoice and its number on record. A reason is required.

You cannot void an invoice that is already paid; use a credit note or refund instead.

Credit notes, refunds and write-offs can also be routed through an approval policy.

How it works

• Nothing is deleted from the ledger. Voids, credits, refunds and write-offs all add new entries that reverse or offset the original, so the full history is always there.
• Every change is recorded. Each invoice keeps an Activity history of its status changes, and every action is written to your workspace audit log.
• Closed periods are protected. You cannot post, credit or write off into an accounting period you have closed.
• Numbering only moves forward. Invoice numbers are never reused, even after a draft is deleted.

Related

Online payments

Recurring invoices

AR Aging

Approvals