Creating a Sales Invoice

Note: Before you start, make sure that the “Sales” App is activated on your Daftra account.

1. Click on “Sales” from the main menu.
2. Click on “Create Invoice”.
3. Select the desired invoice design from the dropdown “Invoice Layout”.
   • Note: Your account must have additional invoice designs. For more details, refer to the guide on Creating an Invoice/ Estimate Layout
4. Enter the invoice details as needed. For more information, see the “Invoice Details Setup“.
5. Select from the dropdown the method of saving the client’s invoice, either “Send via Email” or “Print (Offline)”.
   • Note: The nature of the “Save” button at the top of the page will change based on this choice, to either “Save & Print” or “Save & Send Email”
6. Client: Select the client for the invoice from the registered clients list.
   • You can click the “New” button to quickly add a client to your account without detailed data. For a detailed addition, refer to the guide “Adding a Client“.
7. Select the invoice items by choosing a product or service registered in the account, with the option to search by name or code.
   • For more details, refer to the guide “Invoice Items“.
8. Add the unit selling price for the item and enter the required quantity.
9. Select the tax for each item in the invoice. You can modify the tax name and rate by clicking on the “Tax Settings” button.
   • Note: By default, the program supports the “Value Added Tax (VAT)”, applied at the rate specified for the account’s nationality or country. For more details, see the guide “Add Tax to the Invoice“.
10. If the invoice is paid, click on the “Already Paid” checkbox at the bottom of the page, then select the payment method for the client.
    • In case the client has paid in different payment methods, you can enable it by following these steps:
      • Tick the “Already Paid” box.
      • In the “Payment Method” field, select “Multiple”.
      • Click on the “Add” button to add a new row from which you can select another payment method.
11. Discounts & Adjustments: This section allows you to modify the invoice total by applying a discount or adjustment to accurately set the final amount. Check the guide “Adding a Discount to an Invoice.”
12. Deposit: Use this section to record an advance payment from the client, which will be automatically deducted from the invoice total. Check the guide “Advance/ Deposit Payment for Invoice“.
13. Shipping Details: This section is used to record all shipping information related to the invoice, including entering shipping details, selecting the shipping options, applying taxes if applicable, adding shipping fees, and choosing the warehouse responsible for preparing and shipping the order. Check the guide “Adding Shipping Information to an Invoice.”
14. Attach Documents: This section allows you to upload files and documents related to the invoice for record-keeping and easy reference. You can also select files from “Previously Uploaded Documents” to attach them directly without re-uploading.
15. Notes / Terms: Use this section to add notes or terms specific to the invoice, which will be displayed to the client within the invoice details.
16. Automatic Alerts: This section allows you to set up automatic reminders and alerts related to the invoice, such as payment due notifications.
17. Terms & Conditions: This section lets you enter the terms and conditions applicable to the invoice, which will appear when printing or sending it. See the guide “Managing Terms & Conditions.”
18. Invoice Deductions: This section allows you to apply deductions or discounts directly after tax calculation on the invoice, either as a percentage or a fixed amount, with the option to assign the accounting account for these values. See the guide “Invoice Deductions After Tax.”
19. Click on the “Preview” button to review the invoice before saving.
    • Within the preview page, you can click on “Edit” to return to the invoice creation page or click on the “Save & Send Email” button to confirm and save the invoice.
20. Click on the “Save & Send Email” button to finalize the invoice and save it in the system.
    • Note: You can change the invoice saving action by clicking the arrow on the right and selecting either “Save & Send Email” or “Save & Don’t Email”.