Invoices

Invoices track money your customers owe you. AccountFUN handles the full lifecycle from draft through approval to paid, posts the accounting entries automatically, and feeds straight into reconciliation.

Create an invoice

1. Go to Invoices → New Invoice.
2. In Invoice Details, set the Customer, Currency, Issue Date, and Due Date (defaults to 30 days from issue).
3. Add Line Items: pick a product/service (auto-fills the description, price, account, and tax), or type each line manually — Description, Qty, Price, Discount, Account, and Tax.
4. Set the Tax Mode — No Tax, Tax Exclusive (tax added on top), or Tax Inclusive (tax backed out of the price).
5. Save as a draft (Create Draft Invoice), or use Create & Approve if your role has Approve Documents (Admin, Accountant and Standard by default).

Each invoice gets a sequential number with your org’s prefix (default INV-0001), previewed while you type and editable. Numbers are unique and never reused.

Discounts

The Disc column accepts a flat amount (10) or a percentage (10%).

The line items work like a spreadsheet grid: paste amounts with thousands separators (they’re cleaned up for you), and the Total column stays in view when the grid scrolls sideways. A number field only accepts characters that make a valid number, and a discount over 100% is flagged. The same grid is used on bills, quotes, purchase orders, credit notes and recurring templates.

… → Copy to New starts a new invoice with the same lines, tax mode and tracking. To bill one sale in several instalments, use a payment schedule instead.

The approval workflow

Invoices move through five statuses. Approval is the step that posts to your ledger — until then, a draft changes nothing.

DRAFT ──Submit──▶ SUBMITTED ──Approve──▶ APPROVED ──paid in full──▶ PAID
  │                  │                       │
  └──────Approve (skip) ─────────────────────┘   also: VOIDED

Status	Meaning	In your books?
Draft	Saved, not yet sent for review	No
Submitted (Awaiting Approval)	Waiting for someone with Approve Documents	No
Approved (Awaiting Payment)	Posted — customer owes you	Yes (Dr AR / Cr Revenue + Tax)
Paid	Fully paid or credited	Yes
Voided	Cancelled; reversal entry posted if it was approved	Reversed

Roles: creating requires Create Drafts and Sales Documents; submitting also requires Submit For Approval. Roles with Approve Documents (Admin, Accountant and Standard by default) can Approve and revert. This gate is what keeps unreviewed invoices off your books. See Roles & permissions.

Reverting and voiding

• Revert to Submitted / Revert to Draft — undoes approval with a reversal journal entry (requires Approve Documents).
• Void — cancels the invoice entirely. If it was approved, a reversal entry is posted.

Negative-total invoices can’t be approved

If an invoice totals below zero (e.g. a discount larger than the line), AccountFUN blocks approval and tells you to raise a receivable credit note instead. Credit notes are the correct tool for reducing what a customer owes.

Getting paid

When an invoice is Approved and has a balance due, a Record Payment button appears. Enter the payment date, the bank account it landed in, the amount, and (for cross-currency) the exchange rate. The invoice moves to Paid when its balance hits zero.

Payments can also arrive through reconciliation — when an imported bank deposit matches an approved invoice, AccountFUN suggests the match and creates the payment for you. Bulk-settling several invoices with one deposit is done via batch deposits.

Still waiting on payment? Set up invoice reminders to email customers automatically before and after the due date, or send a one-off reminder from the invoice itself. On an unpaid invoice, the More invoice actions menu (⋯) carries two handy switches — Auto reminders on/off for this particular invoice, and Accept online payment on/off for its Pay Now button — each showing its current state right in the menu.

You can also let customers pay online via Stripe — connect once under Settings → Online Payments and approved invoices show a Pay Now button customers can click to pay by card. The payment is recorded against the invoice automatically. See Online invoice payments for the full setup and the per-org / per-template / per-invoice enablement cascade.

Sending and printing

On Free, share the invoice’s public link or use Print / PDF to print or download it. Sending invoices and manual reminders from AccountFUN requires Standard or Plus.

You can email an invoice directly from its page — AccountFUN attaches the PDF and applies your email template. Use the Email action to compose, preview, and send to the customer, or keep using Print / PDF to download a copy — from a standard wording template or a design you made yourself in the invoice designer — and deliver it yourself. The “Unsent Only” search filter helps you find invoices that are still draft or submitted.

When you email an invoice you can also pick the PDF template the attachment uses, right in the send dialog.

Settling in another currency

If a customer pays you in a different currency from the one you invoice in, set the invoice’s Settles in currency (it can default from the customer). The PDF, email, online view, reminders, online payments and statements then use only the settlement currency and amount — no exchange rate, no original currency; your books stay in the invoice currency. The invoice page’s Settlement line shows what applies, with a Change link. See Settlement currency.

When you email an invoice, the CC/BCC fields pre-fill with your org-wide plus that customer’s contact-wide defaults, and you can edit that list — add or remove recipients — and your edited list is what gets sent. See Business email → Three levels of CC/BCC.

See Business email to set up your sender identity, customize templates, and understand quotas and unsubscribe behavior.

Credit notes, quotes, and recurring

Related sales features that build on invoices:

• Quotes — convert an accepted quote into an invoice, partially or in full.
• Credit notes — refund or correct an approved invoice without deleting it.
• Recurring templates — auto-generate the same invoice on a schedule (retainers, subscriptions).

Worked example: your first invoice

You run a design studio and complete a logo job for a new client.

1. Invoices → New Invoice, customer “Acme Co”, due in 14 days.
2. Line 1: Logo design, Qty 1, Price $1,500, account Sales Revenue, Tax Tax on Sales (10%).
3. Line 2: Source files, Qty 1, Price $250, same account and tax.
4. Tax Mode Tax Exclusive. Subtotal $1,750, Tax $175, Total $1,925.
5. Create & Approve. Invoice INV-0001 is now posted — your revenue goes up by $1,750, sales-tax payable by $175, and Acme Co owes you $1,925.

Two weeks later Acme pays. Open INV-0001 → Record Payment → bank account Business Checking, $1,925. Status flips to Paid, and the payment will match its bank line next time you reconcile.