Invoice

Invoices can be linked directly to:

• Customers
• Quotes
• Production jobs
• Artwork approvals
• Payments
• Order history

The Invoices module is commonly used by:

• Administration staff
• Sales teams
• Account managers
• Business owners
• Production coordinators

Main Functions

The Invoices module allows users to:

• Create invoices
• Send invoices by email
• Convert quotes into invoices
• Add products and services
• Apply pricing groups
• Add taxes and discounts
• Track payment status
• Record payments
• Generate PDFs
• View invoice history
• Manage deposits and balances

Invoice Dashboard

Purpose

The Invoice dashboard provides a centralized overview of all invoice activity.

Users can quickly:

• View unpaid invoices
• View paid invoices
• Search invoices
• Filter invoice status
• Track overdue payments
• Open customer accounts
• Print invoices
• Email invoices

Invoice Statuses

Draft

Invoices saved but not yet issued to the customer.

Useful for:

• Internal review
• Pending approval
• Incomplete jobs

Sent

Invoices that have been emailed or issued to the customer.

The customer can now:

• Review the invoice
• Make payment
• Contact staff regarding billing

Partially Paid

Invoices with partial payment received.

Common for:

• Deposits
• Progress payments
• Split payments

Paid

Invoices fully paid and completed.

Paid invoices are retained for:

• Financial records
• Reporting
• Customer history

Overdue

Invoices past the payment due date.

Overdue invoices help staff identify:

• Outstanding balances
• Follow-up requirements
• Payment collection priorities

Create Invoice

Purpose

The Create Invoice function allows staff to manually generate customer invoices.

Invoices may include:

• Products
• Services
• Decoration charges
• Setup fees
• Freight charges
• Taxes
• Discounts

Standard Invoice Workflow

Invoice Creation Process

1. Open Invoices
2. Click Create Invoice
3. Select customer
4. Add products or services
5. Apply pricing
6. Add taxes or discounts
7. Save invoice
8. Send invoice to customer
9. Record payment
10. Mark invoice as paid

Invoice Fields

Invoice Number

Stores the unique invoice reference number.

Used for:

• Financial tracking
• Reporting
• Customer reference
• Accounting reconciliation

Invoice numbers are usually generated automatically.

Customer Selection

Links the invoice to a customer account.

This allows the system to:

• Pull customer details
• Apply pricing groups
• Save invoice history
• Track customer balances

Invoice Date

Displays the date the invoice was created.

Used for:

• Reporting
• Accounting
• Payment tracking

Due Date

Displays the required payment date.

Used for:

• Overdue tracking
• Payment reminders
• Financial management

Products & Services

Stores all billable items included on the invoice.

Examples include:

• Garments
• Embroidery
• Screen printing
• DTF printing
• Artwork setup
• Freight
• Promotional products

Quantity

Displays the quantity being charged.

Used for:

• Production reference
• Pricing calculations
• Inventory tracking

Unit Price

Displays the individual sell price for each item or service.

Pricing may be affected by:

• Customer pricing groups
• Discounts
• Volume pricing
• Promotional pricing

Tax

Displays tax calculations applied to the invoice.

Tax may include:

• GST
• VAT
• Sales tax

Tax exempt customers may automatically calculate as zero tax.

Discount

Allows discounts to be applied to the invoice.

Discounts may be:

• Percentage based
• Fixed dollar amounts
• Customer-specific pricing adjustments

Total Amount

Displays the final invoice total including:

• Products
• Services
• Taxes
• Discounts
• Freight charges

Invoice PDF Generation

Purpose

Invoices can be automatically converted into professional PDF documents.

PDF invoices may include:

• Business logo
• Contact information
• Payment details
• Invoice summary
• Terms and conditions

Emailing Invoices

Purpose

Invoices can be emailed directly to customers using the configured email system.

Benefits include:

• Faster billing
• Improved communication
• Reduced paperwork
• Automated workflows

Payment Recording

Purpose

The Payment Recording feature allows staff to record customer payments against invoices.

Payment methods may include:

• Cash
• EFT
• Credit card
• Bank transfer
• Online payment gateway
• PayPal
• Stripe

Deposit Payments

Purpose

Deposit payments allow businesses to collect payment before production begins.

This supports the workflow rule:

No production starts without payment.

Deposits help reduce:

• Unpaid jobs
• Financial risk
• Production losses

Partial Payments

Purpose

Partial payment tracking allows invoices to remain active until fully paid.

Useful for:

• Large orders
• Multi-stage jobs
• Progress billing

Invoice Search & Filters

Purpose

Users can search and filter invoices by:

• Customer
• Invoice number
• Status
• Date range
• Payment status
• Outstanding balance

Overdue Invoice Management

Purpose

Overdue invoice tracking helps businesses manage outstanding payments.

Features may include:

• Overdue reminders
• Payment follow-up
• Outstanding balance reporting
• Customer payment tracking

Customer Invoice History

Purpose

All invoices are stored in the customer account history.

Benefits include:

• Repeat order visibility
• Financial tracking
• Customer reporting
• Historical reference

Best Practices

Require Payment Before Production

Always confirm payment or deposits before starting production jobs.

Benefits include:

• Reduced financial risk
• Improved cash flow
• Better workflow control

Verify Invoice Details

Always confirm:

• Customer details
• Pricing accuracy
• Quantities
• Taxes
• Payment terms

before sending invoices.

Use Professional Invoice Templates

Professional invoices improve:

• Brand image
• Customer confidence
• Payment clarity

Track Outstanding Balances

Regularly monitor unpaid and overdue invoices to maintain healthy cash flow.

Common Use Cases

Production Deposits

Collect deposits before production begins on custom orders.

Final Invoice Billing

Issue final invoices after job completion.

Repeat Customer Billing

Quickly recreate invoices for repeat orders using customer history.

Wholesale Customer Pricing

Automatically apply wholesale pricing groups to invoices.

Troubleshooting

Invoice Not Sending

Check:

• Email setup
• SMTP settings
• Customer email address
• Internet connection

Tax Calculating Incorrectly

Check:

• Tax settings
• Customer tax exemption status
• Product tax rules

Payment Not Updating

Check:

• Payment entry
• Invoice status
• Database connection
• Payment gateway settings

PDF Not Generating

Check:

• PDF permissions
• Template configuration
• File storage settings

Related Features

The Invoices module works closely with:

• Customers
• Quotes
• Payments
• Production Jobs
• Pricing Groups
• Email Notifications
• Customer Portal
• Reporting
• Accounting

Summary

The Invoices module is a core financial management feature within Print Shop Worx.

Proper invoice management improves:

• Cash flow
• Payment tracking
• Financial visibility
• Customer communication
• Workflow efficiency
• Production control

A well-managed invoicing system helps businesses maintain professional financial operations while supporting efficient production workflows.