Creating Invoices and Entering Payments

Last Updated: Nov 07, 2016 04:03PM PST

Learn how to create invoices, send them out, edit them, and enter payments.

The Income Page

To get to the income page, click on Income from the left hand navigation menu. There are 3 sections:

  1. Invoice and Payments tabs (on the top): This is where you would enter customer invoices and receive payments. There are four tabs:
    1. Enter Income
    2. Enter Invoice
    3. Enter Payments
    4. Detailed
  2. Invoice transaction history (on the bottom): This is list of all your invoices, showing the latest ones first.
  3. Quick view area (on the right): This pulls together real-time data on your income.

Example – Creating an Invoice

We are going to go through an example of creating an invoice for Adventurer Club Magazine on April 1st, 2013. Adventurer Club Magazine is given 30 days to pay the invoice and it sold an 8×10 print.

  1. Date: Choose April 1, 2013 from the mini-calendar
  2. Customer: Choose Adventurer Club Magazine from the drop-down customer list
  3. Invoice #: The invoice # is auto-generated by Kashoo, so you do not have to worry about it (Note: if you do enter your own invoice number and it is larger than the previous series of numbers, Kashoo will default to automatically creating new invoice numbers from that point and you will not be able to revert back to a lower series of numbers)
  4. Terms / Payment Account: Choose the terms given the customer (such as Due on Receipt or 30 days). The customer is given 30 days to pay, so “30 days – Unpaid Accounts Receivable” is chosen
  5. Income Account: This selects the account where the income will be accumulated to on the profit and loss statement (you have the option of directly choosing an income account or selecting an item that is associated with an income account). An “8×10 print” is being sold to the customer, so the “8×10 print” item is chosen and the description and price are automatically filled in
  6. Sales Tax: If taxes are charged, the appropriate tax would be selected. In this example, taxes are not used
  7. Repeat: If you would like to repeat a transaction, click on the Repeat checkbox. To learn how to use the feature, please view the article How to Repeat Transactions
  8. Allow credit card payment via: If you have set up credit card processing, you can choose whether or not to allow your customers to pay online. To set up credit card processing, please view our Setting Up Credit Card Processing article.
  9. Add: The Add button is clicked to create the invoice

Available Options after Clicking Add

Email

To send this invoice to the customer, you can do it directly from Kashoo by clicking on the Email link.

This will pull up an auto-generated email that will contain a PDF attachment of the invoice. You can edit the text of the email if you like.

After you send an email, a note is added to the comments section so that there's a record of the send.

Download PDF

To download the PDF of the invoice, click on the download pdf link. Here is what a sample invoice looks like.

Duplicate

You can use the “duplicate” link to copy the previous invoice to the input area so that you can change one or two fields and add it without having to enter all the information again. This allows users to make minor changes with date, description, or price without re-entering all the information.

Edit

Clicking on the “Edit” link will bring up the invoice’s details, allowing you to change anything you need to change for the existing invoice.

Attachments

To add an attachment, just click on any existing transaction and you can use the Attachment Upload section to upload files. You can upload multiple files and all file types are supported.

To view attachments click on the paperclip icon.

Click on the boxes to navigate between multiple attachments. If you would like to download the attachment, click on the Download link.

Example – Entering Payment for an Invoice

When a customer pays for an invoice, you can receive the payment by clicking on the Enter Payment tab. This example will receive a payment from Nick Papas on July 5th, 2014 for the full amount of the invoice. The funds will be deposited into the bank account.

  1. Date: The date the customer paid is chosen, July 5th, 2014
  2. Customer: The customer Nick Papas is chosen from the drop-down list
  3. Ref#: This field is used to enter a check number or bank transfer ID. This example will not use this field
  4. Payment Account: This is where the money will be deposited, which is the bank account
  5. Outstanding Invoice List: This is a list of the customer’s unpaid invoices. An invoice is chosen by clicking on the little blue arrows. This adds the full payment to the amount box. Note: You can alternatively enter the amount in the total field and click on the grey area and the system will allocate the payment to all invoices it covers, starting with the oldest
  6. Add: The Add button is clicked and the payment is entered

Dashboard Tabs

The four tabs are:

  1. Enter Income: Used primarily for entering paid invoices
  2. Enter Invoice: Used primarily for entering unpaid invoices
  3. Enter Payments: Used for entering payments from customers for unpaid invoices
  4. Detailed: Used to enter both an unpaid invoice and its payment at the same time (primarily a bookkeeper / accountant tool)

We suggest that you use the “Enter Income” tab for entering invoices that have been paid for already and the “Enter Invoices” tab for unpaid invoices. The “Enter Invoices” tab has a few extra fields vs. the “Enter Income” tab. Those fields are:

  1. P.O./S.O#: Purchase or shipping order number
  2. Terms: The amount of time given to pay an invoice, like net 30 or net 60. To choose a new term, type in “net” followed by the amount of days you would like to give your customer to pay
  3. Due Date: This is the date the invoice is due. If you select a new date, the “Terms” field will automatically be updated
  4. Memo: Any notes you might want to add to the invoice. Tip: If the memo field is too small, you can make it bigger by first adding the invoice and then editing it. While editing an already created invoice, you are able to adjust the size of the memo field

Terms / Payment Account

There are two ways invoices can be recorded, as “Paid” or “Unpaid”.

You would generally select a "Paid" term for products and services that are paid immediately with cash, check, credit card, or direct deposit.

You would generally select an “Unpaid Accounts Receivable” term for invoices that have not been paid at the time of the sale and will be paid for at a later date. Invoices usually have a “payment term” associated with it, allowing customers to pay days after the initial invoice was sent. Outstanding invoices are referred to as “Aged Receivables” and can be found in the “Aged Receivables” report.

To enter a “Paid” invoice, select one of the rows with “Paid” in the second column, and the bank, cash, credit card or undeposited funds account into which the payment is deposited. For example, if you received a cheque and deposited it into the bank, you would select your Checking Account.

To enter an “Unpaid” invoice, select one of the rows with “Unpaid” in the second column, and the number of days the receiver has after the invoice date to pay. For example, if you created an invoice and gave the customer 30 days to pay, you would select “30 days”.

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