Creating an Invoice

Invoices are the backbone of Acusheet. They let you bill your customers for goods and services, track what's owed, and automatically update your accounting records.

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How to Create an Invoice

1. Go to Sales → Invoices in the sidebar
2. Click New Invoice (top right)
3. Fill in the invoice details
4. Click Save as Draft or Save & Approve

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Invoice Fields Explained

Header

Field	Required	Description
Customer	Yes	Select from your contacts list. The customer must exist before you can invoice them.
Invoice Title	No	Defaults to "Invoice" — customise in Settings
Invoice Number	Yes	Auto-incremented. You can edit it, but it must be unique.
Reference	No	Internal or external reference number (PO number, job number, etc.)
Invoice Date	Yes	The date the invoice is issued
Due Date	Yes	The payment deadline. Auto-calculated from your default due days in Settings.
Currency	Yes	Defaults to your company currency. Change per invoice if needed.
Exchange Rate	If foreign currency	Auto-filled but editable

Line Items

Each line item represents a product or service being billed. For each line:

Field	Required	Description
Description	Yes	Product or service name. Type to search saved items.
Qty	Yes	Quantity. Supports decimals (e.g. 1.5 hours)
Unit	No	Unit of measure (hrs, pcs, kg, etc.)
Rate	Yes	Price per unit. Supports decimals.
Discount	No	Discount amount or percentage on this line
Tax	No	Select a tax rate to apply to this line item
Account	Yes	The income account this sale maps to

Tip: Click the + button to add more line items. Click the trash icon to remove one.

Footer

Field	Description
Notes	Additional notes printed on the invoice (e.g. "Thank you for your business")
Terms	Payment terms or conditions printed at the bottom
Deposit	If the customer has paid a deposit, enter it here
Deposit Account	The account the deposit is held in

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Invoice Statuses

Status	Meaning
Draft	Invoice is saved but not finalised. No accounting entries created.
Approved	Invoice is published. Accounting entries created. Appears in reports.
Partially Paid	One or more payments have been recorded, but balance remains
Paid	Invoice is fully settled
Overdue	Approved invoice past its due date with an outstanding balance

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Saving Options

• Save as Draft — Saves the invoice without publishing it. Safe to edit freely.
• Save & Approve — Publishes the invoice immediately. Creates accounting journal entries. The invoice number is locked.

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What Happens When You Approve an Invoice

Approving an invoice triggers the following automatically:

1. Accounts Receivable is debited (money owed to you increases)
2. Sales account is credited (income is recognised)
3. Tax accounts are credited for any tax lines
4. The invoice appears in your Profit & Loss report
5. The contact's balance is updated

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Downloading the Invoice as PDF

Click the Download button on the invoice page. The PDF generates in the background and downloads automatically. Your company logo, address, and all line items are included.

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Sending the Invoice

Currently, invoices can be downloaded as PDF and sent manually via email. Email sending directly from Acusheet may be available on your plan.

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Frequently Asked Questions

Can I edit an approved invoice?
Yes, but editing an approved invoice will update the associated accounting entries. If you want to cancel it without affecting the original, consider creating a Credit Note instead.

Can I put multiple tax rates on one invoice?
Yes. Each line item can have its own tax rate.

Can I invoice in a foreign currency?
Yes. Change the currency on the invoice and enter the exchange rate. The system records the transaction in both the invoice currency and your base currency.

What if my customer pays in instalments?
Record each payment separately using the Record Payment feature. See Recording a Payment.

Can I set a due date automatically?
Yes. Configure your default due days in Settings → Sales Defaults (e.g. 30 days). The due date will be calculated from the invoice date automatically.