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This is the flow you will use most. It takes under a minute once your customers and catalogue are set up.

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Creating the invoice

1

Open Sales, then Invoices

Choose Create invoice.
2

Select the customer

Start typing to search your directory. If they are not there yet, create them without leaving the invoice. See Customers and vendors.
3

Check the dates

The invoice date defaults to today. The due date is calculated from the customer’s payment terms, or your default. Change either if this invoice is different.
4

Add your line items

Select products from your catalogue, or type a description directly for a one-off item.For each line: quantity, unit price and tax rate. The line total calculates itself.
5

Apply a discount if there is one

As a percentage or a fixed amount, at line level or across the invoice.
6

Check the totals

Subtotal, discount, tax and grand total are calculated as you go. Read them before continuing.
7

Add a note or reference

A customer purchase order number, a project reference, anything that helps the customer match your invoice to their records. This measurably speeds up payment.
8

Create the invoice

It is saved as a draft — nothing has gone anywhere yet.

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Reviewing the draft

A draft can still be changed. Check these before sending:
The right entity, and the right billing address. Sending an invoice to the wrong branch of a group is a common and slow-to-resolve mistake.
Would the person approving payment understand what they are paying for? “Consultancy” is worse than “Consultancy — system review, March 2026”.
Especially anything typed by hand rather than pulled from the catalogue.
Correct rate on every line. Check the tax total against what you expect.
Realistic, and consistent with what you agreed with the customer.
This is the last easy moment. Once an invoice is sent it cannot be edited — you correct it with a credit note. Read the draft properly.

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Sending it

From the invoice detail page you have four actions:

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Emailing directly

1

Choose Email PDF

The customer’s email address is filled in from their record.
2

Check the address

Send to whoever actually processes payments.
3

Adjust the message if needed

A short covering note. Reference the purchase order number if there is one.
4

Send

The status moves to Sent, and the send is recorded on the invoice.

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Sending it yourself

Download the PDF and attach it to your own email, or send it by WhatsApp. Then mark the invoice as Sent manually so your records and your aging report stay accurate.

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Transmitting to ZRA

If ZRA Smart Invoice applies to you, transmit as you issue. See Smart Invoice for setup, transmission modes and what to do about failures.

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After sending

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Correcting a sent invoice

You cannot edit it. Choose based on what is wrong:
Do not void an invoice that has already been transmitted to ZRA without also handling the ZRA side. A voided invoice that ZRA still holds as valid creates a discrepancy between your records and theirs.

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Getting paid faster

Small things that measurably work:
  • Invoice the day the work is done. Not at month end.
  • Include their reference. Purchase order numbers get invoices through approval faster.
  • Send to the right address. Accounts payable, not your day-to-day contact.
  • Be specific in descriptions. Vague lines get queried, and queries mean delay.
  • State the terms on the invoice. “Payment due within 30 days” removes ambiguity.
  • Chase at 7 days past due. Not at 60.
Related: Quotes and orders if you quote before invoicing, and Recurring invoices for anything you bill every month.
Last modified on August 4, 2026