> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bumara.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create and send an invoice

> The full flow from a blank invoice to a sent one — line items, totals, PDF, email and ZRA transmission.

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

## Creating the invoice

<Steps>
  <Step title="Open Sales, then Invoices">
    Choose **Create invoice**.
  </Step>

  <Step title="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](/invoicing/customers-and-vendors).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Apply a discount if there is one">
    As a percentage or a fixed amount, at line level or across the invoice.
  </Step>

  <Step title="Check the totals">
    Subtotal, discount, tax and grand total are calculated as you go. Read them before continuing.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Create the invoice">
    It is saved as a **draft** — nothing has gone anywhere yet.
  </Step>
</Steps>

## Reviewing the draft

A draft can still be changed. Check these before sending:

<AccordionGroup>
  <Accordion title="The customer">
    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.
  </Accordion>

  <Accordion title="The line descriptions">
    Would the person approving payment understand what they are paying for? "Consultancy" is worse
    than "Consultancy — system review, March 2026".
  </Accordion>

  <Accordion title="The quantities and prices">
    Especially anything typed by hand rather than pulled from the catalogue.
  </Accordion>

  <Accordion title="The tax">
    Correct rate on every line. Check the tax total against what you expect.
  </Accordion>

  <Accordion title="The due date">
    Realistic, and consistent with what you agreed with the customer.
  </Accordion>
</AccordionGroup>

<Warning>
  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.
</Warning>

## Sending it

From the invoice detail page you have four actions:

| Action              | What it does                                            |
| ------------------- | ------------------------------------------------------- |
| **Send**            | Marks the invoice as sent                               |
| **Download PDF**    | Produces a PDF for your own records or to send yourself |
| **Email PDF**       | Emails the invoice to the customer as an attachment     |
| **Transmit to ZRA** | Sends it to ZRA Smart Invoice, if configured            |

### Emailing directly

<Steps>
  <Step title="Choose Email PDF">
    The customer's email address is filled in from their record.
  </Step>

  <Step title="Check the address">
    Send to whoever actually processes payments.
  </Step>

  <Step title="Adjust the message if needed">
    A short covering note. Reference the purchase order number if there is one.
  </Step>

  <Step title="Send">
    The status moves to **Sent**, and the send is recorded on the invoice.
  </Step>
</Steps>

### 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.

## Transmitting to ZRA

If ZRA Smart Invoice applies to you, transmit as you issue. See
[Smart Invoice](/invoicing/smart-invoice) for setup, transmission modes and what to do about
failures.

## After sending

| What happens                       | What you do                                                        |
| ---------------------------------- | ------------------------------------------------------------------ |
| Status becomes **Sent**            | Nothing                                                            |
| Customer opens the emailed invoice | Status becomes **Viewed**                                          |
| Due date passes without payment    | Status becomes **Overdue** — chase it                              |
| Payment arrives                    | Record it. See [Recording payments](/invoicing/recording-payments) |
| Partial payment arrives            | Status becomes **Partially paid**                                  |
| Fully paid                         | Status becomes **Paid**                                            |

## Correcting a sent invoice

You cannot edit it. Choose based on what is wrong:

| Problem                                    | Fix                                                                         |
| ------------------------------------------ | --------------------------------------------------------------------------- |
| Overcharged, or goods returned             | Issue a [credit note](/invoicing/credit-and-debit-notes) for the difference |
| Entirely wrong — wrong customer, duplicate | Void it and issue a correct one                                             |
| Undercharged                               | Issue an additional invoice for the difference                              |
| Wrong reference or description only        | Reissue with a note explaining it supersedes the original                   |

<Warning>
  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.
</Warning>

## 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.

<Note>
  Related: [Quotes and orders](/invoicing/quotes-and-orders) if you quote before invoicing, and
  [Recurring invoices](/invoicing/recurring-invoices) for anything you bill every month.
</Note>