Invoices and payments

An invoice bills the customer for some or all of the lines on a sales order. You can invoice the whole order or only selected lines and quantities, save the invoice as a Draft while you finish it, then Authorize it to turn it into an approved billing document. Once an invoice is authorized you can record one or more payments against it, and Qoblex tracks how much has been paid and how much is still due.

This article covers the invoicing and payment mechanics: creating an invoice, the Draft and Authorized states, recording, editing, and removing payments, and how those actions drive the Invoiced and payment indicators on the order. Fulfillment (picking, packing, dispatch) and returns/refunds are separate workflows, cross-linked below.

Create an invoice from the order

Invoices are created from the sales order, not from the invoice screen. The order must be past the Quote stage: while an order is a quote, the invoices panel shows Click ‘Create Order’ to create a new order and start invoicing your customer and no invoice can be created.

1. Open the sales order.
2. On the order lines, set the quantity you want to bill on each line. You can invoice a full line, a partial quantity, or only some lines. Additional charge lines can be included the same way.
3. Choose Invoice. The button appears when at least one line still has a quantity that can be invoiced.
4. Qoblex saves the order, creates the invoice, and opens it in the invoice screen.

If no line has a quantity to invoice, Qoblex shows Please select one or more line items to invoice. and does not create an invoice.

The invoices panel on the order summarizes what has been billed. It shows the invoiced amount against the order total (for example $120.00 / $200.00) with a colored pill, and lists each invoice as a link with a Draft or Authorized badge. Click an invoice to open it.

A newly created invoice opens as a Draft.

The invoice screen

The invoice screen header shows the invoice number and a status badge, either Draft or Authorized. Below the toolbar the invoice has:

• Number — the invoice number (editable while the invoice is a draft).
• Create At — the invoice creation date.
• Due On — the payment due date.
• A line table with Product, Unit, Sku, Quantity (shown as the invoiced quantity Out of the ordered quantity), Discount, Price, Tax (%), and Total. Additional charges appear as their own lines.
• A Comments and notes about this invoice box.
• A totals block: Subtotal, Discount (shown only when there is a discount), Total tax, Total, one Paid Amount row per payment, Amount Due, and Units Count.

While the invoice is a draft you can change the number, the two dates, the invoiced quantity and price on each line, and remove a line with the delete icon at the end of the row. Choose Save to keep your changes on the draft. Once the invoice is authorized, these fields become read-only.

Authorize an invoice

Authorizing turns a draft into an approved billing document. It is what makes the invoice count toward the order’s invoiced amount and its payment status, and it is required before you can record a payment.

1. Open the draft invoice and review the number, dates, lines, quantities, discounts, tax, and totals.
2. Choose Authorize.

Qoblex saves the invoice first, then authorizes it. If anything prevents authorization, the messages appear in the red validation area at the top of the invoice screen and the invoice stays a draft.

Authorizing an invoice posts it as an approved document and can sync it to your connected accounting system (Xero or QuickBooks) when one is set up. Review the invoice carefully before authorizing. To change an authorized invoice you must reopen it with Edit (see below), which is not always possible once payments or an accounting sync exist.

Reopen an authorized invoice with Edit

To correct an authorized invoice, reopen it. On an authorized invoice the toolbar shows an Edit button, which unauthorizes the invoice and returns it to Draft so its fields become editable again.

1. Open the authorized invoice.
2. Choose Edit.

Qoblex saves, then unauthorizes the invoice. If it cannot be reopened, the reason appears in the validation area and the invoice stays authorized.

If the invoice already has payments recorded against it, or has synced to your accounting system, reopening may be blocked or may not be the safest correction. A refund or an accounting-side correction can be a better path than unauthorizing. Confirm your accounting process before reopening a billed invoice.

Record a payment

You record payments against an authorized invoice. The Add Payment button appears on the invoice toolbar when the invoice can accept another payment and the order is not locked.

1. Open the authorized invoice.
2. Choose Add Payment. Qoblex looks up the current amount due and pre-fills the payment with it. If the amount due is effectively zero, Qoblex shows This bill is fully paid and does not open the dialog.
3. In the Add / Edit Payment dialog, complete the fields:

4. Choose Save & close to record the payment, or Cancel changes to discard it.

Each recorded payment appears as a Paid Amount row in the invoice totals and reduces the Amount Due. Payments also appear in the order’s Payments panel, marked with a P badge, next to any refunds (marked R).

The payment amount is entered in the invoice currency. For a foreign-currency order Qoblex converts it using the order’s exchange rate when storing the payment.

Edit or remove a payment

1. On the invoice totals, click the underlined Paid Amount figure for the payment you want to change. (You can also reach a payment from the order’s Payments panel.) The Add / Edit Payment dialog opens with that payment’s details.
2. Change the date, amount, reference, or gateway, then choose Save & close.
3. To remove the payment instead, choose Delete in the dialog.

After any payment change Qoblex reloads the invoice so the Paid Amount, Amount Due, and the order’s payment status reflect the update. If a payment cannot be saved or removed, the reason appears in the invoice validation area.

How invoices and payments drive the indicators

• Invoiced amount — the order’s invoices panel shows the total billed by authorized invoices against the order total, with a pill that turns green once the order is fully invoiced. Each order line also has an Invoiced figure showing how much of that line has been billed.
• Payment status — the order header shows Unpaid, Partially Paid, or Paid based on how much of the authorized invoices has been paid.
• Amount Due — on each invoice, the Total minus the sum of its payments. This is the figure Qoblex pre-fills when you add a payment.

Only authorized invoices count toward the invoiced amount and payment status. A draft invoice does not.

Delete a draft invoice

A draft invoice can be deleted from the invoice screen. The Delete button is available only while the invoice is a draft.

1. Open the draft invoice.
2. Choose Delete.
3. Confirm Are you sure you want to delete this? Qoblex warns This operation cannot be reverted.

Qoblex removes the invoice and returns you to the order.

Deletion cannot be undone. To change an invoice that is already authorized, reopen it with Edit rather than deleting, and consider a refund or accounting correction if payments or an accounting sync are involved.

Print or email an invoice

The invoice toolbar has a Print icon and an Email icon.

• Print generates the invoice document.
• Email opens the invoice email dialog, pre-filled with your account email as sender and the customer’s email as recipient. If the order has no customer set, Qoblex shows Please set the customer and try again and does not open the dialog.

Ship from an invoice

When an invoice is authorized and its lines still have quantity left to ship, a Ship button appears on the invoice toolbar. Choosing it saves the invoice and creates a shipment for the invoiced items, then opens that shipment. This is a convenience path into fulfillment; the full picking, packing, and dispatch workflow is covered in the shipments article.

If the shipment cannot be created, the errors appear in the invoice validation area. Check that the lines still have shippable quantity and that the order is not locked.

Invoice several orders at once

You can invoice multiple orders from the sales order list using Bulk Actions > Invoice.

1. Open the sales order list.
2. Select the orders.
3. Open Bulk Actions and choose Invoice.

When it succeeds, Qoblex shows The selected orders have been invoiced. If it fails, Qoblex shows Oops! Something went wrong while trying to invoice the selected orders. Please check the activity feed for more details. Bulk invoicing is covered in full in the bulk actions article.

Troubleshooting