Invoice Management Guide
Learn how to create, edit, manage, and export invoices in Bill Analyze.
Creating Invoices
Step 1.1: Navigate to Invoices
From the Dashboard or sidebar, click on "Invoices" in the navigation menu.
📸 Screenshot Location:
In the left sidebar, find the "Invoices" menu item (it has a FileText icon). Click on it to open the Invoices page.
Step 1.2: Click "Create New Invoice"
On the Invoices page, click the "Create New Invoice" or "+ New Invoice" button (usually at the top right).
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Look for a blue button with a "+" icon in the top right corner of the Invoices page. This opens the invoice creation form.
Step 1.3: Fill Invoice Details
Complete the invoice form:
- Select Customer: Choose from your customer list or add a new one
- Invoice Date: Select the invoice date
- Invoice Number: Auto-generated or enter manually
- Due Date: Set payment due date
- Add Items: Click "Add Item" to add products/services
- Item Details: Enter description, quantity, rate, and tax rates (CGST, SGST, or IGST)
- Company Information: Verify "From Company" and "To Company" details
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The invoice form will have multiple sections. Fill in each field carefully. The "Add Item" button is usually in the items section. Click it to add line items.
Step 1.4: Save Invoice
Review all details, then click "Save Invoice" or "Create Invoice" to save.
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At the bottom of the invoice form, you'll find a "Save Invoice" or "Create Invoice" button. Click it to save. The invoice will appear in your invoices list.
Editing Invoices
Step 2.1: Find the Invoice
Go to the Invoices page and locate the invoice you want to edit in the list.
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The invoices list shows all your invoices. You can search or filter to find a specific invoice.
Step 2.2: Click Edit
Click the "Edit" button (pencil icon) next to the invoice you want to modify.
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Each invoice in the list has an "Edit" button (usually a pencil icon) in the actions column. Click it to open the invoice in edit mode.
Step 2.3: Make Changes and Save
Modify any fields you need to change, then click "Update Invoice" or "Save Changes".
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The edit form looks the same as the create form. Make your changes and click the "Update Invoice" button at the bottom to save.
Generating PDF Invoices
Step 3.1: Open Invoice
Navigate to the invoice you want to download as PDF. You can either click on the invoice from the list or use the "View" button.
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In the invoices list, click on an invoice row or use the "View" button (eye icon) to open the invoice details.
Step 3.2: Click Download PDF
On the invoice view page, click the "Download PDF" or "Export PDF" button.
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Look for a download icon button (usually shows a PDF icon or download arrow) in the top right area of the invoice view page. Click it to generate and download the PDF.
Step 3.3: Save PDF
The PDF will be generated and automatically downloaded to your device. You can then share it with your customer via email.
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After clicking download, check your browser's download folder. The PDF file will be named with your invoice number.
Managing Invoice Status
Step 4.1: View Invoice Status
Invoice status is displayed in the invoices list. Common statuses include:
- Pending: Invoice created but not yet paid
- Received: Payment received
- Overdue: Payment past due date
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In the invoices list, you'll see a status column showing the current status of each invoice with color-coded badges.
Step 4.2: Update Invoice Status
To mark an invoice as paid:
- Open the invoice you want to update
- Look for the status dropdown or "Mark as Received" button
- Change the status to "Received"
- Save the changes
📸 Screenshot Location:
When viewing an invoice, you'll see a status field or button. Click it to change the status. The status will update immediately.
Step 4.3: Filter by Status
Use the filter options on the Invoices page to view invoices by status (All, Pending, Received, Overdue).
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At the top of the invoices list, you'll find filter buttons or a dropdown. Click on a status to filter the list to show only invoices with that status.
💡 Pro Tips
- Use **Invoice Templates** to save time on recurring invoices
- Set up **Automatic Invoice Numbering** in Settings for better organization
- **Back-dating Support:** You can date invoices in the past; the system will accurately group them under the correct month in your history.
- **Interactive Dashboard:** Use the period picker on the dashboard to view invoices and trends for any specific month or year.