# Invoices

> Create, edit and send invoices — customers, dates, line items, discounts, tax, reverse charge, notes, attachments, PDF and delivery channels.

Canonical: https://docs.getonebooks.com/sales/invoices/
Language: en
Documentation index: https://docs.getonebooks.com/llms.txt

An invoice bills a customer. While it is a **draft** you can change anything; once **sent** it is final, numbered and posted to the ledger, and corrections happen through a credit note or a void.

![The Invoices list with Outstanding, Overdue and Due This Week totals](https://docs.getonebooks.com/screenshots/en/sales-invoices-list.webp)

## The list

**Sales → Invoices** shows every invoice with status, due date and balance. Filter by **status** (including **Overdue** and **Unpaid**), by **date**, or search by number or customer. The summary tiles show what is outstanding, what is overdue and what is due this week.

![The status filter open on the Invoices list](https://docs.getonebooks.com/screenshots/en/sales-invoices-list-filter.webp)

## Create an invoice

1. Select **Create Invoice** (or **Quick Create → Sales Invoice** from any page).
2. **Bill To** — pick a customer, or type a new name and add it on the spot.
3. **Invoice Date** and **Due Date** — the due date defaults from the customer's or business's payment terms.
4. **Reference** — optional, for example the customer's purchase-order number.
5. **Line items** — pick an **item** (its description, price and tax rate fill in) or type a description; set **quantity**, **unit price** (up to four decimals) and **tax %**. Select **Add Line Item** for more lines.
6. **Discount** — a percentage or a fixed amount, applied to the subtotal before tax.
7. **Notes / Terms** — payment terms, bank details, thanks.
8. **Save as Draft**, or **Save** and then send.

![The New Invoice form with Bill To, dates, line items, discount and totals](https://docs.getonebooks.com/screenshots/en/sales-invoice-new.webp)

![The discount controls on the invoice form](https://docs.getonebooks.com/screenshots/en/sales-invoice-new-discount.webp)

### Tax on each line

Each line carries its own rate, so one invoice can mix standard-rated, reduced and zero-rated lines. With **tax-inclusive pricing** on, unit prices include tax and the totals panel shows the extracted tax. See [Tax settings](https://docs.getonebooks.com/tax/settings/).

![The tax rate picker on an invoice line](https://docs.getonebooks.com/screenshots/en/sales-invoice-new-tax.webp)

### Reverse charge

Switch on **Reverse charge** when the customer accounts for the tax (for example some cross-border B2B supplies). The invoice then carries no tax line, and the customer self-assesses. The switch can only be changed while the invoice is a draft.

### India

Indian businesses also set the **place of supply** (state code), which decides whether the GST splits into CGST/SGST or IGST on the GSTR reports. See [India](https://docs.getonebooks.com/tax/india/).

## Edit a draft

Open a draft and select **Edit**. Line items, discount and reverse charge are editable only while the invoice is a draft — they change the totals and therefore the accounting entry. Notes, terms and reference stay editable after sending.

## Send an invoice

1. On the invoice form, select **Save & Send**, or open a draft invoice and choose a channel in the header.
2. Choose **Email** (to the customer's email), **WhatsApp** (opens a message with the PDF link) or **Download PDF** (you send the PDF yourself).

The status becomes **Sent** and the accounting entry is posted. Saudi businesses also see the ZATCA submission state — see [Saudi Arabia](https://docs.getonebooks.com/tax/saudi-arabia/).

![A sent invoice with PDF, Send, Record Payment and actions menu](https://docs.getonebooks.com/screenshots/en/sales-invoice-detail-sent.webp)

> **Accounting effect**
> When sent: Debit **1100 Accounts Receivable** (total) · Credit **4000 Sales Revenue** (subtotal) · Credit **2100 VAT Payable** (tax, unless reverse charge) · Debit **4200 Discount Given** (discount, if any). A fully discounted invoice (total 0) posts without the receivable line.

## After sending

![A sent invoice with Download PDF, WhatsApp, Email and Void in the header, and Record Payment in the summary](https://docs.getonebooks.com/screenshots/en/sales-invoice-detail-sent.webp)

- **Download PDF** any time; the layout comes from your [print template](https://docs.getonebooks.com/data/print-templates/).
- **WhatsApp** and **Email** re-send the invoice.
- **Record Payment** — see [Payments received](https://docs.getonebooks.com/sales/payments/).
- **Attachments** — attach the signed delivery note or purchase order.
- **View Journal Entry** (Accountant mode) shows the posted lines.
- **Void** — see [Invoice statuses, void and write-off](https://docs.getonebooks.com/sales/invoice-statuses/).

## Troubleshooting

- **"Cannot post on … — this period is locked."** The invoice date falls in a locked or closed fiscal year. Change the date or unlock the period — [Fiscal years](https://docs.getonebooks.com/accounting/fiscal-years/).
- **"… is before the business was created".** Backdating before the business's start date is not allowed; use an [opening balance](https://docs.getonebooks.com/accounting/opening-balances/) for pre-existing debts.
- **Future dates are rejected.** Invoices cannot be dated after today.

## Related

  - [Invoice statuses, void and write-off](https://docs.getonebooks.com/sales/invoice-statuses/)
  - [Sales returns and credit notes](https://docs.getonebooks.com/sales/sales-returns/)
  - [Items catalog](https://docs.getonebooks.com/items/catalog/)