Create and send an invoice

Bill a client, send the PDF, and watch the status flip from DRAFT to PAID.

An invoice is what you send a client to get paid. Nexus ERP stores the invoice, generates a PDF with your branding, lets you email it, and tracks payments against it.

Creating an invoice

1. Open CRM → Invoices.
2. Click New Invoice (top-right).
3. Fill in:
   • Client, required. Pick from the dropdown.
   • Currency, defaults to your org's currency, override if needed.
   • Tax rate, applied to the subtotal.
   • Discount, flat amount or percentage.
   • Payment account, which of your bank/payment accounts you want the client to pay into. Set them up at Settings → Accounts.
   • Project, optional, attach the invoice to a project for tracking.
   • Notes, optional, shown on the PDF.
4. Add line items. Each row needs:
   • Description, required.
   • Quantity, defaults to 1.
   • Unit price, required.
5. Set the due date or a payment schedule, at least one is required:
   • Single due date, the whole invoice is due on this day.
   • Payment schedule, break the invoice into instalments. Click Add Entry, fill in Amount, Due date, and an optional Description (e.g. "Deposit", "On delivery"). Add as many entries as you need. The amounts must add up to the invoice total.
6. Click Create Invoice.

The invoice is created in DRAFT status, nothing is sent yet.

Sending the invoice

On the invoice detail page click Send. A modal lets you:

• Pick the email sender (set up at Dashboard → Email Senders).
• Edit the recipient list, defaults to the client's email.
• Customise the subject and body.

When you click Send, the status flips to SENT and the client gets an email with a PDF attached.

Editing an invoice

You can only edit while the invoice is in DRAFT. Once it's SENT, the line items, amounts, and dates are locked, you can still record payments, mark paid, or cancel.

Status lifecycle

Marking an invoice paid

There are two ways:

1. Record a payment, the recommended way; the invoice's status auto-updates as payments come in.
2. Mark Paid, a one-click shortcut on the invoice page that creates a payment for the outstanding amount and flips status to PAID (handy for cash deals or when you don't need a payment record).

Cancelling an invoice

Click Cancel on the invoice page. You'll be asked to confirm. Cancelled invoices can't be edited or paid, they stay in the list as historical record.

Permissions you'll need

• Create Invoices to make a new one.
• Manage Invoices to send, mark paid, edit, or cancel.
• View All Invoices to see invoices created by other team members.