Invoices & Bills

What this guide covers: the full lifecycle of a customer invoice (accounts receivable) and a supplier bill (accounts payable) — creating one, moving it through its workflow, recording payment, and the status vocabulary each uses.

What it doesn't cover: the payment ledger itself (see Payments), or reviewing employee expense claims (see Expense Claims & Receipts) — those are different document types with their own guides.

Invoices (Accounts Receivable)

Found at Finance → Invoices. The page header shows four running totals — Total Invoiced, Collected, Outstanding, Overdue — and a filter bar (All, Draft, Issued, Paid, Void) with live counts. A Card view / Table view toggle remembers your choice. Table columns: Status, Invoice #, Contact, Issued, Due, Total.

A.1 Creating an invoice

1. Click New Invoice.
2. Under Document Details, choose the Contact (a customer — see Accounts, Contacts & Items if they're not in your directory yet), an Issue Date, a Due Date, and a Currency.
3. Under Line Items, click Add Line for each item or service — you can pick from your Items catalogue (which auto-fills description and price) or type a description directly. Each line has Qty, Unit Price, and Tax %, and shows a computed line total.
4. A live Subtotal / Tax / Total summary updates as you go.
5. Click Save.

The new invoice starts as Draft. While it's a draft, you can still edit any of these fields — click the pencil icon on the invoice row.

A.2 Issuing and sending

Open the invoice and click Issue to move it from Draft to Issued — this locks the document from further editing. From here you can:

• Send Invoice — opens a dialog with From/To/Subject/Message fields, pre-filled with a template. Clicking Open Email hands off to your own email client with those fields filled in.
• Print / Download — opens your browser's print dialog with a formatted invoice layout. To get a PDF, choose "Save as PDF" in your browser's print destination — Agribantu doesn't generate a separate PDF file for you.

A.3 Recording a payment

On an Issued invoice, click Add Payment. The dialog shows the invoice's outstanding balance and asks for a Payment Amount, Payment Date, a Reference / EFT Reference, and optional Internal Notes. Click Record Payment — this creates an entry on the Payments ledger linked back to this invoice, and updates the invoice's paid amount. Once payments cover the full total, the invoice status becomes Paid and shows a paid-progress bar.

A.4 Printing, voiding & status vocabulary

Void is available on any invoice that isn't already Paid or Void — use it for a document that should never have existed rather than deleting it, so the record is preserved.

An Issued invoice whose due date has passed is also flagged OVERDUE with a red tag — this is a visual flag, not a separate status.

Bills (Accounts Payable)

Found at Finance → Bills. The header shows AP Outstanding, Overdue, Due This Week, and Total Paid. Unlike Invoices, Bills go through a real approval step before they can be paid, and the page's card view is grouped by urgency rather than a plain grid.

B.1 Creating a bill

1. Click New Bill.
2. Choose the Supplier / Contact, a Bill Date, Due Date, and Currency.
3. Add line items the same way as an invoice — optional catalogue Item, Description, Qty, Unit Price, Tax %.
4. Click Save. The bill starts as Draft and can still be edited.

B.2 The approval workflow

Bills are stricter than invoices because they represent money you owe — nothing can be paid until it's been approved.

1. From Draft, click Submit for Approval → status becomes Submitted.
2. A reviewer clicks either Approve (→ Approved) or the reject action, which opens a dialog to optionally record a reason before setting status to Rejected.
3. Once Approved, click Add Payment — same dialog as invoices (Payment Amount, Payment Date, Reference / EFT Reference, Internal Notes) — to record payment. Once payments cover the total, the bill becomes Paid.
4. Void Bill is available at any point before Paid or Void.

B.3 The 30-day cash flow strip

Above the bill list, a horizontal calendar shows a dot per day with unpaid bills due, sized and coloured by urgency — a quick read on what's about to come due before you even open the list. The grouped card view sorts bills into Overdue, Due Today, Due This Week, Upcoming, and Paid / Void, each showing a running total for that group. These urgency labels (e.g. "Overdue 3d", "Due Tomorrow") are a display convenience, not a separate status field.

Troubleshooting & FAQ