Invoice Management
Create invoices, track what customers owe, and record payments as they are received.
How to use this solution
Use this solution to manage customer invoicing from the items you sell through payment collection.
- Customer management: Maintain customer information and connect each invoice to the customer being billed.
- Invoice management: Create invoices with line items, quantities, prices, and amounts. Track invoice status, due dates, and outstanding balances.
- Items and pricing: Maintain a reusable list of products and services that can be added to invoices.
- Payment tracking: Record customer payments and connect them to invoices to track what has been paid and what remains outstanding.
- Invoice sharing and PDF export: Generate an Invoice PDF for sending or printing, or share the invoice directly with a customer using a public or private link.
How the solution is organized
The solution is built around four connected business objects:
| Business object | What it represents | Information it contains |
|---|---|---|
| Customer | The individual or organization being billed | Customer name, contact information, billing address, shipping address, and status |
| Item | A product, service, material, or other item you sell | Item name, SKU, item type, unit of measure, sales price, and status |
| Invoice | An amount billed to a customer | Customer, invoice date, due date, status, totals, and invoice lines |
| Payment | Money received from a customer | The invoice being paid, payment information, and amount received |
An Invoice connects to a Customer. Each invoice line identifies the Item being billed along with its quantity, price, and amount. Payments connect to invoices to maintain the amount received and payment history.
Getting started
1. Create a Customer
Create a record for each customer you need to invoice.
Add information such as:
- Customer name
- Customer type
- Phone number
- Billing address
- Shipping address
- Status
2. Create Items
Create records for the products or services you regularly sell.
Add information such as:
- Item name
- SKU
- Item type
- Unit of measure
- Sales price
- Status
3. Create an Invoice
Create an Invoice when you need to bill a customer.
Select the Customer and enter the invoice information, including:
- Invoice date
- Due date
- Status
Add invoice lines for the products or services being billed.
For each line, select the Item and enter the appropriate quantity and price.
4. Record Payments
When payment is received, create a Payment record and connect it to the appropriate Invoice.
Record the payment information and amount received to maintain a history of customer payments.
5. Share or export the Invoice
After creating the Invoice, either:
- Generate an Invoice PDF to send or print
- Share the Invoice using a public or private link
Example
Suppose Apex Global Logistics purchases consulting services and equipment from your business.
Create the following connected records:
| Quantity | Record type | Record |
|---|---|---|
| 1 | Customer | Apex Global Logistics |
| 2 | Items | Implementation Services and Network Equipment |
| 1 | Invoice | INV-1042 |
Add these lines to INV-1042:
| Item | Quantity |
|---|---|
| Implementation Services | 10 hours |
| Network Equipment | 2 units |
When Apex Global Logistics pays the invoice, create a Payment record connected to INV-1042.
The Customer, Invoice, Items, and Payment remain connected, giving you a complete history of what was billed and what was paid.
Make it yours
This solution is designed to be used as-is or customized to fit your business.
Add your own fields, views, forms, related records, workflows, and automations to match the way your business manages invoicing and payments.