Guides
Sales
Invoices

Invoices

Lekha’s Invoices module is the cornerstone of your billing operations—transforming sales orders into professional, GST-compliant tax invoices. Designed for accuracy and compliance, it helps you generate legally valid invoices while maintaining seamless integration with inventory tracking and payment processing.

With comprehensive fields for customer details, linked sales orders, payment terms, billing and delivery addresses, itemized breakdowns, and tax calculations, you can create precise and professional invoices that meet all regulatory requirements.

Each invoice supports reference tracking, due dates, and detailed line-level specifications, enabling you to maintain complete audit trails and ensure compliance with tax regulations. The system automatically updates inventory levels upon confirmation and provides robust tracking throughout the payment lifecycle.

From draft creation to final payment, Lekha’s invoice management enhances accuracy, ensures compliance, and accelerates your cash flow—making it easier to scale your billing operations with confidence.

Listing Invoices

The invoices list provides a comprehensive view of all your billing documents with advanced filtering and management capabilities.

Default View

  • Invoices are listed by creation time in descending order (newest first)
  • Each row displays key information: invoice number, customer, date, due date, state, and total amount
  • Click on any row to view detailed information for that invoice

Sorting Options

You can sort the list by clicking on column headers:

  • Invoice Number - Alphanumeric sorting
  • Reference - Reference number sorting
  • Invoice Date - Date-based sorting
  • Due Date - Payment due date sorting
  • State - Status-based sorting (Draft, Issued, Confirmed, etc.)
  • Total Amount - Monetary value sorting

Filtering by State

Use the state filter to view specific types of invoices:

  • Draft - Invoices still being prepared
  • Submitted - Invoices waiting for approval
  • Approved - Invoices approved and ready to issue
  • Issued - Finalized invoices sent to customers
  • Confirmed - Invoices confirmed and affecting inventory
  • Partially Paid - Invoices with partial payments received
  • Paid - Fully paid invoices
  • Cancelled - Cancelled invoices

Available Actions

Individual Actions:

  • View Details - Click on invoice row to see complete information
  • Send Email - Email invoice directly to customer
  • Print - Generate PDF for individual invoice

Bulk Actions:

  • Bulk Printing - Print multiple invoices at once

Creating a New Invoice

Invoices represent the final billing stage and create legally binding payment obligations while affecting inventory levels.

Step 1: Access Invoices

  1. Navigate to Sales in the main menu
  2. Click on Invoices from the submenu
  3. Click the "+ New" button

Step 2: Basic Information

Customer (Required)

  • Select customer from the dropdown
  • Start typing to search for existing customers

Customer Currency (Read-only)

  • Automatically displays when customer is selected
  • Shows the customer’s default currency
  • All monetary fields will show this currency symbol

Currency Exchange Rate (Required for foreign customers)

  • Enter exchange rate when customer’s country differs from organization country
  • Used for accurate currency conversion calculations

Supply Destination (Required for domestic customers)

  • Select state/place of supply for tax calculation
  • Only appears when customer’s country matches organization country
  • Affects GST calculations (intra-state vs inter-state)

Payment Terms (Optional)

  • Select or enter payment terms
  • Use "+" button next to Payment Terms selection dropdown to manage available terms
  • Examples: “Net 30”, “Due on Receipt”, “45 Days”
  • Auto-calculates due date when selected

Invoice Number (Required)

  • Auto-generated by system or manually entered
  • Must be unique within the system
  • Used for legal compliance and tracking

Reference (Optional)

  • Enter any reference number or text
  • Links to customer’s purchase orders or internal references
  • Helps with cross-referencing and tracking

Date (Required)

  • Select the invoice date
  • Defaults to current date
  • Important for tax compliance and payment terms

Due Date (Optional)

  • Payment due date calculated from payment terms
  • Can be manually adjusted if needed
  • Used for aging reports and follow-ups

Sales Order Number (Optional)

  • Reference to existing sales order
  • Use "🔍 Find Sales Order" button when customer is selected
  • Auto-populates invoice details from selected sales order

Step 3: Billing Address

Display Name (Required)

  • Enter billing address display name (maximum 50 characters)
  • Examples: “Head Office”, “Accounts Department”

Country (Required)

  • Select billing country
  • Auto-populated from customer data

Address Line 1 (Required)

  • Enter primary billing address (maximum 100 characters)
  • Street number and street name

Address Line 2 (Optional)

  • Enter secondary address line (maximum 50 characters)
  • Apartment, suite, or building details

Address Line 3 (Optional)

  • Enter tertiary address line (maximum 50 characters)
  • Additional address information

City (Required)

  • Enter billing city (maximum 50 characters)

State (Required)

  • Select billing state or province
  • Used for tax calculations

Zip Code (Required)

  • Enter postal code (maximum 15 characters)

Call Country Code (Optional)

  • Enter phone country code (maximum 5 characters)
  • Examples: “+1”, “+91”, “+44”

Phone Number (Optional)

  • Enter phone number (maximum 15 characters)
  • Contact for billing inquiries

Step 4: Delivery Address

Same as Billing Address (Toggle)

  • Enable to use billing address for delivery
  • When disabled, separate delivery fields appear

When delivery address differs:

Display Name (Required)

  • Enter delivery address display name (maximum 50 characters)
  • Examples: “Warehouse”, “Delivery Location”

Country (Required)

  • Select delivery country

Address Line 1 (Required)

  • Enter primary delivery address (maximum 100 characters)

Address Line 2 (Optional)

  • Secondary delivery address (maximum 50 characters)

Address Line 3 (Optional)

  • Tertiary delivery address (maximum 50 characters)

City (Required)

  • Enter delivery city (maximum 50 characters)

State (Required)

  • Select delivery state or province

Zip Code (Required)

  • Enter delivery postal code (maximum 15 characters)

Call Country Code (Optional)

  • Phone country code for delivery (maximum 5 characters)

Phone Number (Optional)

  • Contact number for delivery coordination (maximum 15 characters)

Step 5: Invoice Line Items

Adding Items:

  1. Click "+ New Row" to add line items
  2. Fill in details for each item

Item (Required per line)

  • Select item/product from dropdown
  • Sales price auto-populates when item is selected
  • Tax rate auto-fills based on item configuration

Quantity (Required per line)

  • Enter quantity (minimum 1, integer only)
  • Must be positive number
  • Uses item’s configured unit of measurement
  • Important: Affects inventory upon invoice confirmation

Rate (Required per line)

  • Enter unit price/rate (2 decimal precision)
  • Must be positive number
  • Can override item’s default sales price

Discount Amount (Optional per line)

  • Enter line-level discount amount
  • Only available when discount level is set to “LINE_LEVEL”
  • Maximum value depends on discount type

Discount Type (Optional per line)

  • Select percentage (%) or fixed amount
  • Only available when discount level is “LINE_LEVEL”
  • Radio selection between “%” and currency symbol

Tax Rate (Optional per line)

  • Select applicable tax rate from dropdown
  • Auto-selected based on item’s default tax rate
  • Can be overridden as needed

Amount (Read-only per line)

  • Automatically calculated line total
  • Formula: (Quantity × Rate) - Discount + Tax
  • Updates automatically when other values change

Managing Rows:

  • Use "🗑️" to remove line items
  • Button disabled if only one row remains
  • Add multiple rows for different items

Step 6: Invoice Summary

Apply Discount (Radio buttons)

  • Select when to apply order-level discount
  • Only available when discount level is “Order Level”
  • Options: “Before Tax” or “After Tax”

Discount (Optional)

  • Enter order-level discount amount
  • Only when discount level is “Order Level”
  • Minimum: 0, Maximum: depends on discount type

Discount Type (Optional)

  • Select percentage (%) or fixed amount
  • Only when discount level is “Order Level”
  • Dropdown with “%” and currency symbol

Tax Breakdown (Read-only)

  • Individual tax amounts per tax rate
  • Auto-calculated based on line items and rates
  • Shows detailed tax calculations for compliance

Total Tax (Read-only)

  • Sum of all taxes from line items
  • Auto-calculated and updates with changes

Adjustment (Optional)

  • Enter final adjustment amount (2 decimal precision)
  • Can be positive or negative
  • Applied after all other calculations

Total (Read-only)

  • Final invoice total
  • Formula: Subtotal + Tax - Discount + Adjustment
  • Updates automatically with all changes

Step 7: Additional Information

Customer Notes (Optional)

  • Enter notes for customer (maximum 1024 characters)
  • Appears on printed/emailed invoice
  • Used for special instructions or information

Terms and Conditions (Optional)

  • Enter terms and conditions (maximum 2048 characters)
  • Legal terms for the invoice
  • Standard terms can be saved as templates

Step 8: Additional Features

Settings (⚙️)

  • Configure invoice settings
  • Access discount level preferences
  • Set default values and behaviors

Step 9: Save Invoice

  1. Review all entered information
  2. Click “Save” to save for later editing

Editing an Invoice

Invoice editing capabilities depend on the current state and payment status.

Step 1: Find the Invoice

  1. Go to Invoices list
  2. Use search or filters to locate the invoice
  3. Click on the invoice row to view details

Step 2: Check Edit Eligibility

Editable States:

  • Draft: Full editing allowed
  • Submitted: Edit with approval
  • Approved: Edit with reason
  • Issued: Edit with reason

Non-Editable States:

  • Confirmed: Cannot edit directly
  • Partially Paid: Cannot edit directly
  • Paid: Cannot edit directly

Step 3: Access Edit Mode

  1. Click the “Edit” button
  2. The editing form will open

Step 4: Edit Reason (For non-draft invoices)

Edit Reason (Required for issued invoices)

  • Enter reason for editing the invoice
  • Required when invoice state is not “DRAFT”
  • Maintains audit trail for invoice modifications

Step 5: Make Changes

You can update most fields in editable states:

  • Modify quantities, rates, or discounts
  • Add or remove line items
  • Update delivery information
  • Change due dates
  • Adjust customer notes

Step 6: Special Editing Requirements

For Confirmed/Partially Paid/Paid Invoices:

  1. Cancel the invoice first using the “Cancel” button
  2. Create a new invoice with correct information
  3. Avoid cancelling partially paid or paid invoices as this can cause:
    • Inventory tracking issues
    • Financial reporting discrepancies
    • Audit trail complications
    • Customer confusion

Step 7: Save Changes

  1. Review modifications
  2. Click “Save” to save as draft

Deleting an Invoice

Invoices can be deleted under specific conditions to maintain financial integrity.

Step 1: Find the Invoice

  1. Go to Invoices list
  2. Locate the invoice you want to delete

Step 2: Check Deletion Eligibility

Can be deleted:

  • Draft invoices: Usually allowed
  • Submitted invoices: May require approval

Cannot be deleted:

  • Issued invoices: May have restrictions
  • Confirmed invoices: Affects inventory
  • Partially paid invoices: Has payment records
  • Paid invoices: Complete transaction records

Step 3: Delete Process

  1. Click on the invoice to view details
  2. Click the “Delete” button
  3. Confirm deletion when prompted

Important: Deletion restrictions apply when:

  • Invoice has been confirmed (inventory affected)
  • Invoice has payment records
  • Invoice is referenced in other transactions
  • Invoice affects financial reporting

Invoice States and Inventory Impact

Understanding invoice states is crucial for inventory and financial management:

Draft to Issued States (No Inventory Impact)

  • Draft: Invoice being prepared
  • Submitted: Invoice awaiting approval
  • Approved: Invoice approved, ready to issue
  • Issued: Invoice sent to customer

Confirmed State (Inventory Impact)

  • Confirmed: Invoice confirmed, inventory reduced
  • Inventory Effect:
    • Stock quantities decreased
    • Inventory values updated
    • Cost of goods sold recorded

Payment States (Inventory Already Affected)

  • Partially Paid: Some payment received
  • Paid: Full payment received

Cancelled State (Inventory Impact Reversed)

  • Cancelled: Invoice cancelled
  • Inventory Effect:
    • Stock quantities restored (if previously confirmed)
    • Inventory values reversed
    • Financial adjustments made

Best Practices for Invoice Management

Accuracy and Compliance

  • Verify all customer and tax information
  • Double-check quantities and pricing
  • Ensure GST calculations are correct
  • Maintain proper invoice numbering sequence

State Management

  • Confirm invoices only when goods are delivered
  • Avoid cancelling paid or partially paid invoices
  • Use draft status for internal review
  • Track payment status accurately

Inventory Considerations

  • Verify stock availability before confirming
  • Monitor inventory levels after confirmation
  • Plan for inventory allocation
  • Coordinate with fulfillment teams

Financial Controls

  • Review discount applications
  • Validate tax calculations
  • Ensure proper payment terms
  • Monitor aging and collections

Documentation

  • Include comprehensive customer notes
  • Maintain standard terms and conditions
  • Reference related sales orders
  • Keep complete audit trails

Integration with Other Modules

Invoices integrate comprehensively with:

  • Customers: Auto-populate customer details and tax information
  • Items: Use item pricing and affect inventory levels
  • Sales Orders: Convert orders to invoices seamlessly
  • Inventory: Update stock levels upon confirmation
  • Payments: Track payment receipts and aging
  • Reports: Generate sales and tax compliance reports
  • Accounting: Create journal entries and financial records

Invoice Lifecycle and Workflows

Standard Invoice Flow

  1. Draft → Submitted → Approved → Issued → Confirmed → Partially Paid/Paid

Payment Tracking Flow

  1. Confirmed → Partially Paid/Paid

Cancellation Flow

  • Confirmed → Cancelled (with appropriate restrictions)

Critical Considerations

  • Confirmation: Irreversibly affects inventory
  • Partial Payment: Creates complex state management
  • Cancellation: Should be avoided for paid invoices
  • Audit Trail: All state changes are tracked

Each state transition maintains comprehensive audit trails and affects available actions, ensuring financial accuracy and regulatory compliance.

Sales OrdersReceipts