Sole Bootcamp

How to Create an Invoice

1. Start a new invoice

  1. Click New Invoice at the top of the Invoices page.
  2. The invoice creation form opens with fields for client, dates, items, currency, totals, and options like deposits and recurring settings (depending on your configuration).

2. Choose the client

  1. In the Client dropdown, select an existing client (e.g. “laxmi client”, “new client”, “client testing”, etc.).
  2. Verify:
    • Client name and contact details are correct (from Contacts).
    • Default currency or terms (if the system sets them per client) load correctly.

3. Set basic invoice details

  1. Enter an Invoice description – short summary of what you’re billing for.
  2. Set the Issue date (invoice date).
  3. Set the Due date according to required payment terms (e.g. 7 days, 30 days).
  4. Confirm the Invoice number is auto‑generated based on your Sales Settings (e.g. INV‑158, INV‑157).

4. Multi‑currency setup

Sole supports multiple currencies (you can see invoices and quotes with د.إ and AUD in your data).

  1. Locate the Currency field on the invoice form.
  2. Choose the desired currency:
    • AUD for local clients.
    • Another currency (e.g. د.إ) for overseas clients.
  3. If the system shows an equivalent amount (e.g. د.إ + AUD equivalent, like your quotes do), check that:
    • The conversion rate looks correct.
    • Totals and any summary views show the right currency symbol and format

5. Add line items (Products & Services)

  1. In the items section, click Add item.
  2. For each line item:
    • Select a product/service from Product & Services or type a custom description.
    • Enter Quantity.
    • Enter Unit price (in the chosen currency).
  3. Confirm the system calculates:
    • Line total = quantity × unit price.
    • Invoice total = sum of all line items.
  4. Add multiple items to test that totals update correctly and that foreign‑currency invoices behave exactly like AUD ones in calculation.

6. Configure a deposit on the invoice

Your invoices list includes a Deposit column, so deposits can be stored per invoice.

  1. Find the Deposit field or section in the invoice form.
  2. Choose how to set the deposit:
    • Fixed amount (e.g. $500).
    • Percentage of total (e.g. 50%).
  3. Enter the deposit value and verify:
    • Deposit amount is calculated correctly against the invoice total.
    • Balance Due = Total – Deposit.
  4. Save the invoice and return to the Invoices list; check that the Deposit column shows the correct value for that invoice.

7. Make the invoice recurring

In the invoice form, locate the Recurring or Repeat options (sometimes labelled as “Make recurring”, “Recurring invoice”, or similar).

Enable recurring for the invoice.

Set recurrence pattern:

  • Frequency (weekly, fortnightly, monthly, quarterly, half yearly &  yearly).
  • Number of occurrences
  • Start date and (if supported) end date.

8. Set invoice reminders

Invoice reminders ensure clients are notified before or after the due date. Sole ties reminders to invoice status and possibly Sales Settings.

  1. In the invoice form or Sales Settings, find Invoice reminders or Automated reminders settings.
  2. For this invoice, enable reminders (if they are per‑invoice), or configure global rules (if they’re global):
    • Reminder X days before the due date.
    • Reminder on the due date.
    • Reminder X days after the due date (overdue reminder).

9. Save, send, and verify the invoice

  1. Once all settings (currency, deposit, recurring, reminders) are configured, click Save as Draft to store the invoice internally.
  2. Review the invoice preview:
    • Correct currency symbol and amounts.
    • Deposit clearly shown and Balance Due calculated.
    • Any recurring or reminder notes, if displayed.
  3. Click Send to email the invoice to the client:
    • Confirm recipient email, subject, and body.
    • Send the invoice.
  4. Back in Invoices, confirm:
    • Status is now Sent, and the Due/Pending/Overdue state matches the dates.
    • Total, Deposit, Balance Due, Currency, and Invoice # are all correct.
    • The invoice appears properly in dashboard metrics and reports.