Sales and invoicing
How to create an invoice in Leadnote
Create an invoice for a lead or from a quote, add line items, discount, tax and payment terms, track the due date and move it through invoice stages.
To create an invoice, open Invoices under Sales Tools, click New Invoice and pick the lead, or convert an existing quote. Then add line items, check tax and the due date, and share the invoice.
Three ways to start
- New Invoice. Click New Invoice, search for the Customer, check the Currency and date, and click Create invoice. A starting value is optional. Adding line items later replaces it with the line total.
- Create from Quote. On the Invoices page click Create from Quote, search quotes by number, title or customer, and click Create invoice next to the right one.
- Convert. On a quote choose Convert to invoice. On a sales order click Convert to Invoice. See Create a quote and Sales orders.
A converted invoice copies the lines, addresses, currency, tax and discount settings. It gets today's date, a new invoice number and the default stage, and the source quote or order number is saved on the References tab.
The invoice page
At the top you see the invoice title, number, date, value and stage. The payment block shows:
| Field | Meaning |
|---|---|
| Payment status | Unpaid, Partially paid or Fully paid |
| Total invoice value | The grand total |
| Payment terms and Due days | The term chosen for this invoice |
| Due date | Invoice date plus the due days |
| Received so far | The sum of recorded payments |
| Balance due | Total minus received |
Click View / add payment to record money received. See Record payments and balances. Send reminder queues a payment reminder by email or WhatsApp to the customer's address on the lead, with the balance due and due date.
Below the header are the customer and assignment details (organisation, contact, salesperson, sales manager), the invoice segment (region, branch, division) and delivery information.
Line items, discount and tax
The Line items tab works like the quote grid. Use Add new line item, Search for Products or Browse products, then set Unit price, Qty, UoM, Disc % and Tax %.
The summary panel works out the totals in the order described in GST and tax settings.
- Discount is a percentage, either one for the whole invoice or one per line.
- Tax group sets the tax lines. For CGST, SGST and IGST, tax-inclusive prices and rounding, read GST and tax settings.
- Add additional cost adds charges such as shipping. The list of costs comes from the Invoice settings.
Payment terms and the due date
Payment terms are set in Settings, under Payment Due Date. Leadnote starts with Due on Receipt (0 days, the default), Net 15 and Net 30. Add your own with a label and due days, and mark one as the default. A new invoice uses the default term, and the due date is the invoice date plus its due days. You can pick another term or change the due date on a single invoice.
An invoice is Overdue when its due date has passed, it is not fully paid and its stage is not Cancelled. The list can filter by payment status (Unpaid, Partially Paid, Fully Paid, Overdue) and by age: Not yet due, 1 to 30 days overdue, 31 to 60 days overdue, 61 to 90 days overdue and Over 90 days overdue.
Invoice stages
The default stages are Draft, Sent and Cancelled. Sharing a Draft invoice by email or WhatsApp moves it to Sent. A Cancelled invoice cannot receive new payments. An Account Owner or Manager can add, rename and reorder stages in Settings.
Other tabs
- Notes and Attachments for internal notes and files.
- References: Quote number and date, Customer PO number and date, Sales order number and date, and Customer ref. number.
- Shipping: transporter, tracking details and the Ship To address. Billing: your own company address and the Bill To address. See Customer groups and addresses.
- Payment history: every payment and receipt for the invoice.
- Payment & footer: choose whether the printout shows the payment QR code, bank details and payment link, and edit payment notes, terms and the footer.
- Invoice log: created, updated, stage changes, sharing and payments.
Settings for all new invoices
The Settings tab holds the invoice title (for example "Invoice" or "Tax Invoice"), numbering, default currency, company details, default discount, tax groups, additional costs, payment due terms and payment details. Logo, signature and print template are described in PDF and sharing documents, and numbering in Document numbering. Settings apply to new invoices. Existing invoices are not changed unless you edit them. The Quote Settings are separate, so set your logo, GSTIN and payment details there as well.
Duplicate and delete
More actions has Duplicate and Delete. Deleting an invoice permanently removes its notes, attachments, log and payments. Only the creator or an Owner or Manager can delete it.
Who can create invoices
Account Owners and Managers can create and edit every invoice. L1 Users can create invoices and edit the ones they created or are assigned to. L2 Users can view only by default. The Account Owner can change this in the permission matrix.
Frequently asked questions
When is an invoice marked Overdue?
When its due date is before today, it is not fully paid and its stage is not Cancelled. The due date is the invoice date plus the due days of the payment term.
Is the payment status the same as the invoice stage?
No. The stage (Draft, Sent, Cancelled by default) is a workflow label you control. The payment status (Unpaid, Partially Paid, Fully Paid) is calculated from the payments you record.
What happens to payments if I delete an invoice?
They are deleted with it. Leadnote warns you before it deletes the invoice together with its payments.