Invoicing: invoices, payments and payment plans

Invoicing is for billing your own customers. (To pay SmartDuke, see Billing and your plan.)

At the top of Invoices you'll see what's Owed to you, what's Overdue, what's Due this week and what you've Collected this month. The tabs filter by Unpaid, Overdue, Due this week, Paid, Drafts, Void and All.

Create an invoice

1. Open Invoices and click New invoice (or click New invoice on the customer's Invoices tab).
2. Choose the Customer, and add a Title if you like (for example “October fees”).
3. Under Lines, describe What it's for, the Qty, the Price (incl. tax) and the Tax %. Click Add a line for more.
4. Set the Due on date.
5. Leave Issue it now ticked to issue it straight away, or untick it to keep a draft.
6. Click Issue invoice (or Save draft).

Invoices are numbered INV-0001. A draft can be deleted; an issued invoice stays on record.

Invoice statuses

Record a payment

1. Open the invoice and click Record payment.
2. Enter the Amount (it starts at what's still owed).
3. Choose how it was Paid by: Cash, UPI, Card, Bank transfer, Cheque, Online or Other.
4. Add a Reference if you like (a UPI reference or cheque number).
5. Click Save payment.

Each payment gets a receipt number (RCPT-0001). Part payments are fine: record each one as it comes in, and the invoice shows Part paid until the balance is covered. A payment can't be more than what's still owed.

Split an amount into a payment plan

For course fees, property payments or anything paid in instalments:

1. Open Invoices and click New payment plan.
2. Choose the Customer and say what it's For (for example “JEE programme fee”).
3. Under Installments, enter the Total, how many Installments, when the First due on is, and how often (Every month, 2 months, quarter, 6 months or year).
4. Click Create the plan.

SmartDuke creates one invoice per instalment, each with its own due date. Any remainder goes on the last one.

Refund a payment

On the payment, click Refund, say why, and confirm. The money is recorded as given back and the invoice is owed again. Refunds can be full or partial.

Void an invoice

To cancel an issued invoice with no payments, click Void, say why and confirm with Void invoice. If payments were recorded, refund them first.

Follow up on overdue invoices

SmartDuke doesn't email invoices or chase them on its own. Use these instead:

• Ask Duke: on an invoice, click Draft a reminder and approve the message he writes.
• Automations: switch on the ready-made Payment reminder (three days before the due date) and Overdue follow-up (three days overdue, plus a call on your task list). Each message waits for your approval. See Automations.
• Home: Needs you shows how many invoices are overdue, with Draft reminders.

Good to know

• Invoices aren't created from orders or memberships automatically, and there's no PDF download yet.
• Who can issue invoices, record payments, void and refund depends on their role. Voids and refunds need full access.
• Duke can create invoices, record payments, set up payment plans, void and refund, always after your approval.