Use invoices when the customer needs a document, pays later, or settles an existing balance in more than one payment.
Choose an invoice instead of a receipt
Create an invoice when the transaction needs customer details, a due date, a reference, or payment after delivery. The document records what was supplied and what remains due.
Build the document
Select the customer, add products or services, and confirm quantities, prices, and tax treatment. Add a customer reference or internal note when it will help match the document later.
- Use a clear due date agreed with the customer.
- Review business and customer addresses before issuing.
- Keep delivery or purchase-order references on the document.
- Preview the final document before sending or printing it.
Record payments against the balance
When money arrives, record it against the customer and allocate it to the relevant invoice. Partial payments reduce the open balance without rewriting the original sale.
Check the customer ledger after recording the payment. For example, a TSh 50,000 invoice with a TSh 20,000 payment should leave TSh 30,000 due.
Correct mistakes visibly
Avoid deleting issued documents to hide an error. Use the available correction, return, or credit workflow so reports and customer history retain the reason the balance changed.