Managing Invoices Guide

Step-by-step guide to creating and managing invoices

Getting Started

This guide covers the complete process of managing invoices in Rastr.AI. You'll learn how to create invoices from sales orders, process payments, and track payment status. The system automatically syncs with QuickBooks to maintain accurate financial records.

Creating Invoices

1. Generate from Sales Order

  • Open the sales order
  • Click "Generate Invoice"
  • Review order details
  • Confirm line items and pricing

2. Invoice Details

  • Set invoice number
  • Add payment terms
  • Set due date
  • Add special notes

3. Payment Information

  • Set payment methods
  • Add bank details
  • Configure payment links
  • Set up installments

Processing Payments

Recording Payments

  • Select payment method
  • Enter payment amount
  • Upload payment proof
  • Add payment notes

Payment Verification

  • Verify payment screenshots
  • Confirm transaction details
  • Match payment to invoice
  • Update payment status

Partial Payments

  • Record down payments
  • Track installments
  • Calculate remaining balance
  • Set payment schedules

Managing Invoice Status

Status Types

  • Draft - Invoice created but not sent
  • Sent - Invoice sent to customer
  • Partial - Partial payment received
  • Paid - Full payment received
  • Overdue - Payment past due date

Follow-up Actions

  • Send payment reminders
  • Track overdue payments
  • Generate statements
  • Record collection attempts

QuickBooks Integration

Automatic Sync

  • Invoice creation in QuickBooks
  • Payment synchronization
  • Customer record updates
  • Tax calculation sync

Reconciliation

  • Match payments to invoices
  • Verify transaction details
  • Handle discrepancies
  • Generate reports

Tips and Best Practices

  • Regular Review: Check invoice status daily
  • Clear Terms: Always specify payment terms and due dates
  • Prompt Follow-up: Address overdue payments quickly
  • Keep Records: Document all payment communications

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