Invoicing¶

Create invoices from the sales order they belong to. Bank details, the buyer's address, tax IDs, and the due date fill in from records you already own. After you send the invoice, record payments on the order. Paid, partially paid, and overdue all come from those payment records.

Creating an Invoice¶

Open the invoice form from the sales order. Most of it is already filled in.

1. Open a sales order and click Create Invoice.
2. Review the line items, quantities, and prices pulled from the order.
3. Confirm the invoice date. If you picked Net 15, Net 30, Net 45, or Net 60, the due date lands that many days after the invoice date. Change the invoice date and the due date follows. Pick a date by hand and it stays yours.
4. Review bank details, the buyer's address, and tax IDs. Correct anything that is missing.
5. Check the preview. The invoice number you see is the number you get, and the totals recalculate as you edit quantities.
6. Create the invoice.

A second document on the same order gets its own number. An order that already has a proforma does not repeat that number on the final invoice.

You can raise more than one invoice against a single order, for example a deposit followed by a final invoice on delivery.

Bank details, entered once¶

Settings, under Organization, in the Compliance card, holds your bank name, branch, account name and number, IFSC or routing code, SWIFT, and IBAN. Seven fields, entered once, printed on every invoice after that. Exporters from India can save their IEC, LUT, and AD codes in the same place.

If you have not saved them yet, the form borrows from your most recent invoice instead of handing you empty boxes. See Compliance Details.

The due date you set here is the date the overdue check reads.

Buyer tax ID and place of supply¶

Type a customer's GSTIN or VAT number once and it is saved to their record. Every later invoice for that customer arrives with it filled in.

Place of supply comes from the customer's state, which is the side GST looks at. When your warehouse state and the customer's state are both on file, the invoice suggests CGST plus SGST for a same-state sale and IGST for a different state or an export. You can always override the suggestion.

This is a form suggestion, not tax advice. Loupe Factory does not file tax returns.

States are matched by exact text, so MH and Maharashtra read as two different places. Keep state names consistent on customers and locations and the suggestion stays right.

HS codes on export lines¶

On a commercial export invoice, every line has a Suggest HS code button. It reads the product and the destination country and proposes a code, digits only. Keep it or replace it. The lookup uses your workspace's AI credits. See AI Credits & Billing.

Loupe Factory proposes a code. It does not classify goods or guarantee a customs result.

Inventory items can also store an HS code. See Inventory Management for the item-level lookup.

Mistakes the form now blocks¶

• Clicking outside the window asks before filled-in fields are thrown away.
• Once an invoice exists, the create step locks, so a second click cannot mint another invoice or deduct the same stock twice.
• A new invoice opens in the order's own currency. Bill in a different one and the live market rate is filled in for you to correct. An untouched rate of 1 on a foreign-currency invoice is stopped before it becomes a document.

Payment Terms¶

Payment terms tell customers when payment is expected.

Admins can change the default payment terms in Admin Settings > Orders Settings. New defaults apply to new work going forward.

Invoice Product Photos¶

Loupe Factory can show product images beside invoice line items so buyers can confirm billed items faster. When the setting is enabled, the invoice preview shows the available image beside each order line item, and the generated PDF includes the same customer-facing image.

The image must already be attached to the billed order line item. If a line item does not have its own image, that invoice row stays text-only. Loupe Factory does not substitute the inventory item photo on the final invoice.

To enable invoice product photos:

1. Go to Admin Settings > Orders Settings > Invoices.
2. Turn on Add inventory product photos to invoices.
3. Save the invoice settings.

The setting is turned off by default and is available on Professional, Business, and Enterprise. On Starter, the setting is locked and prompts users to upgrade.

For the admin setup workflow, see Orders Settings.

Sending an Invoice¶

1. Open the invoice.
2. Click Send Invoice.
3. Confirm or update the recipient email address.
4. Optionally add a message to include in the email body.
5. Click Send.

The invoice status updates to Sent and a timestamp is recorded. A copy of the sent invoice is saved on the order's activity history.

Tracking Invoice Status¶

Invoice payment status uses the same payment records as the order.

Filter the invoice list by status to find overdue or unpaid invoices.

Recording Payments¶

Record money on the sales order, not as a separate invoice-only fact. Open the order and use Record payment. Enter the amount, the date it landed, the method, and the bank reference.

If the payment covers the outstanding balance, the invoice and the order both move to Paid. A partial payment leaves an outstanding balance. An advance before anything is invoiced leaves the order at Pending.

Payments in another currency use the converted amount you enter from your statement. See Recording Payments.

Managing Overdue Invoices¶

Loupe Factory flags an invoice as Overdue when its payment due date passes without full payment. A scheduled pass recalculates this daily, so you do not have to open the invoice for the badge to change.

• Use the Overdue filter in the invoice list.
• Open an overdue invoice and click Send Reminder to resend it with an overdue notice.
• Update the due date if you have agreed on a new schedule with the customer.

Fill the payment due date when you create the invoice. That is the date this check reads.

Voiding an Invoice¶

If an invoice was created in error or needs to be cancelled:

1. Open the invoice.
2. Click Void Invoice.
3. Enter a reason for voiding and confirm.

Voided invoices stay in your history and are marked inactive. You can create a new invoice against the same order if needed.

Linking Invoices to Orders¶

Every invoice is linked to a source order.

• From an order detail page, the Invoices section lists all invoices for that order, including status and outstanding balances.
• From an invoice detail page, the Linked Order section shows the originating order with a direct link.

Next Steps¶

• Order Management: Record payments and read derived payment status on the order.
• Customer & Supplier Management: Review Ordered, Invoiced, and Paid on the Lifetime value panel.
• Organization Settings: Save bank details and India export codes once.
• Reporting & Analytics: View revenue reports.
• Shipment Tracking: Track shipments on invoiced orders.