Invoicing¶

Loupe Factory's invoicing module lets you generate, send, and manage invoices that are directly linked to your customer orders. This guide covers the full invoicing workflow, from creating an invoice against a confirmed order to recording payments and managing invoice history.

Generating an Invoice¶

Invoices are created from confirmed orders, ensuring that line items, quantities, and pricing are automatically pulled in.

To generate an invoice:

1. Navigate to the Invoices module from the main dashboard, or open an existing order and click Create Invoice.
2. If starting from the Invoices module, click New Invoice and select the order you want to invoice from the Linked Order dropdown.
3. Review the auto-populated line items, quantities, and unit prices.
4. Adjust any line items or add additional charges (e.g., shipping fees, discounts) as needed.
5. Set the Invoice Date and Due Date.
6. Add any notes or payment terms in the Notes field.
7. Click Save Invoice to create the invoice with a status of Draft.

Payment Terms¶

Payment terms tell customers when payment is expected. Loupe Factory supports these payment terms for orders and invoices:

Users with admin access can change the default payment terms for invoicing in Admin Settings > Orders Settings. New defaults apply to new work going forward.

Reviewing and Finalising an Invoice¶

Before sending, review the draft invoice to confirm all details are correct:

1. Open the invoice from the invoice list.
2. Check line items, totals, tax amounts, payment terms, and any line item images shown in the invoice preview.
3. Click Finalise Invoice to lock the invoice and prepare it for sending.

Once finalised, the invoice status changes to Finalised and line items can no longer be edited.

Invoice Product Photos¶

Loupe Factory can show product images beside invoice line items so buyers, wholesalers, and manufacturing teams 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.

This is useful when product visuals help customers recognize the item being billed, but the image must already be attached to the billed order line item. If an order line item does not have its own image, that invoice row stays text-only. Loupe Factory does not automatically substitute the inventory item photo on the final invoice.

To enable invoice product photos:

1. Go to Settings > Orders > 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 plans higher than Starter: Professional, Business, and Enterprise. On the Starter plan, the setting is locked and prompts users to upgrade.

For the admin setup workflow, see Orders Settings.

Sending an Invoice¶

After finalising, send the invoice directly to your customer from Loupe Factory:

1. Open the finalised 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 to deliver the invoice to your customer.

The invoice status updates to Sent and a timestamp is recorded.

Tracking Invoice Status¶

Each invoice moves through a defined set of statuses:

You can filter the invoice list by status to quickly identify overdue or unpaid invoices.

Recording Payments¶

When a customer pays an invoice, record the payment to update the invoice status:

1. Open the invoice from the invoice list.
2. Click Record Payment.
3. Enter the payment amount, payment date, and payment method.
4. Add a reference number (e.g., bank transfer reference) if applicable.
5. Click Save Payment.

If the payment covers the full outstanding balance, the invoice status changes to Paid. Partial payments update the status to Partially Paid and display the remaining balance.

Managing Overdue Invoices¶

Loupe Factory automatically flags invoices as Overdue when the due date passes without full payment. To manage overdue invoices:

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

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 are retained in your history for audit purposes but are marked as inactive. You can create a new invoice against the same order if needed.

Linking Invoices to Orders¶

Every invoice in Loupe Factory is linked to a source order, giving you full visibility across the order-to-cash workflow:

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

This two-way linking ensures that your sales, operations, and finance teams always have a consistent view of each transaction.

Next Steps¶

• Order Management: Create and manage the orders that invoices are generated from.
• Customer & Supplier Management: Manage customer records and view their invoice history.
• Reporting & Analytics: View revenue reports and export invoice data.
• Shipment Tracking: Track shipments associated with invoiced orders.