Step By Step
Follow these steps in order. Each step is written for a first-time user and avoids accounting jargon where possible.
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Start the invoice
Click New Invoice from the dashboard top bar or open Manage Invoice and choose the create action.
Open full instructionsStep 1 visualStart the invoice
Click New Invoice from the dashboard top bar or open Manage Invoice and choose the create action.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Choose the client
Select an existing client. If the customer is new, create the client first so billing details and email are stored correctly.
Open full instructionsStep 2 visualChoose the client
Select an existing client. If the customer is new, create the client first so billing details and email are stored correctly.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Confirm invoice number and dates
Check invoice number, invoice date and due date. The due date controls overdue status and follow-up.
Open full instructionsStep 3 visualConfirm invoice number and dates
Check invoice number, invoice date and due date. The due date controls overdue status and follow-up.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Select a template
Choose the template that should be used for the customer-facing invoice document.
Open full instructionsStep 4 visualSelect a template
Choose the template that should be used for the customer-facing invoice document.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Choose VAT treatment
Use Standard UK sale for ordinary UK VAT sales. Use EU goods sale - zero rated for qualifying EU goods sales. EU goods sales should show zero VAT and map net goods value to VAT Box 8.
Open full instructionsStep 5 visualChoose VAT treatment
Use Standard UK sale for ordinary UK VAT sales. Use EU goods sale - zero rated for qualifying EU goods sales. EU goods sales should show zer...
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Add products or services
Add each line item with description, quantity, unit price, discount and tax where applicable. Review the calculated subtotal, VAT and total.
Open full instructionsStep 6 visualAdd products or services
Add each line item with description, quantity, unit price, discount and tax where applicable. Review the calculated subtotal, VAT and total.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Add notes and payment terms
Add purchase order reference, bank details, due date wording or special instructions.
Open full instructionsStep 7 visualAdd notes and payment terms
Add purchase order reference, bank details, due date wording or special instructions.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Save and preview
Save the invoice, preview the document and check client, line items, VAT, total and payment instructions before sending.
Open full instructionsStep 8 visualSave and preview
Save the invoice, preview the document and check client, line items, VAT, total and payment instructions before sending.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Send or download
Email the invoice where email is configured, or download/share it manually if email is not available.
Open full instructionsStep 9 visualSend or download
Email the invoice where email is configured, or download/share it manually if email is not available.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Record payment
When money arrives, open the invoice payment action or Manage Payments and record amount, date, method and reference.
Open full instructionsStep 10 visualRecord payment
When money arrives, open the invoice payment action or Manage Payments and record amount, date, method and reference.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Use credit notes for corrections
If an issued invoice is wrong, create a sales credit note rather than deleting important records.
Open full instructionsStep 11 visualUse credit notes for corrections
If an issued invoice is wrong, create a sales credit note rather than deleting important records.
A dedicated training visual for this step, focused on the exact action the learner should complete. -
Check VAT breakdown
Before VAT submission, open VAT breakdown for the date range and confirm the invoice appears in the right VAT boxes.
Open full instructionsStep 12 visualCheck VAT breakdown
Before VAT submission, open VAT breakdown for the date range and confirm the invoice appears in the right VAT boxes.
A dedicated training visual for this step, focused on the exact action the learner should complete.
Fields To Check
These fields matter most for this workflow because they affect records, reports, reminders or customer-facing documents.
| Field | Why It Matters |
|---|---|
| Client | Controls recipient, email delivery and customer history. |
| Due date | Controls overdue reporting and follow-up. |
| VAT treatment | Controls VAT calculation and box mapping. |
| Payment status | Shows whether the invoice is unpaid, partial or paid. |
Tips
Use these checks when something does not look right or the user cannot complete the workflow.
- Preview before sending. Most customer-facing errors are visible in preview.
- For EU goods sales, VAT should remain zero and the VAT breakdown should show Box 8 impact.
Related Guides
Move to the next workflow when this page is complete.