How to Create and Manage Invoices in Supahandi

Professional invoicing is essential for getting paid on time and maintaining good customer relationships. Supahandi's invoice and billing system helps you create, send, and track professional invoices with multiple generation methods, status tracking, and payment integration.

Getting Started with Invoicing

Dashboard Overview

Invoices can be generated or access from the project or payment detail pages:

Quick Access Features

• Invoice Generation: Create invoices from projects or payments
• Status Management: Track invoice status and payment
• Email Delivery: Send invoices directly to customers
• PDF Download: Generate and download invoice PDFs

Three Ways to Create Invoices

1. From Project Data

• Location: Individual project pages (click "Projects" in main navigation, then select a project)
• Method: Generate invoice from project payments
• Best for: Billing customers for complete projects

Features:

• Automatic Generation: Creates invoice from all project payments not already invoiced
• Project Context: Maintains project and customer information
• Payment Integration: Includes all payments for the project
• Custom Notes: Add project-specific invoice notes

Step-by-Step Process:

1. Navigate to Project - Go to project detail page
2. Invoice Section - Scroll to invoice management section
3. Generate Invoice - Click "Generate Invoice" button
4. Review Data - System shows payment summary
5. Add Notes - Include project-specific notes (optional)
6. Set Due Date - Choose invoice due date (default: 30 days)
7. Create Invoice - Click "Create Invoice" to generate

2. From Individual Payments

• Location: Payment detail pages or payment lists
• Method: Generate invoice from single payment
• Best for:Sending proof of payment

Features:

• Single Payment: Create invoice for one payment
• Quick Generation: Fast invoice creation
• Payment Context: Maintains payment and customer information

Step-by-Step Process:

1. Navigate to Payment - Go to a payment detail page
2. Invoice Actions - Click "Generate Invoice" button
3. Email the Invoice Receipt - Click 3 dot invoice menu button, and select "Send Invoice"

3. From Project Phases

• Location: Project phase management sections
• Method: Generate invoice from completed phases
• Best for: Milestone billing and phase-based invoicing

Features:

• Phase-Based Billing: Bill customers by project phases
• Milestone Billing: Invoice at project milestones
• Phase Details: Include phase-specific information
• Progressive Billing: Bill as phases are completed

Step-by-Step Process:

1. Complete Phase - Mark phase as completed
2. Phase Actions - Click "Generate Invoice" for phase
3. Review Phase - System shows phase details and estimated amount
4. Set Actual Amount - Enter actual amount to bill
5. Add Description - Modify phase description if needed
6. Set Due Date - Choose invoice due date
7. Create Invoice - Click "Create Invoice" to generate

Invoice Templates and Design

Available Templates

Modern Template (Default):

• Clean Design: Contemporary, professional appearance
• Print Optimized: Perfect for printing and PDF generation

Template Features:

• Company Header: Business name, address, and contact information
• Invoice Details: Invoice number, date, due date, and status
• Customer Information: Bill-to customer details
• Project Context: Project name and description
• Item Details: Line items with descriptions, quantities, and prices
• Totals Section: Subtotal, tax, and total calculations
• Footer Information: Payment terms and company details

Invoice Customization

Company Information:

• Business Name: Your company name
• Address: Business address
• Phone: Contact phone number
• Email: Business email address

Invoice Details:

• Invoice Number: Auto-generated unique identifier
• Invoice Date: Date of invoice creation
• Due Date: Payment due date (default: 30 days)
• Status: Current invoice status
• Notes: Additional invoice information

Customer Information:

• Customer Name: Bill-to customer name
• Customer Email: Customer email address
• Project Name: Associated project name

Managing Invoice Status

Invoice Statuses

Draft Status:

• Description: Invoice created but not sent
• Color Coding: Gray badge
• Actions Available: Edit, send, delete
• Next Steps: Send to customer or continue editing

Sent Status:

• Description: Invoice sent to customer
• Color Coding: Blue badge
• Actions Available: Mark as viewed, resend, download
• Next Steps: Wait for customer to view or mark as viewed

Viewed Status:

• Description: Customer has viewed the invoice
• Color Coding: Green badge
• Actions Available: Mark as paid, resend, download
• Next Steps: Wait for payment or mark as paid

Paid Status:

• Description: Payment has been received
• Color Coding: Green badge
• Actions Available: Download, archive
• Next Steps: Invoice is complete

Overdue Status:

• Description: Invoice is past due date
• Color Coding: Red badge
• Actions Available: Mark as paid, resend, download
• Next Steps: Follow up with customer or mark as paid

Cancelled Status:

• Description: Invoice has been cancelled
• Color Coding: Gray badge
• Actions Available: Download, delete
• Next Steps: Invoice is no longer valid

How to Update Invoice Status

Manual Status Updates:

1. Navigate to Invoice - Go to invoice detail page
2. Status Actions - Click status-specific action button
3. Confirmation - Confirm status change
4. Update Applied - Status updates immediately
5. Notification - Success message confirms update

Automatic Status Updates:

• Email Sent: Status changes to "Sent" when email is sent
• Customer View: Status changes to "Viewed" when customer opens invoice
• Due Date: Status changes to "Overdue" when past due date
• Payment Received: Status changes to "Paid" when payment is recorded

Invoice Actions and Management

Available Actions

Send Invoice:

• Email Delivery: Send invoice via email to customer
• Email Requirements: Customer must have email address
• Delivery Confirmation: System confirms email delivery
• Status Update: Invoice status changes to "Sent"

Download PDF:

• PDF Generation: Create PDF version of invoice
• Print Ready: Optimized for printing
• Professional Format: Maintains template design
• File Naming: Automatic file naming with invoice number

Print Invoice:

• Print Dialog: Opens browser print dialog
• Print Optimization: Optimized for standard paper sizes
• Print Styles: Special print-only CSS styling
• Page Breaks: Automatic page break management

Edit Invoice:

• Invoice Details: Modify invoice information
• Item Management: Add, edit, or remove line items
• Notes Update: Modify invoice notes
• Due Date Change: Update payment due date

Delete Invoice:

• Confirmation Required: System asks for confirmation
• Permanent Deletion: Invoice is permanently removed
• Data Cleanup: Associated data is cleaned up
• Audit Trail: Deletion is logged for audit purposes

Email Delivery System

Email Requirements:

• Customer Email: Customer must have valid email address
• Email Validation: System validates email format
• Delivery Confirmation: Confirmation of email delivery
• Error Handling: Clear error messages for delivery issues

Email Content:

• Professional Subject: Clear, professional email subject
• Invoice Link: Direct link to public invoice view
• Customer Message: Personalized message to customer
• Company Branding: Includes company information

Email Delivery Process:

1. Validate Email - Check customer email address
2. Generate Link - Create public invoice access link
3. Send Email - Deliver email to customer
4. Update Status - Change invoice status to "Sent"
5. Confirmation - Show delivery confirmation message

Public Invoice Access

Public Invoice Viewing

Public Access Features:

• No Login Required: Customers can view without account
• Secure Access: Unique token-based access
• Professional Display: Same template as internal view
• Print Friendly: Optimized for printing
• Mobile Responsive: Works on all devices

Public Invoice URL:

• Unique Token: Each invoice has unique access token
• Secure Access: Token-based security
• Expiration: Tokens expire after set time
• One-Time Use: Optional one-time access

Customer Experience:

1. Receive Email - Customer receives invoice email
2. Click Link - Click invoice link in email
3. View Invoice - See professional invoice display
4. Print/Download - Print or download invoice
5. Contact Business - Easy contact information access

Public Invoice Features

Viewing Options:

• Full Invoice: Complete invoice display
• Print View: Print-optimized layout
• Mobile View: Mobile-optimized display
• Download PDF: Download invoice as PDF

Customer Actions:

• Print Invoice: Print invoice for records
• Download PDF: Save invoice as PDF
• Contact Business: Easy contact information access
• View Details: See all invoice line items and totals

Invoice Financial Management

Financial Tracking

Invoice Totals:

• Subtotal: Sum of all line items
• Tax Calculation: Automatic tax calculation (if applicable)
• Total Amount: Final invoice amount
• Payment Tracking: Track payment status

Payment Integration:

• Payment Recording: Record payments against invoices
• Payment Matching: Match payments to specific invoices
• Outstanding Balances: Track unpaid invoice amounts
• Payment History: Complete payment history

Financial Reporting:

• Invoice Summary: Total invoices by status
• Revenue Tracking: Invoice-based revenue analysis
• Payment Analysis: Payment collection analysis
• Outstanding Reports: Unpaid invoice reports

Invoice Line Items

Item Management:

• Description: Detailed item description
• Quantity: Number of items or hours
• Unit Price: Price per unit or hour
• Total Price: Quantity × unit price
• Phase Association: Link to project phases

Item Types:

• Labor: Hourly labor charges
• Materials: Material costs
• Equipment: Equipment rental or usage
• Services: Service charges
• Other: Miscellaneous charges

Mobile Invoice Management

Mobile Features

Mobile Optimization:

• Touch-Friendly: Large touch targets for mobile
• Responsive Design: Adapts to all screen sizes
• Swipe Gestures: Mobile-specific navigation
• Quick Actions: One-tap invoice actions

Mobile Features:

• Invoice Creation: Create invoices on mobile
• Status Updates: Update invoice status on mobile
• Email Sending: Send invoices from mobile
• PDF Download: Download PDFs on mobile

PWA Integration

Progressive Web App Features:

• Offline Access: View invoices without internet
• Background Sync: Automatic data synchronization
• Push Notifications: Real-time invoice updates
• Home Screen: Add to home screen for app-like experience

Tips for Better Invoice Management

When Creating Invoices:

• Use accurate information and clear descriptions
• Verify all prices and calculations
• Set appropriate due dates
• Include professional notes
• Send invoices promptly

For Invoice Management:

• Keep invoice status current
• Follow up on overdue invoices
• Maintain clear customer communication
• Keep detailed invoice records
• Review invoice status regularly

For Customer Relations:

• Maintain professional invoice appearance
• Include clear payment terms
• Ensure customers can easily view invoices
• Respond quickly to customer inquiries
• Provide multiple payment options

For Organization:

• Use consistent invoice numbering
• Keep track of payment due dates
• Archive completed invoices
• Monitor outstanding balances
• Regular financial reporting

Troubleshooting

Common Issues:

Invoice Not Creating:

• Check all required fields are filled
• Verify customer has email address
• Ensure project/payment exists
• Try refreshing the page

Email Not Sending:

• Verify customer email address is valid
• Check internet connection
• Try resending the invoice
• Contact support if issue persists

PDF Not Downloading:

• Check browser popup blockers
• Ensure stable internet connection
• Try different browser
• Clear browser cache

Status Not Updating:

• Refresh the invoice page
• Check if changes were saved
• Verify you have proper permissions
• Try updating status again

Mobile App Issues:

• Clear browser cache
• Reinstall PWA if needed
• Check for app updates
• Ensure service worker is enabled

Getting Help

If you need assistance with invoice management:

• Contact Support: Use the help center contact form
• Video Tutorials: Check our video library for visual guides
• Community Forum: Ask questions in our user community
• Live Chat: Get instant help during business hours

Ready to start creating professional invoices? Try Supahandi's comprehensive invoice and billing system today and see how it can help you get paid faster and maintain better customer relationships.