20 — Sales & Invoicing

Recommended roles:

• Sales user
• Creates estimates/quotations and follows up with customers.
• Billing / Finance
• Issues invoices, records payments, handles credit notes, runs aging and revenue reports.
• Admin
• Configures numbering, taxes, currencies, email/PDF templates, payment modes, and compliance settings.

Best practice:

• Separate “create documents” from “approve/financial controls” when possible.
• Keep a consistent naming convention for customers, items, and document references.

### 1) Company + finance basics

• Confirm base currency and allowed currencies (if multi-currency is used).
• Confirm tax settings (VAT) and default tax rates where required.
• Confirm document numbering and prefixes (estimate/invoice sequences).

### 2) Items catalog

• Create a clean item catalog (products/services):
• Name, rate, tax (if applicable), unit
• Optional: categories/groups
• Decide whether pricing is fixed or editable per document.

### 3) Customer records

• Ensure customer profiles are complete:
• Legal name, billing address, VAT/tax number where relevant
• Contacts (invoice recipients)
• Confirm email addresses used for sending documents.

### 4) Invoice templates + PDF output

• Verify invoice PDF layout, logo, company details, and footer notes.
• Confirm terms and payment instructions are consistent.

### 5) Payment modes (if used)

• Configure payment modes used by your organization (cash, bank transfer, etc.).
• Decide who can “mark as paid” and how evidence is stored.

### 6) (Optional) Compliance setup
If you use ZATCA / e-invoicing:

• Configure compliance settings
• Validate invoice output and archiving requirements
• See the compliance guide (170) for rollout checklist.

### Workflow 1: Estimate (quotation) → Invoice → Payment

1. Create an estimate/quotation
2. Send to customer and track status
3. When accepted, convert to an invoice (or create invoice from the approved scope)
4. Send the invoice to the customer
5. Record payment when received
6. Verify outstanding balance becomes 0 (or correct remainder for partial payments)

Tips:

• Keep scope clear: items, quantities, taxes, discounts.
• Use consistent due dates and payment terms.

### Workflow 2: Invoice creation and settlement tracking

1. Create invoice with correct customer + items
2. Set due date and payment terms
3. Send invoice (email/PDF)
4. Track status (unpaid/paid/overdue)
5. Record payments and attach evidence when required

Collections best practices:

• Use invoice aging report weekly.
• Prioritize high-value overdue invoices first.

### Workflow 3: Credit notes (when enabled)
Use credit notes for refunds or adjustments that must remain auditable.

1. Create credit note and link to the original invoice (when applicable)
2. Apply credit to future invoice(s) or mark as refunded based on your policy
3. Keep notes explaining why the credit was issued

### Workflow 4: Monthly sales review

1. Review revenue by period
2. Review invoices by status
3. Review payments received and outstanding receivables
4. Export data if needed for BI/analysis (Exports module)

Common reports used by finance and sales:

• Invoices by status (unpaid/paid/overdue)
• Outstanding receivables
• Invoice aging
• Revenue by period
• Revenue by customer
• Payment history by customer

### Invoice totals are wrong

• Check item rates and quantities.
• Verify tax settings (VAT rate, included/excluded behavior).
• Check discounts and rounding rules.

### Customer says they didn’t receive the invoice email

• Confirm the contact email address is correct.
• Check email sending configuration and spam/junk folder.
• Re-send from invoice page and confirm status.

### Payment was recorded but invoice still shows unpaid

• Confirm payment was applied to the correct invoice.
• If partial payments are enabled, confirm remaining balance is expected.
• Check if payment mode requires approval steps in your policy.

### Compliance QR / e-invoicing output missing

• Confirm compliance is enabled and scoped correctly (e.g., KSA-only rules).
• Generate a fresh PDF after updating settings.
• Follow the compliance validation checklist (guide 170).