Invoices

Invoices track what a customer owes, what has been paid, and which commercial records produced the charge. They are customer records; Billing is the separate Configuration page for the organization’s Workstation subscription.

Invoices are also created for you by Appointment Checkout, the Point of Sale, and Subscriptions, and you can create one from an Order or a Price Offer.

Create an invoice

Open Commerce → Invoices and click New Invoice.
Pick the customer in the Contact card. The contact’s Account is linked automatically.
Click Add product or Add custom item, then set the unit price and quantity on each line.
Use Add discount for a percentage or fixed discount. Estimated tax is calculated from each product’s tax rate, and tax-exempt customers are not charged tax.
Optionally turn on Payment plan to split the invoice into installments (see below).
In Invoice settings, set the currency, billing cycle, owner, issue date, and due date. Add notes and payment terms if needed.
Click Create invoice to issue it, or Save draft to finish it later.

The invoice number is assigned automatically from your numbering settings. The fields on the create form follow the layout your admins set in Objects.

Status and amounts

The stored statuses are Draft, Open, Paid, and Voided. An open invoice is also shown as Overdue after its due date, or Partially Paid once some money has been received.

Invoice totals can include subtotal, discount, tax, tip, total, amount paid, and amount due.

Payment plans

A payment plan splits one invoice into a down payment and a series of installments. The invoice stays a single document; only the schedule changes.

To add a plan, turn on Payment plan when creating the invoice, or open the invoice’s Payment tab and click Set up payment plan. Then set:

Down payment, as an amount or a percent of the total, and its due date (Down payment due);
Number of installments;
Frequency: Weekly, Every two weeks, Monthly, or Every three months;
First installment due.

The Payment schedule table shows each installment with its due date, amount, amount paid, and status (Upcoming, Due soon, Overdue, Partially Paid, or Paid). Click Record on a row to pay that installment.

Payments are always applied to the earliest unpaid installment first. If you Edit plan after money has been received, the payments are re-applied to the new schedule, oldest first. Remove plan deletes the schedule but keeps the recorded payments, and the full balance becomes due on the invoice’s due date.

Add the Payment schedule block to an invoice print template to print the plan on the PDF.

Record a payment

Open the Payment tab and click Record payment. Enter the amount, payment date, payment method, an optional reference number, and notes. Workstation recalculates the amount due and marks the invoice paid when the balance reaches zero. Users with permission can delete an incorrect payment with Delete Payment and record it again.

The available payment methods come from Settings → Finance → Payment Methods. When your workspace has Client Loyalty, Gift card (enter the card code) and Store credit (for invoices with a customer) also appear. Credit notes can refund to store credit, but not onto a gift card. See Gift Cards.

Every payment also appears in Payments.

When Accounting is enabled, opening an invoice and recording or removing payments also create balanced journal entries. The invoice’s Accounting card lists those entries and links to each one; it says Not posted to the ledger when nothing has posted. The same invoices appear in Accounting → Invoices. See Accounting sales and Accounting payments.

Invoice record and actions

The record has Details, Payment, Comments, and Timeline tabs. Depending on status, settings, and permissions, the header can show:

Action	When it appears
Preview / Download PDF	Always. The PDF is generated in the background and appears in the downloads center.
Edit	Drafts, or open invoices with no payments when Allow invoice editing is on.
Open invoice	Drafts. Issues the invoice.
Delete	Drafts, or invoices with no payments when Allow invoice deletion is on.
Record payment	Open invoices with an amount due. Credit notes show Record refund.
Create return	Issued invoices with quantities left to return.
Void Invoice	Issued invoices. Voided invoices cannot be edited or receive payments.
Submit to ZATCA / Retry ZATCA	When ZATCA is connected and the invoice has not been accepted yet.

Returns

Create return opens a dialog listing each line with its original, returned, and remaining quantity. Enter the quantities to return and a Return Reason. Workstation creates a credit note linked to the original invoice. When ZATCA is connected, the credit note is queued for ZATCA automatically.

Print templates and the invoice PDF

The invoice PDF uses a print template from Settings → Templates & Automation → Print Templates. The default template is used unless you pick another one in the Print Template card on the invoice.

Edit one invoice’s document

Sometimes one customer needs different wording on their invoice. Under the Print Template card, click Customize for this invoice to open the document editor. Changes there apply to this invoice only; the template stays the same. A Customized badge shows the invoice has its own wording, and you can reset it to the template at any time.

Blocks that are locked in the template cannot be changed. Changing the wording does not change the invoice’s amounts or ZATCA data, so it stays available after the invoice is issued. This needs the Edit document permission (invoices.edit_document).

ZATCA e-invoicing

Saudi businesses can report invoices to ZATCA (FATOORA) through the ZATCA app in Marketplace. Connecting it asks for a FATOORA OTP, the environment (simulation or production), the invoice profile, and the organization’s tax details such as Tax Number, CRN number, and address.

Once ZATCA is connected:

New open invoices use SAR, and a customer Contact is required.
With Report invoices automatically on (the default), every issued invoice, including appointment checkouts, is sent to ZATCA as soon as it is opened. When it is off, use Submit to ZATCA on each invoice.
Simplified invoices are reported. Standard invoices are sent for clearance and need the buyer’s Saudi VAT number and address.
The ZATCA card on the invoice shows the environment, counter, submission status, and the ZATCA QR code. The QR code can also be printed on the PDF.
Voiding is disabled. Use Create return to issue a credit note instead.
Editing open invoices, deleting issued invoices, and changing invoice numbering are locked to protect the e-invoice chain.

Rejected submissions are listed in the ZATCA app’s logs with ZATCA’s response. Fix the problem, then use Retry ZATCA on the invoice.

Invoice settings

Admins manage numbering and edit rules in Settings → Finance → Invoice Settings:

Next invoice number, Edit prefix, and Update starting point for invoice numbers.
Allow invoice editing: open invoices can be edited until a payment is recorded.
Allow invoice deletion: invoices can be deleted unless a payment is recorded. Deletion cannot be undone.

Find and manage invoices

Use the All invoices, My invoices, Open, and Unpaid tabs, or save a table view with your own filters and columns. Clicking a row opens the invoice in a side panel. With the required permissions, bulk actions can edit, assign, create tasks for, or delete invoices. Export is available for offline review.

Reports

The Reports tab next to Records summarizes invoices without leaving the module. Start from a template such as Invoice overview, By account, By owner, or Outstanding invoices, then change filters, grouping, measures (total invoiced, collected, outstanding, and more), and the chart. Save the result as a report, or export it. Create report from view turns the list’s current filters into a report. Reports need the reports.view permission.

Permissions

Permission	Allows
`invoices.view`	See invoices and payments
`invoices.create`	Create invoices
`invoices.update`	Edit invoices, record payments, and manage payment plans
`invoices.delete`	Delete invoices
`invoices.edit_document`	Customize one invoice’s printed document