Invoicing

Customers

Go to Invoicing → Customers to manage your customer list. Each customer has a name, optional email, optional billing address, and a Payment Terms preset (Due on Receipt, Net 7/15/30/60, or Custom) that auto-suggests the due date when you create an invoice for them. Click Add Customer to create one. Customers are selected when creating invoices and estimates.

Open a customer to find a Portal Contacts section, where you can add other people who should be able to sign in to that customer's portal — an accounts-payable clerk and a project manager, for instance. Each contact signs in with their own email address and sees the same full set of that customer's invoices, so a second contact no longer needs a duplicate customer record of their own.

Products & Services

Go to Settings → Products & Services to define items that appear as line items on invoices and estimates. Each product has a name, optional description, unit price, and the revenue account it should post to when invoiced. Using products speeds up invoice creation and keeps revenue posted to the correct account consistently.

Estimates

An estimate is a non-binding quote sent to a customer before work is agreed. To create one:

1. Go to Invoicing → Estimates and click New Estimate.
2. Select the customer, set an issue date and optional expiry date.
3. Add line items — choose a product or enter a description, quantity, and unit price.
4. Click Save as Draft to keep editing, or Send to mark it as sent.

From the estimate detail, once its status is Accepted you can Convert to Invoice to carry all line items over into a new invoice without retyping — the option isn't shown while an estimate is still Draft or Sent.

Invoices

To create an invoice:

1. Go to Invoicing → Invoices and click New Invoice.
2. Select the customer, set the invoice date and due date.
3. Add line items. Each line needs a description, quantity, and unit price. Optionally link a product.
4. Add a tax rate if applicable (entered as a percentage; the system calculates the tax amount).
5. Click Create Invoice. The invoice starts as a draft — no journal entry is posted yet, and you can keep editing it.

Invoice statuses:

• Draft — not yet approved; can be edited freely.
• Approved — click Approve when the invoice is ready. This posts a journal entry — Debit Accounts Receivable, Credit Revenue — recognizing the revenue immediately, and assigns the invoice its number. The amount now appears in outstanding receivables even though the customer hasn't been notified yet.
• Sent — click Mark as Sent once the invoice has actually gone out to the customer. This is a notification-tracking step; it doesn't post any additional accounting entry.
• Paid — reached once payments recorded against the invoice cover its full total (see below).
• Void — cancelled; excluded from all reports.

To record a payment, open an approved or sent invoice and click Record Payment. Enter the amount, the bank account it was received into, the payment date, and an optional method/reference. RSA posts Debit Cash, Credit Accounts Receivable for that amount. Invoices support multiple partial payments — each shows a running "Paid $X of $Y", and the invoice moves to Paid only once fully covered.

The Invoices list supports sorting — click any column header (Number, Status, Customer, Amount, Due) to sort by it.

Recurring invoices

Go to Invoicing → Recurring Invoices to set up invoices that generate automatically on a schedule (weekly, monthly, quarterly, or annually). Each recurring template stores the customer, line items, and frequency. On the scheduled date, RSA creates a new draft invoice — review and send it manually, or configure it to send automatically.