Invoices

The invoices tab shows you all your unpaid invoices, quotes and drafts. Please visit your invoice tab if you'd like to create a new invoice, or edit an existing invoice. You can also view your invoices on the Airpay POS Portal.

The Invoices tab is only visible in Invoicing mode.

Invoice Stages

Invoices have a flow which allows a merchant to run through a standard invoice process.

An invoice can be transitioned through the following stages:

• Draft
• Quote
• Accepted
• Unpaid
• Paid

The flow of stages is described in the diagram below, but most stages can be skipped over. For example, a Draft can move directly to the Unpaid stage if a partial payment is made.

graph LR
  A(Draft) --> |send quote| B(Quote);
  B --> |cancel| A;
  B --> |accept quote| C(Accepted);
  C --> |issue invoice| D(Unpaid);
  D --> |full payment| E(Paid);

The Invoice tab shows how many invoices you have in each of the 5 states. You can filter to just show invoices from that state by selecting the state at the top of the screen. You can also search through invoices by using the search input. You can find any paid invoices on the Paid tab.

Partial Payments

In Retail & Invoicing mode any partial sales will be stored here as unpaid invoices instead of in the paid tab.

New Invoice

To create an invoice simply tap the (+) button at the bottom right of the screen (for Android), or the New Invoice button at the top right of the page (for iOS). New invoices will begin in a draft state.

The invoice view is very similar to the Register. The initial view will display the invoice details (almost identical to the Register basket) which allows you to choose a customer, set an invoice title, add notes, and edit any existing line-items.

Most importantly, you can add new line-items to the invoice by selecting Add Items. This will display the Add Items screen which operates exactly the same as the Register. Please see that section for more information on adding items to your invoice.

Once you've created your invoice, you can choose to leave the invoice in Draft, or you can perform an invoice action as described below.

Invoice Actions

Invoices have several actions that can be performed on them, some actions can only be performed from certain states.

Action	Description
Accept	This accepts a quote and moves it into the Accepted state. Only available in the Quote state.
Share	This allows you to share the invoice in its current state to a customer.
Cancel	This cancels a quote and returns it to the Draft state. It is the only time an invoice can move backwards. Only available in the Quote state.
Void	This effectively invalidates the invoice but will keep a copy for your records. The copy will be stored in the Paid tab. Void is only available if no payments have been made against an invoice.
Delete	This deletes the invoice completely. No record will be kept. Only available in the Draft state.
Quote	This moves the invoice into the Quote state and will send the quote to a customer.
Issue	This moves the invoice into the Unpaid state and will send the invoice to a customer.
Pay	This allows you to make a payment against the invoice. You can either make a full or partial payment. If you make a partial payment the invoice will move to the Unpaid state, otherwise, it will move to the Paid state.