Invoices

Invoices (/app/invoices) lists every bill your business has raised — from POS, from a converted quotation or from a sales order — and is where you collect what is still owed, send bills to customers and start returns.

Everyone can view invoices. Issuing, recording payments, editing drafts and returns need the Manager role or above.

Where invoices come from#

A DRAFT is not a bill yet: it has not deducted stock, is not on the customer's ledger, cannot be paid, dispatched or returned, and shows DRAFT — not issued instead of a payment status.

The list#

• Search by invoice number or customer name.
• Filter by payment status: Paid, Partially paid, Unpaid (or all).
• Choose 10 / 25 / 50 rows per page; use ← Prev / Next → to page.

Actions on an invoice#

Issue a draft invoice#

A walk-in draft must be collected in full: A walk-in sale cannot go on credit — collect the full amount. Issuing fails with Insufficient stock for … if an item has since sold out.

Record a payment#

For an issued invoice with money still due, click Record payment, enter the amount (up to what is due), method and reference, and confirm. You see ₹amount recorded against INV-…; the payment status updates to Partially paid or Paid.

To take one payment against several invoices at once — for example a customer clearing their whole khata — record it on the customer instead. See Payments & credit.

Edit a draft#

Only drafts can be edited. ⋯ → Edit invoice lets you change each line's description, quantity and rate (incl. GST), remove lines, and set the Bill discount ₹, Due date and Notes (up to 500 characters). An invoice needs at least one line.

Dispatch to the customer#

Dispatch sends three messages in parallel and reports each result, for example Dispatched INV-… — WhatsApp: sent, SMS: sent, Email: skipped:

Walk-in invoices have no contact to send to, so the button is hidden (Walk-in invoices have no dispatch contact). Delivery problems are covered in WhatsApp delivery.

Collect online with a Razorpay link#

1. ⋯ → Razorpay pay link creates a link for the amount still due. The link is copied to your clipboard and, when the invoice has a customer, sent to them by WhatsApp and SMS: Payment link created (copied): https://… · shared with +91….
2. When the customer says they have paid, click ⋯ → Check payment. If Razorpay confirms it, the payment is recorded automatically: Payment received! 1 payment recorded — invoice is now PAID. Otherwise you see Not paid yet — link status: ….

Use Check payment to pull in link payments. Links need your own Razorpay keys — see Razorpay (customer payments).

Invoice status lifecycle#

Besides the payment status, each invoice carries a lifecycle status that reports and automations use. You do not set it by hand on the Invoices screen — it changes as you issue, collect and return:

Paid and cancelled invoices are final. Invoices are never permanently deleted; see Soft delete & Recycle bin.

Credit notes#

A credit note reduces what a customer owes on an invoice. Kapda Stock issues one automatically for every sale return, numbered with a CN- prefix (for example CN-INV-2026-0003), and credits the customer's ledger when the invoice has a customer. A credit note can never exceed the invoice total.

Proforma invoices#

A proforma is an estimate that looks like an invoice. It cannot be issued (A proforma invoice cannot be issued — convert the quotation properly), paid (A proforma invoice is not payable) or e-invoiced, and it does not count towards reports, GST or your plan's invoice limit.

Error messages#

Related#

• Payments & credit (udhaar)
• Sales returns
• Printing & PDF
• E-invoice (IRN)