Invoices

Create a sale or purchase

1. Open Invoices and press + (New sale or purchase).
2. Choose Sale or Purchase at the top.
3. On a sale, Sold by is your staff member and Purchased by is the customer. On a purchase, Sold by is the supplier.
4. Search for the contact, or type a new name and pick Create "name". Documents and payment links go to the Email beside it.
5. Set the Issued date and Due date. To ask for a deposit, enter it in Deposit, as $ or %.
6. Press Add line item for each item and enter the price, Qty, tax code and description. Type in the description to pick an Inventory item, or pick Add "..." to inventory to save a new one.
7. Press Create Sale or Create Purchase.

Hover over Balance to see the subtotal, GST, deposit, total and amount paid.

Create a purchase from a bill or receipt

1. Drag the PDF or photo onto Invoices, or onto a new sale or purchase form. The purchase is saved with the file attached.
2. Press Analyse. centralAgent reads the file, fills in the purchase and allocates a matching bank transaction. Approve the update when it asks.
3. Check the purchase once the form refreshes.

Dropping a file while Invoices shows Quotes or Sales without Purchases creates a sale.

Quote, deposit, invoice, receipt

The Status column shows Quote while Stage is Quote and nothing is paid, then Unpaid, a share such as 50% Paid, or Paid. Unpaid purchases show Purchase.

1. Quote: save the sale. New sales start at Stage Quote.
2. Deposit: set Deposit, then create a document from the Deposit template or send a payment link.
3. Invoice: create a document from the Invoice or Invoice with Totals template. This sets Stage to Invoice.
4. Receipt: once it's paid, create a document from the Receipt template.

To send a quote as a PDF, create the document, then set Stage back to Quote and press Update Sale. To bill without a document, set Stage to Invoice. Once a payment arrives, Stage stays Invoice. On the phone, Stage is below Dates.

Create and send a document

1. Open the saved sale and press Create document.
2. In Select template, pick one from Sales templates. To swap later, press ... > Change template....
3. Press Save / Export > Save to Files, or Save to Files and email... to also open an email with the PDF attached.
4. The document is listed at the bottom of the sale, with Email and Download on hover. Emailing from the sale goes to its Email and copies in attached contacts and staff.

On the phone:

1. Open the sale and press Document... > Select Template..., then pick one from Sales templates.
2. If the toolbar shows Missing in red, tap it, fill in the red fields and press Done.
3. Press Document... > Save to Files, or Save and Email.

Get paid online

Connect Stripe first in Settings > Connections.

1. Open the saved sale and press Stripe.
2. Under Cards, tick the brands you accept, and tick Direct debit to accept bank debits.
3. Press Copy payment link and send it. The Payment Request template includes it.

One link asks for the unpaid deposit first, then whatever is still owed, so it covers part payments.

Payments show at the top of the sale as Paid, or Payment in progress while a direct debit clears. Each shows Awaiting bank settlement until Stripe's payout is matched on Transactions (see Money), then Settled to bank. Bank transfers show once you match the bank transaction to the sale on Transactions.

Payments

Payments lists every Stripe payment with the customer, amount, fee, status and invoice number. Unreconciled shows ones not yet matched to a bank deposit. Click one to open its sale.

Subscriptions

Subscriptions charge a client on a schedule by card or direct debit, through Stripe.

1. On Subscriptions, press Subscriptions > New plan. Enter a Name, Description and Price, choose how often it's Billed, and press Create Plan.
2. Press Subscriptions > New subscription. Press Choose client, pick the Plan and check the Billing email.
3. Charge the first period now takes the first payment once the client's details are set up. Turned off, the first debit comes after one billing period.
4. Press Subscribe, then Stripe > Email setup link so the client can save their card or bank details.

A subscription has Charge now, Plan (changing it restarts the billing period today) and Cancel at period end, which Keep subscription undoes.

Things to know

• exc. GST adds 10% GST on top of the price, and inc. GST means the price already includes it. Without GST registered in Settings > Business Details, the GST options are hidden and lines use BAS Excluded.
• Qty takes whole numbers only.
• Create document and Stripe appear once the sale is saved. Payment links are for sales with a customer and an Email.
• A sale with a payment can't be moved to the bin or deleted. A failed Stripe payment doesn't count.
• Once a sale's payment is in a BAS snapshot, only its shortcuts and documents can change.
• Subscription payments don't create a sale or show in Payments. The client is emailed a receipt after each debit, and a notice if one fails.
• A failed debit, or a client who never sets up direct debit, is retried every two days, turns Overdue after four tries and Cancelled after 20 days.
• Retiring a plan keeps its subscribers on it, but it can't be chosen any more.