Comprehensive Guide to Creating and Managing Invoices in CRM Leaf

An invoice is a formal billing document sent to a client for goods or services provided. It outlines the amount due, payment terms, and a breakdown of charges. In CRM Leaf, invoices help track payments, manage cash flow, and maintain financial records accurately.

How to Create an Invoice

To create an invoice:
1. Navigate to the Invoices section in the CRM.
2. Click on Create Invoice.

Invoice Details

• Invoice Number:A unique identifier for the invoice (usually auto-generated).
• Invoice Date:The date when the invoice is issued.
• Due Date:The deadline by which the client should make payment.
• Currency:Select the billing currency.
• Exchange Rate:If billing in a foreign currency, provide the exchange rate relative to your base currency.
• Client:Choose the client being invoiced.
• Project:(Optional) Associate the invoice with a specific project.
• Calculate Tax:Toggle this option to automatically calculate applicable taxes.
• Bank Account:Select the bank account where the payment should be made.
• Payment Details:Add any payment instructions or reference information.
• Billing Address:The address for billing purposes.
• Shipping Address:The delivery address for physical items.
• Add Shipping Address:Use this to input or select a shipping address if different from billing.
• Generated By:Indicates the user who created the invoice.
• RFP (Request for Proposal):Attach the relevant RFP, if applicable.

Invoice Line Items

• Item Name
• Description
• Quantity
• Unit Price
• Tax (Choose from GST: 18%, CGST: 18%, VAT: 10%, IGST: 10%, UTGST: 10%)
• Amount

Click Add Item to include additional products or services. You can also upload related files using Choose a File.

Pricing Summary

• Sub Total:Total before discounts and taxes.
• Discount:Apply a fixed or percentage-based discount if applicable.
• Tax:Calculated based on selected tax settings.
• Total:Final payable amount after applying discounts and tax.

Additional Fields

• Note for the Recipient:Add messages or special instructions to the client.
• Terms and Conditions:Include your payment terms, return policies, or legal disclaimers.
• Add File / Choose a File:Attach supporting documents or receipts.

Recurring Invoices

A recurring invoice is an automated invoice sent at regular intervals (e.g., daily, weekly, monthly). Ideal for subscription-based or repeat billing.
How to Add a Recurring Invoice
1. Go to the Recurring Invoices section.
2. Click Create Recurring Invoice.
3. Fill in the following:
Client
Project
Currency
Calculate Tax
Bank Account
Billing Frequency: Set to Daily, Weekly, Monthly, etc.
Start Date: The date from which the first invoice will be created.
Total Count: Number of billing cycles (-1 for infinite).

The system will generate invoices starting from the start date, at the specified interval, for the set number of cycles.
Add line items, taxes, notes, and terms as described above.

 

Create TimeLog Invoice

A TimeLog Invoice is based on recorded hours spent on a project. Ideal for billing clients by time.
Steps to Create TimeLog Invoice
1. Navigate to TimeLog Invoices
2. Click Create TimeLog Invoice.
3. Enter the following:

• Invoice Number – Auto-generated unique ID.
• Invoice Date / Due Date – Issue and payment deadline.
• Currency / Exchange Rate – Billing currency and conversion rate.
• Client / Project – Select client and optional project.
• Billing Address / Shipping Address – Client’s invoice and delivery details.
• Calculate Tax – Auto-calculate tax.
• Bank Account / Payment Details – Where payments are received and instructions.
• Generated By – User who created the invoice.
• RFP – Attach if related to a proposal.
  Then, add time-based line items with descriptions, quantity (hours), unit rate, tax, and amount. Attach notes and terms as needed.

Export Invoice

Click the Export Invoice button to generate an Excel file (.xlsx) containing all invoice details. This is useful for offline record-keeping, client communication, or financial reporting.

Invoice Lifecycle in CRM Leaf
Each invoice progresses through defined stages:
1. Draft – The invoice is created but not sent.
2. Sent – The invoice is shared with the client.
3. Unpaid – Awaiting payment from the client.
4. Overdue– Payment is past due.
5. Partially Paid– Some payment has been received.
6. Paid – Invoice is fully paid and closed.