Before you start
Prerequisites and permissions
Have ready
- A Customer and accurate billing information.
- Invoice management and financial visibility.
Access rules
- Financial visibility and Payment actions require explicit capabilities.
Where to find it
Navigation map
- Invoices
- Invoices
- Finance overview
- Finance → Financial Overview
- Customer Invoices
- Customer Portal → Invoices
Walkthrough
Step by step
- 01
Choose GST entry and units
The Owner can set Enter invoice prices including GST in Settings → Company → Business details for documents when GST-registered. Each new invoice defaults to that choice. Quote-prefilled invoices start excluding GST. Prices include GST reinterprets unit prices without converting them; review the totals. Add an optional unit such as hr, m² or each (up to 16 characters). Issued documents keep the mode and units.
- 02
Reuse lines and add discounts
Add from service catalogue starts a line at the catalogue’s excluding-GST price, converted for an inclusive invoice. Staff who can edit website content can use Save to catalogue on an ordinary line; the catalogue stores the excluding-GST price. Add discount accepts a positive fixed amount or a percentage of the non-discount subtotal. Percentages become fixed amounts when added. Discount lines reduce both subtotal and GST; totals cannot become negative.
- 03
Create deposit or progress invoices
On an accepted Quote or its Job, choose Create deposit invoice. Review Invoice total for this quote: deposits and the final invoice use per-line invoice rounding, which can differ by a cent from the Quote total. Enter a percentage of that invoice total (30% initially) or a fixed amount including GST. The Draft uses the same Customer, Job and Site. GST is allocated from the remaining invoice amounts across non-void deposits so a fully credited final invoice reaches exactly zero. Deposit line amounts and relationships remain fixed; edit dates, notes and terms before issuing. Record payments only when received.
- 04
Prepare the final invoice
Choose Create final invoice from the Quote or Job. The excluding-GST quote lines include a Less deposit line for each earlier non-void deposit for that quote that has not already been credited. These credit amounts preserve the deposit subtotal and GST. They can be removed but cannot be edited. Draft final invoices reserve their deposits, so another non-void invoice cannot use the same credit. A credited deposit cannot be voided until its credit is removed from the Draft final invoice or that issued final invoice is voided.
- 05
Create the Invoice
Choose the Customer or linked Job and add accurate line items, tax treatment, terms, and due date.
- 06
Review totals and issue
Confirm calculated totals before creating the saved, read-only issued document. When the active customer has a valid email address, Email the secure invoice link is checked by default in the Issue dialog. Clear it to issue without emailing. Issuing succeeds independently of email delivery; check both results.
- 07
Publish to the customer
Use Email secure Invoice link if you did not email when issuing, or share through the Customer Portal. The PDF remains the frozen issued document. Overdue reminders include a secure invoice link when one can be prepared safely, with View and pay invoice when online card payment is available; otherwise they offer View invoice or retain the reminder without a link.
- 08
Record Payment evidence
Add each full or partial Payment with amount, method, and date. The balance reflects applied payments, manual corrections, and completed provider refunds.
- 09
Review live balance separately
The Portal can show current balance and limited payment history even though the original PDF does not change. ISO-currency amounts use grouped two-decimal presentation without changing the underlying exact evidence.
- 10
Check completed refunds
Refund invoice payments in the business's Stripe Dashboard. Once verified refund notifications are received, completed refunds appear in invoice payment history and the customer invoice page or Portal. A completed full or partial refund increases the outstanding balance; pending, failed, or cancelled refunds do not. Nenvik does not start refunds itself. If an older local refund request is still listed for the payment, cancel it before refunding in Stripe so it does not reserve the refundable amount.
Troubleshooting
If something does not look right
A deposit credit is unavailable when saving.
Reload and check whether another non-void invoice already credits that deposit, the deposit was voided or the Customer, Quote or currency changed. Remove the unavailable line and review the totals.
I need to change the Customer or linked Job on a Draft with deposit credits.
Remove the deposit credit lines first. A standard Draft can then clear its old Quote when you remove its Job or change Customer, or use the Quote belonging to the newly selected Job. Deposit invoices keep their original relationships.
Save to catalogue is missing.
Check your permission to edit website content and your plan’s website access. Discounts and deposit credits cannot be saved to the catalogue.
A Stripe refund has not appeared on the invoice.
Check the refund status in Stripe. Pending refunds do not change the balance. If an older local refund request is still listed for that payment, cancel it and wait for notification retry. If retries have ended or a completed refund is still missing, contact support to check or resend the connected-account refund notification. Disputes and chargebacks are not reflected by this refund workflow.
The PDF and live balance differ.
This can be correct. The PDF is the frozen issued document; the page balance reflects later Payment evidence.
Online payment is unavailable.
Check Invoice eligibility and controlled provider readiness. Record an offline Payment only when the business has genuine evidence.
Keep going