Create and Send Client Invoices

Invoices in Kuberan Books record accounts receivable for a client’s business — money that the client has earned but not yet received. This is separate from invoices you create for your own firm’s services (those live in Practice Management). This guide covers invoices issued by your client to their own customers.

Navigate to Invoices

Inside the client’s Books, click Invoices. The screen has three view tabs — List, Overdue, and Recurring — and an All Statuses dropdown you can use to filter by status (Draft, Pending, Sent, Viewed, Partial, Paid, Overdue, Void, Written Off).

The Invoices screen. Switch views with the tabs and filter by status with the dropdown.

Create a new invoice

1. Click New Invoice in the top-right corner. The panel title shows the next invoice number.

2. Select the customer

   In the Customer field, start typing the customer’s name and select from the dropdown. If this is a new customer, click Add New Customer in the dropdown to create the contact inline without leaving the invoice.

3. Set the invoice date

   This defaults to today’s date. Change it if you are back-dating an invoice to the date the service was delivered.

4. Set the payment terms

   Choose from the Payment Terms dropdown: Due on Receipt, Net 15, Net 30, Net 45, Net 60, or Custom. Choosing Custom reveals a days field. Kuberan computes the Due Date automatically from the invoice date and terms (Net 30 is the default when nothing is set).

Add line items

The line items table has these columns: Product/Service, Category, Description, Qty, Price, Tax, and Amount.

1. Click Add Line to add a row.

2. Select a Product/Service (optional)

   In the Product/Service column, search your saved products and services (set up under Products & Services). Selecting a saved item populates the price and its taxable setting. You can also skip this and type a one-time description instead.

3. Set the Category

   Choose the income/revenue account this line posts to. A bulk Account selector at the top of the table can stamp the same category across all lines.

4. Enter the description, quantity, and price

   Add a clear description, the number of units (Qty), and the price per unit (Price). Kuberan calculates the line amount automatically.

5. Mark the line taxable

   Tick the Tax checkbox on lines that carry GST/HST. Kuberan applies the client’s default sales-tax rate (resolved from the client’s Tax Center profile, defaulting to Ontario HST 13% if none is set) and shows the tax total below the table. There is no per-line tax-code dropdown — tax is a taxable-yes/no choice at the client’s default rate.

   

   Each line has a taxable checkbox; the tax rate comes from the client's tax profile.

6. Repeat for additional line items

   Click Add Line again to add another row. There is no limit on the number of line items.

Selling an inventory item

If a line item is a product with inventory tracking turned on, finalising the invoice reduces that item’s quantity on hand and posts a Cost of Goods Sold entry automatically — on accrual-basis books only (cash-basis clients skip the COGS posting). You do not record COGS yourself. If stock would go negative the invoice is blocked until the item is restocked via an inventory adjustment. See Inventory accounting for the full rules.

Add a note (optional)

The Notes (shown on invoice) field at the bottom is shown to the customer. Use it for a thank-you message, payment instructions, or a reference to the engagement or contract number.

Save as draft

Click Save as Draft to hold the invoice for review. Draft invoices are not posted to the ledger, do not appear in accounts receivable, and cannot be sent until they are finalised. To finalise, open the draft and click Create Invoice (which assigns the invoice number and moves it to Pending).

Send the invoice by email

When the invoice is ready to go out:

1. Open the invoice and click Send Invoice (draft invoices must be finalised first).

2. The Send Invoice window pre-populates the recipient, subject, and a message body from your invoice template. You can edit the To, CC, BCC, subject, and body, all of which support template variables like the invoice number and amount.

3. Leave Attach PDF on to include the invoice PDF. The PDF is branded with the client’s business name and details.

4. Click Send. The invoice status changes to Sent. When the customer opens the emailed link, the status advances to Viewed.

Client online payment via Stripe or Interac

If the client has completed Stripe Connect onboarding and enabled Stripe, the emailed invoice includes a secure payment page with a Pay button so customers can pay by card. An Interac e-Transfer option can also be shown. If neither is enabled, the payment page explains that online payment is unavailable.

To set this up, complete Stripe Connect onboarding from the client’s Books payment settings. The client needs a Stripe account (free to create).

Record a payment against an invoice

If the customer pays by EFT, cheque, or another method, record the payment manually:

1. From the invoice’s row action menu (any non-draft, non-void invoice with a balance), click Record Payment.
2. Enter the payment date, amount, method (cash, cheque, EFT, credit card, and others), and the bank account the payment was deposited into.
3. Save. The invoice status moves to Partial or Paid depending on the amount. Recording a payment against a draft finalises it automatically.

What to do next

• Manage bills — record vendor invoices and accounts payable
• Run financial reports — see how invoices affect the Income Statement and Balance Sheet
• Month-end close — review AR aging as part of the close process