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 in the left navigation. The Invoices screen shows all invoices grouped by status: Draft, Sent, Overdue, and Paid.

The Invoices screen. Use the status tabs to find invoices quickly.

Create a new invoice

1. Click New Invoice in the top-right corner.

2. Select the customer

   In the Customer field, start typing the customer’s name and select from the dropdown. Customers are contacts stored in the client’s Books. If this is a new customer, click + Add new customer to create a 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 due date

   The default payment terms are Net 30 (due 30 days from invoice date). Common options in the dropdown include:

   • Due on receipt
   • Net 15
   • Net 30
   • Net 60
   • Custom date

   You can change the default payment terms for all new invoices under Books > Settings > Invoice Defaults.

5. Enter a PO number (optional)

   If the customer requires a purchase order number to be shown on the invoice, enter it here. It appears prominently on the printed invoice.

Add line items

1. Click Add Line Item to add the first row.

2. Select or type an item

   In the Item column, you can select from a saved product or service (set up under Books > Products & Services) or type a one-time description directly. Saved items auto-populate the description, rate, and default tax code.

3. Enter the description

   Add a clear description of the product or service delivered. This is what the customer sees on the invoice.

4. Enter quantity and rate

   Enter the number of units (Qty) and the price per unit (Rate). Kuberan calculates the line total automatically.

5. Select the tax code

   Choose the appropriate GST/HST tax code for this line item:

   • Taxable supplies: select GST 5%, HST 13%, HST 15%, etc. depending on the client’s province of supply
   • Zero-rated supplies: select Zero-rated (0%)
   • Exempt supplies: select Exempt

   Kuberan shows the tax amount for each line and the running total below the line items table.

   

   Each line item can have its own tax code — important for businesses that sell a mix of taxable and exempt supplies.

6. Repeat for additional line items

   Click Add Line Item 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, sending the invoice also reduces that item’s quantity on hand and posts a Cost of Goods Sold entry automatically (on accrual-basis books). You do not record COGS yourself. If stock would go negative the invoice is blocked until the item is restocked. See Inventory accounting for the full rules.

Add a discount (optional)

If you want to apply a discount to the invoice, click Add Discount below the line items. You can apply:

• A percentage discount on the subtotal (e.g., 10%)
• A fixed dollar amount discount (e.g., $50.00)

The discount appears as a separate line on the invoice and reduces the subtotal before GST/HST is calculated.

Add a note or payment instructions (optional)

The Notes field at the bottom of the invoice is shown to the customer. Use it for:

• Payment instructions (bank account details for EFT, e-Transfer email address)
• A thank-you message
• Reference to the engagement or contract number

Save as draft

Click Save as Draft if you want to review the invoice before sending it. Draft invoices do not appear in accounts receivable or affect the P&L — they are not posted to the ledger until you send or approve them.

To review and edit a draft, go to Invoices > Draft, click the invoice, make changes, and click Save.

Send the invoice by email

When the invoice is ready to go out:

1. Click Send Invoice (or open a draft and click Review & Send).

2. The email compose screen pre-populates the recipient email from the customer’s contact record, a subject line, and a standard message body. You can edit any of these fields.

3. Toggle Attach PDF on to include the invoice as a PDF attachment. The PDF is branded with the client’s business name and logo (configured under Books > Settings > Invoice Branding).

4. Click Send. The invoice status changes from Draft to Sent and Kuberan posts it to accounts receivable.

Invoice reminders

Kuberan can send automatic payment reminders to customers with overdue invoices. Turn this on under Books > Settings > Invoice Reminders and set the schedule (e.g., 3 days before due, 1 day after due, 7 days after due).

Client online payment via Stripe

If the client has Stripe connected to their Books account, a Pay Now button appears on the invoice in the client portal and in the email. Customers can pay by credit card or bank transfer without calling or mailing a cheque.

To connect Stripe, go to Books > Settings > Payments and click Connect Stripe. The client will need a Stripe account (free to create). Once connected, all paid invoices are automatically matched to their corresponding bank deposit when it lands in the bank feed.

Record a payment against an invoice

If the customer pays by EFT or cheque (not via Stripe), record the payment manually:

1. Open the invoice from the Sent or Overdue list.
2. Click Record Payment.
3. Enter the payment date, amount, and the bank account the payment was deposited into.
4. Click Save. The invoice status changes to Paid and Kuberan matches the payment to the bank transaction if one is present.

What to do next

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