How do I create and send an invoice in Kontuly?
In Kontuly, click Invoices in the sidebar, then New invoice, choose the customer, add the lines, and click Approve & email. Approving records the sale and its GST in your books; until then the invoice is a draft and changes nothing.
- Click New invoice. You need the customer in Contacts first.
- Choose the Customer. Check the Issue date (today) and Due date (the issue date plus your payment terms).
- Add the lines. For each one, a Description, the income Account (for example Services Income), Qty, Unit price before GST, and the Tax rate, such as GST 10% or GST Free. If you've set up items, pick one to fill the line in.
- Check the Notes. They start with your default invoice notes and are printed at the bottom.
- Click Preview. It shows the invoice exactly as the customer will see it, marked DRAFT.
- Click Approve & email, or Save draft to finish later.
You'll see Invoice sent with the address it went to. The PDF is titled Tax Invoice if your business is registered for GST.
What does approving record?
One entry, dated on the issue date: the total (including GST) is added to Accounts Receivable, which is what customers owe you; each line's amount before GST is recorded as income; and the GST goes to GST Payable, the GST you'll pay to the ATO. A $1,000 job plus $100 GST records $1,100 owed, $1,000 of income and $100 of GST.
Can I approve without emailing?
Yes. In the Invoices list, the paper-plane icon is Approve: it records the invoice but sends nothing, handy when you'll hand over a printed copy. Use Email invoice or Save PDF later.
What if it says "Approved, but email failed"?
The invoice is approved; only the email failed, usually because email isn't set up or the customer has no email address. Fix that and click Email invoice. Don't create the invoice again. See Why won't my invoices send?
Can I change an invoice after approving it?
No. Check it with Preview first. Afterwards, void it or raise a credit note.
How do I give a discount?
Add a line with a negative unit price, for example Discount at -50. The invoice total must still be more than zero.
Related questions
- How do I record a customer payment in Kontuly?Mark a Kontuly invoice as paid by matching the deposit in Banking or recording the payment by hand, including part payments and undoing a mistake.
- How do I set up email in Kontuly to send invoices?Connect Kontuly to your own email account with SMTP so it can email invoices, quotes, statements and reminders. Settings for Gmail, Outlook and other providers.
- How do I void or cancel an invoice in Kontuly?Void an invoice in Kontuly when it should never have been issued, or raise a credit note when the customer is owed some of it back. When each one fits.
- How do I add my logo, ABN and payment details in Kontuly?Set the legal name, ABN, logo, invoice colour and How to pay details Kontuly prints on your invoices and statements, in Settings, then Save changes.
More about quotes, invoices and customers
- How do I add a customer or supplier in Kontuly?Add customers and suppliers to Kontuly's Contacts list, choose whether each is a customer, supplier or both, and archive the ones you no longer use.
- How do I give a customer a credit note in Kontuly?Raise a customer credit note from an invoice in Kontuly to refund or reduce what a customer owes, then apply the credit to an invoice or pay it back.
- How do I send a customer statement in Kontuly?Create a customer statement in Kontuly showing invoices, payments and what's still owing, with ageing, then preview it, save the PDF or email it.
- How do overdue invoice reminders work in Kontuly?Kontuly emails customers when an invoice is overdue, at 7, 14 and 21 days to start with. Change the timing and wording, or turn reminders off.
- Can I change invoice numbers in Kontuly?Kontuly numbers invoices INV-0001, INV-0002 and so on, never reusing a number. How numbering works, and why drafts and voided invoices keep theirs.