Home > Invoices

To create and manage invoices that you send to your clients in TrulySmall Accounting, click on Invoices in the menu.

At the top of the screen, summary information on your business's receivables is displayed. This mini-report includes the total amount you've invoiced for the fiscal year, the average time it takes those invoices to be paid, the total for all outstanding invoices, and the total that is past due.

To create a new invoice, click on the + New button above the invoice list. This will open the Invoice Editor. When creating a new invoice, the following fields are available to edit:

The Invoice and Due dates default to the date you create the invoice in TrulySmall Accounting. Click on the field to change it. In both cases, you can select a day from the calendar. For Due date you can choose to select from the list of standard terms, which will set that date dynamically for you.

If you have more than one item to add to your invoice, click on the the + Add another invoice item link to enter a new item.

If your business is registered to charge sales tax, the taxes for each item will be calculated for you based on the chosen sales taxes. If your business is not registered to charge sales tax, the Tax column will not appear in the items list.

If you have attachments you want to associate with the invoice, you can click on the 3-Dot Menu above the Total in the right pane, or click the Attach link to the right of the "About this invoice" field at the bottom. The two options allow you to choose a file either from your device or from one that has already been uploaded through your Smart Inbox and is now in your Gallery.

Note: Attachment files such as pdf, jpg or png can be included on emails if the total file size is under 10MB. Any emails with attachments exceeding this limit will be rejected.

The Save button has multiple options. Click on the dropdown icon to the right to choose an option other than the default.

The preview of the invoice you will send appears on the right. If your logo has been added to your Business Details page, it will appear above your sender information. The "Issued by:" details, including the billing contact name and address, will come from the Invoicing and Payments page, if you have set them up.

Any information you added to the "About this invoice" field will appear in a Memo at the bottom of the itemized invoice.

The distribution details pane on the left contains several fields:

Note: The option to accept payment by credit card is only available on invoices that are issued in the home currency of your business (CAD or USD). If you create an invoice in a different currency, you will not have the option to accept payment by credit card on that invoice.

Related articles: Settings: Business Details , Settings: Invoicing and Payments, Emailed Invoices and Online Payments

If payments have been received, they will appear below the memo. You can also use the Preview & Send option to send confirmation that the invoice is paid in full. In this case, the Include payment link checkbox will not appear regardless of whether online payments have been setup.

Click on the Send Email button when you are ready.

Pro tip: Provide a list of all transactions for the customer by generating an Activity statement for them.

Related article: Client Statements

For payments that have been deposited to a connected bank account, TrulySmall Accounting recommends not entering the payment manually. Instead, wait for the payment to be received through the bank feed, and it will be matched to the invoice automatically.

Click on the green Payment Match Found icon, to open the payment match window.

You will have a chance to review the details of the matched payment to confirm it should be associated with your invoice.

If you are not anticipating an exact deposit for balances due on your invoice, click the Payments button to enter a payment manually.

For manually entered payments, the funds can be categorized as coming from an Undeposited Funds or a Cash account. Just be sure to categorize any corresponding deposits that will be used to pay that invoice as transfers to your Undeposited Funds or Cash account when they are received, so they match.

Multiple payments can be associated with an Invoice. When each payment is made, TrulySmall Accounting indicates the updated balance in the upper right of the Invoice Payments window.

Incorrect payments can be removed from the Invoice Payments by clicking the delete icon to the right of the relevant payment in the Payment History list at the bottom of the window. Manually entered payments will be deleted. But matched payments will be returned to the Inbox so they may be matched to other invoices, or categorized as needed.

There are 2 ways to delete an invoice.

One or more invoices can be selected from the Invoices list or the Contact's transactions list by clicking on the checkbox preceding the items, then clicking the delete icon above the list.

While viewing an invoice, you can delete it by choosing the Remove option from the 3-Dot Menu in the upper right of the Edit Invoice screen.

In both cases, a window will confirm you want to remove the items before completing the deletion.

Related article: Contacts

You can sort and filter the invoices associated with your business, and make inline edits to most of the values in the list. A color-coded payment status of your invoices in the STATUS column provides an at-a-glance indication of each invoice's A/R status. And the green Payment Match Found icon next to the Client column indicates that TrulySmall Accounting has found a payment that can be applied to that invoice.

The Invoices list can be sorted by any column except CLEINT and STATUS. The initial sort is identified by the column title shown in blue. An arrow after the column title indicates the sort direction - ascending or descending.

To change the sort, click on the preferred column title. To change the sort direction, click the column label again.

By default the list shows All invoices. If you want to narrow the view by a specific group of invoices that are Paid, Current, or Past Due, click on the corresponding button above the list.

To do a more refined filter, click on the Filter button to launch the Edit Filter window. Here too you can choose to view all invoices, or focus on Paid, Current, or Past Due invoices by clicking on that button option. Then choose a start and/or end date, and/or a minimum or maximum amount as desired. Click on the Apply button to continue.

The button will now say Filtered and will turn blue. To return to the full list after you are finished working with the filtered results, reopen the Filter window and click on the Clear Filter button. You can also refresh the browser tab.
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Several values can be edited inline directly within the list. Click on the value to begin the edit.

Each edited row will be checked. When you are finished click on the checkmark action icon above the list to save the changes.