Creating and sending invoices

Overview

Invoices in Bi369 AI Finance let you bill customers, track payments, and manage your receivables. Invoices can be created manually, converted from CRM quotations, or generated using the AI Copilot.

Creating an invoice

1. Go to Finance → Invoices
2. Click New invoice
3. Fill in the header:
   • Customer — select from your CRM customer list
   • Invoice date and due date
   • Invoice number — auto-generated, or enter manually
   • Currency — defaults to your base currency
4. Add line items: description, quantity, unit price, tax
5. Add any notes or payment instructions
6. Click Save draft or Send to customer

Creating an invoice with AI Copilot

Use natural language to create invoices instantly:

"Invoice TechVista for $15,000 for the mobile app project, due in 30 days"

The AI Copilot will:

1. Find the TechVista customer record
2. Pre-fill the invoice with the amount and description
3. Show you a confirmation preview
4. Create the invoice on your approval

Invoice statuses

| Status | Meaning | |---|---| | Draft | Not sent yet | | Sent | Emailed to customer | | Partially paid | Payment received, but not full amount | | Paid | Fully paid | | Overdue | Past due date, not fully paid | | Voided | Cancelled invoice |

Sending an invoice

Click Send to email the invoice as a PDF to the customer's billing email. The email template can be customised in Settings → Templates.

Customers receive a link to a payment portal where they can view the invoice and pay online (if a payment gateway is connected).

Recording a payment

When you receive a payment:

1. Open the invoice
2. Click Record payment
3. Enter the amount paid, payment date, and payment method
4. Click Save

The invoice status updates to Paid (or Partially paid if the amount is less than the total).

Recurring invoices

To set up a recurring invoice:

1. Create the invoice as normal
2. Before sending, toggle Recurring on
3. Set the frequency: Weekly, Monthly, Quarterly, or Annually
4. Set the start date and end date (or leave end date blank for indefinite)

Recurring invoices are generated automatically and emailed to the customer.

Related articles

• Recording expenses
• Financial reports
• Connecting a payment gateway