Ledgr/Documentation/Invoicing

Invoicing & quotes

Everything you issue to a customer lives here — nine document types sharing one wizard, one numbering scheme and one settings centre.

The nine document types

Each type has its own prefix, colour and behaviour. Pick the type at the top of the create wizard; you cannot change it afterwards, but you can convert between some of them.

Type	Use it for	Posts to the ledger?
Tax invoice	The real thing. VAT-compliant sale.	Yes, on send
Quote	A price offered, not yet accepted.	No
Pro-forma	A request for payment before you supply.	No
Deposit / prepayment	Money up front, held until you deliver.	Yes, to deferred revenue
Credit note	Reversing all or part of an invoice.	Yes, negative
Debit note	Charging more against an existing invoice.	Yes
Delivery note	Goods handed over. Can print as a picking list.	No
Purchase order	What you are ordering from a supplier.	No
Receipt	Acknowledging money received.	Against the invoice

Create an invoice

Client & terms
Choose the customer — start typing and the contact list filters. Set the issue date, the payment terms (COD through to Net 90) and the currency. The due date is worked out from the terms; override it if you need to. If the customer has payment terms on their contact record, those are used by default.
Line items
Add a line and choose its kind:
- Product — quantity, unit price, discount, VAT rate, net
- Service — hours, rate, VAT rate, amount
Discount is per line and can be a percentage or a rand amount — use the toggle next to the field. Set the VAT treatment per line too, so a zero-rated export line can sit next to a standard-rated one on the same invoice.
Review
Check the totals, then fill in the three text blocks that are separate from your notes: terms & conditions, banking details and footer. They pre-fill from your defaults and you can edit them for this one document. Attach a payment link here if you want one.
Save or save and send
Saving leaves it as a draft you can still edit. Save-and-send marks it sent, locks the numbering and delivers it.

Draft and sent are editable, paid is not.

You can change an invoice while it is in draft or sent status. Once a payment is recorded against it, correct it with a credit note rather than an edit — that is what an auditor will expect to see.

Sending

The send modal offers three routes:

Email — uses the template for that document type, with your subject and body, reply-to address and the PDF attached if you have that switched on
WhatsApp — sends to the contact's mobile number through the WhatsApp Business channel
Copy link — a portal link the customer can open without an account, to view the document and pay

Every send is recorded on the contact's communication timeline, so you can prove what went out and when.

Recording payment

Open the invoice and choose Record payment
Enter the amount, the method (EFT, card, cash) and the date. A partial payment moves the invoice to Partial and leaves the balance outstanding; a full payment settles it and moves it to Paid.
Or let the bank do it
If the money arrives as a bank transaction, match it in Banking and the invoice settles from there — no double capture.
Or let the gateway do it
Payments taken through a PayFast link arrive in the payments inbox and auto-match to the invoice within your tolerance. Anything the matcher is unsure about waits in the review queue with a manual match dropdown.

Quote to invoice

Open the accepted quote or pro-forma and choose Convert. The lines, customer and pricing carry across to a new tax invoice with a fresh number and your chosen terms. The original quote stays in the list, marked as converted, so the history holds together.

Recurring invoices and reminders

Invoicing → Recurring holds the schedules. A schedule has a template document, a frequency and a next-run date; on that date Ledgr generates the invoice and, if you asked it to, sends it. Pause a schedule any time without losing it.

Reminders are configured separately, under Invoicing → Settings → Reminders. You choose how many days before and after the due date a chase goes out and what it says. The dashboard's Remind button sends one immediately, outside the schedule.

Invoice settings

Seven tabs under Invoicing → Settings. Worth ten minutes early on:

Tab	What it controls
Numbering	Prefix and starting number per document type, so your sequence continues from your old system.
Labels & titles	Rename the document heading ("Sales Invoice" → "Tax Invoice") and the column headers ("Price/Rate" → "Unit Price").
Field visibility	Show or hide due date, contact name, business address, VAT number, discount column, payment links and the association logo.
Email templates	Subject and body per document type, reply-to, CC yourself, auto-attach the PDF. Supports variable substitution.
Logos & branding	Your primary logo plus a slot for a professional body mark — SAICA, SAIPA, SAIBA, IRBA or B-BBEE.
Defaults	Default terms & conditions, banking details and footer, kept separate from the notes field.
Auto-reconciliation	Turn gateway auto-matching on or off, set the rand tolerance, and enable per gateway.

Deposits and prepayments

Issue a deposit invoice when you take money before delivering. The payment is held in deferred revenue rather than counted as income. When you deliver, create the final tax invoice and choose Apply deposit — the held amount is released against it and only the balance remains payable.

Picking lists

A delivery note can be printed in picking-list mode: warehouse and picker at the top, then bin, SKU and item per line with a tick box, and signature blocks at the bottom. Switch modes from the print menu on the delivery note.

Common problems

What you see	What to do
Cannot create a sixth invoice this month	You are on the Free plan, which allows five per calendar month. Upgrade under Settings → Billing, or wait for the first of the month.
The number is not what you expected	Numbering is per document type. Check the prefix and next number on the Numbering tab — sent documents keep the number they were issued with.
The customer says they never got it	Check the communication timeline on the contact. If the send is logged, resend with the copy-link option and ask them to check spam.
A payment arrived but the invoice still shows outstanding	Look in the webhook inbox for an unmatched event, or match the bank transaction manually. Widen the match tolerance if the gateway deducted a fee.