Sales, Invoicing & Collections

Invoices

Invoices are the core of the sales module. Go to Sales → Invoices.

Invoice Lifecycle

Creating an Invoice

1. Go to Sales → Invoices → New Invoice
2. Select a customer from the searchable dropdown — filter by name, phone, or email. Use the + Add Customer button to create a customer inline without leaving the form (just enter name, phone, email, and payment terms)
3. Set the invoice date if needed — it defaults to today but can be back-dated (this is the document date that drives reporting)
4. Add line items: search for a product, enter quantity and UoM. Price auto-fills from the customer's price list
5. Apply discounts per line if needed. If per-item VAT override is enabled in Settings, each line also shows a VAT Charged / No VAT toggle for one-off exceptions
6. Set the due date — auto-filled from the customer's payment terms, with quick Today / 7 / 15 / 30 days presets (relative to the invoice date) or pick any date
7. Add notes if required (shown on the PDF)
8. If eTIMS external mode is active, fill in the eTIMS section
9. Click Save as Draft to save without committing, or Finalize to commit and deduct stock

Recording Payments

Open a finalized invoice and click Record Payment. Fill in:

After recording a payment, a Receipt PDF is automatically generated and emailed to the customer. No manual action needed.

Customers

Manage your customer database at Sales → Customers.

On the customer detail page, the Statement tab shows a running list of all invoices, payments, and credit notes with a running balance. Use the Generate Statement button to download or email a PDF statement to the customer.

Quotations

Quotes are sales proposals sent to customers before they commit to a purchase. Go to Sales → Quotes. Once a customer accepts, convert the quote to an invoice with one click — all line items carry over.

Quote statuses: Draft → Sent → Accepted / Rejected / Expired → Converted

Credit Notes

Use Sales → Credit Notes to issue a credit against a previous invoice — for returns, overcharges, or goodwill adjustments.

1. Select the original invoice — its lines, customer, date and totals show right there, so you don't have to open the invoice to recall what was sold. Click Return on any line (or Return entire invoice) to add it to the credit
2. Choose the Return Type: Credit (on account), Swap (exchange for other goods), or Refund (cash back) — a short note under the selector explains each
3. Add the line items being credited and the reason
4. Submit for approval or apply directly
5. Once approved, the customer's balance is reduced and stock is automatically returned

Return Types

Exchanges (one-screen swap)

For a straight exchange at the counter, use New Exchange (on the Credit Notes page, or Exchange / Swap from an invoice's menu) instead of the step-by-step credit note. One screen:

• Pick the original invoice, then set a Return Qty on each line coming back (or Return all)
• Add the replacement items going out
• The screen shows the net: a Top-up to collect (replacements worth more) or Change to give (worth less), with a payment method
• Complete it in one action — stock comes back in, the replacement invoice goes out and is settled, and the net cash is collected or handed back. The original invoice is left untouched.

Change (handing cash back) is only offered when your return policy allows cash returns; otherwise add a top-up item to match the credit.

Friendly Status Labels

StockPulse uses clear, human-friendly status labels throughout the sales module. The underlying values are unchanged for developers, but the UI shows friendlier names:

Smart Form Adaptation

The invoice form automatically adapts based on the items you add:

Clone / Duplicate Invoices

Need to create a similar invoice? Open any invoice and click the Duplicate button. StockPulse creates a new draft with the same customer, line items, and notes — but with a fresh invoice number and today's dates. Edit anything you need before finalizing.

Edit Draft Invoices

Draft invoices can be edited at any time. Open the draft and click Edit to re-open the invoice form, pre-filled with the existing data. Make your changes and choose Save Changes to keep it as a draft, or Save & Finalize to commit and deduct stock in one step.

Public Invoice Links

Every finalized invoice gets a shareable public URL that your customer can view without logging in. The link is auto-generated on finalization, or you can generate one on-demand via the Get Link button on the invoice detail page.

Payment Reminders

Chase overdue payments without the awkwardness. StockPulse offers both manual and automatic reminders.

Manual Reminders

Open any unpaid or overdue invoice and click Send Reminder. The reminder is sent via WhatsApp first (if the customer has a phone number), with email as a fallback. The message includes the invoice number, amount due, and a link to view the invoice.

Automatic Reminders

Enable automatic reminders in Settings → Company. Configure how many days after the due date reminders should be sent (e.g., 3, 7, 14, and 30 days). StockPulse sends reminders at 9am EAT daily, up to 20 per tenant per run to avoid spamming.

Recurring Invoices

For customers you bill regularly, set up recurring invoices to automate the process.

1. Open any invoice and click Make Recurring
2. Choose the frequency: weekly, monthly, quarterly, or yearly
3. Set the day of month for generation (e.g., 1st of every month)
4. Optionally enable Auto-Finalize to commit invoices automatically (otherwise they're created as drafts)

Manage all recurring invoices at Sales → Invoices → Recurring. Pause, resume, or end any recurring template at any time.

Proforma Invoices

Need to send a proforma instead of a quote? Proformas use the same feature as quotations but with a different label and "PRO" number prefix. When creating a quote, select Proforma Invoice as the document type. The workflow is identical — send, accept, convert to a real invoice.

Sales Targets & Live Performance

Set revenue targets and watch the team work toward them in real time. Two pages cover this:

• Sales → Targets — set a target per salesperson, per branch, or company-wide, for the month or the quarter. Each row shows actual revenue, % achieved, and a progress bar. Targets can be edited after the period starts — every change is captured in the audit log with before/after values, and the row gets an "edited mid-period" flag.
• Sales → Performance — the live dashboard. Today vs yesterday, period-to-date totals, % of period target with an ahead/on-pace/behind callout, a 14-day daily trend, a salesperson leaderboard, a branch leaderboard, and your top 5 products and top 5 customers for the period. Auto-refreshes every 60 seconds.

Click any salesperson or branch row on the dashboard for a drill-down view — their daily trend, their top products, their top customers, all scoped to that one person or location. Reps can drill into their own row even without team permission.