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Working in Invoicing

How to use the Beam Machine invoicing module for invoices, bills, credit notes, statements, and aging follow-up.

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Working in Invoicing

This page shows you how to raise invoices, bills, and credit notes, then track what is still owed or still payable.

Product: Beam Machine
Module: Invoicing
Role: Bookkeeper, Accounts Receivable Clerk, Accounts Payable Clerk, Accountant
Difficulty: Beginner
Time: 10 minutes first read, 2-4 minutes for repeat use
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You need access to the Invoicing module.
  • You should know whether you are creating an Invoice, Bill, or Credit Note.
  • You should already have the correct contact available, or be ready to create it in 03-working-in-quotes-and-contacts.md.
  • Have the issue date, due date, line items, pricing, and VAT treatment ready.

What is the Invoicing module?

On paper, this is the billing desk and supplier-bill tray. It is where you issue customer invoices, capture supplier bills, process credit notes, and monitor who still owes money and who still needs to be paid.

When do you use this?

Use this module when:

  • you need to issue a customer invoice,
  • record a supplier bill,
  • create a credit note,
  • or review statements and aging buckets.

If you do not keep invoicing current, your cash collection, payables control, aging reports, and tax outputs all become weaker.

Where do you find it?

Primary path: Finance -> Invoicing
Main child pages: New Invoice, Statements & Aging

Important routes:

  • /dashboard/invoicing
  • /dashboard/invoicing/new
  • /dashboard/invoicing/[id]
  • /dashboard/invoicing/statements

How to work in Invoicing

  1. Open Invoicing.
  2. Decide what you are creating:
    • Invoice
    • Bill
    • Credit Note
  3. Click New Invoice.
  4. In the Type field, select the correct document type.
  5. In the Contact field, select the correct customer or supplier.
  6. Enter Issue Date and Due Date.
  7. Add an optional Reference if your process needs one.
  8. Add line items with:
    • description,
    • quantity,
    • unit price in cents,
    • VAT percentage.
  9. Review totals before saving.
  10. Save the document and return to the invoicing list.

āœ… Checkpoint: You should now see the new document in the invoicing workspace, and its status should make sense for the work you just did.

If you need to follow up overdue balances

  1. Open Statements & Aging.
  2. Choose the appropriate aging view.
  3. Review overdue vs current balances before contacting the customer or supplier.

Common Questions & Issues

"I cannot create the document because the contact is missing"

Why this happens: Invoicing depends on contact master data.

Fix: Create or clean the contact first in 03-working-in-quotes-and-contacts.md, then return to the invoice form.

"The totals look wrong"

Why this happens: Unit prices are entered in cents, and VAT is applied per line.

Fix: Review quantity, unit price, and VAT rate for every line item before saving.

"I can see the document, but collections or approvals are still unclear"

Why this happens: Invoicing creates the transaction record, but approvals and follow-up may sit in other modules.

Fix: Use 08-working-in-documents-and-approvals.md for approval flow and use Statements & Aging for the operational follow-up view.

What's Next

Related Pages

SA Compliance Reference

  • VAT treatment on invoices and bills affects downstream VAT201 reporting. Always confirm VAT rates before saving a document.

Still Stuck?

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