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Creating an Invoice

Step-by-step guide for creating an invoice, bill, or credit note with dates, contact details, line items, and VAT.

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Creating an Invoice

This page shows you how to create a customer invoice, supplier bill, or credit note and save it into the Beam Machine invoicing workflow.

Product: Beam Machine
Module: Invoicing
Role: Bookkeeper, Accountant, AR Clerk, AP Clerk
Difficulty: Beginner
Time: 8 minutes first time, 2-3 minutes repeat
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 need the contact already available or ready to select.
  • You need the issue date, due date, and line-item values.
  • Read ../modules/02-working-in-invoicing.md if you need the wider invoicing context first.

What is this page for?

This task creates the formal billing document that records what you are charging, what you owe, or what you are reversing. In Beam Machine, the same form handles three document types: Invoice, Bill, and Credit Note.

When do you use this?

Use this page whenever a receivable, payable, or credit adjustment must exist as a controlled record in the system. If you skip this step and track billing outside the platform, statements, aging, approvals, and tax outputs lose integrity.

Where to find it

Primary path: Finance -> Invoicing -> New Invoice
Route: /dashboard/invoicing/new

How to create an invoice

  1. Open Invoicing from the left sidebar.
  2. Click New Invoice.
  3. In Type, choose Invoice, Bill, or Credit Note.
  4. In Contact, select the correct customer or supplier.
  5. In Issue Date, enter the date of the document.
  6. In Due Date, enter the due date.
  7. In Reference, enter the optional reference if you use one.

āœ… Checkpoint: You should now see the Invoice Details card completed and the Line Items section below it.

  1. In the first line Description field, enter the line description.
  2. In Qty, enter the quantity.
  3. In Unit Price (cents), enter the unit amount in cents.
  4. In VAT %, enter the VAT rate.
  5. Review the line total shown on the right.
  6. If you need another line, click Add Line.
  7. Repeat the same process for each additional line.
  8. If you added a line by mistake, click the remove icon on that line.
  9. If needed, use Notes for extra context.
  10. Review the subtotal, tax, and total values at the bottom.
  11. Click Save or submit the form.

What happens next: A successful save returns you to the invoicing list, where the new document appears under the correct type and status.

Common Questions & Issues

"I cannot save the document"

Why this happens: The form requires a contact and at least one line with a description.

Fix: Confirm that Contact is selected and that every line item has a non-empty description.

"My totals look wrong"

Why this happens: The form expects unit prices in cents, not rands.

Fix: Correct the line values before saving. If you mean R250.00, enter 25000.

"I need a bill, not an invoice"

Why this happens: The screen title says New Invoice, but the form handles multiple types.

Fix: Use the Type dropdown and choose Bill or Credit Note instead of Invoice.

What's Next

Related Pages

SA Compliance Reference

  • VAT treatment on invoices and bills affects downstream VAT reporting. This task page explains the screen flow, not your firm tax policy.

Still Stuck?

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