Invoices

A customer invoice is how you turn a completed sale into a receivable — it tells CifraHQ that money is owed, increases your accounts receivable balance, and updates the customer's outstanding balance immediately on posting. Whether you generate it from a delivery, directly from a sales order, or enter it manually, the result is the same: a tracked, dated obligation that CifraHQ follows until it's paid.

How to create an Invoice

From an Inventory Delivery (recommended):

1. Open the posted Inventory Delivery.
2. Click Generate Invoice — CifraHQ creates an invoice with all lines, amounts, customer, and terms pre-filled.
3. Review the invoice and post it.

From a Sales Order:

1. Open a confirmed Sales Order.
2. Click Invoice — CifraHQ creates an invoice directly from the order lines.
3. Review and post.

Manually:

1. Go to Sales > Invoices.
2. Click the + Data Entry button and select New.
3. Select the Customer and set the Posting Date (defaults to today).
4. Add lines using Add SO Line, Add Delivery Line, or manually.
5. CifraHQ assigns an invoice number automatically on save.

Field reference

• Customer — locked after creation.
• Posting Date — the date the invoice is recorded in your accounts receivable. Use the actual billing date to keep your periods accurate.
• Due Date — calculated automatically from your Payment Terms; override it if the customer has negotiated a specific due date that differs from the calculated one.
• Payment Terms / Freight Terms — default from the customer's settings; editable before posting.
• Reference Number — optional internal reference for cross-linking to your sales order or delivery.
• Electronic Submission Number — populated automatically when the invoice is submitted to the Panama electronic invoicing system (ETAX), if enabled for your account.

Document lifecycle

Profitability (administrators)

On a posted invoice, administrators see a Profitability section under the summary:

The note under the figures names the deliveries whose cost is included. Because the cost comes from the deliveries, profitability stays right even when a kit is billed as a single invoice line. When one delivery is billed on several invoices, each invoice carries the cost of its own lines, and cost that no line claims is shared by revenue.

Expand any invoice line to see its units, unit price, revenue, unit cost, cost, absolute profit, margin, markup, and its Cost Basis: Posted (from a delivery), Estimated (not shipped yet), Posted and estimated (partly shipped), or Product cost (services). The lines add up to the section totals.

What happens next

After posting, use the Pay button to record an Invoice Payment when the customer's money arrives. If the customer has a credit on account — from a pre-payment or credit note — choose Apply Credit to consume it instead of recording a new bank receipt.

To reverse a posted invoice (for example, if it was raised in error), click Void. CifraHQ creates a reversal journal entry and moves the invoice to Voided state, preserving the Audit Trail.

Tips

• Recurring invoices: Mark an invoice as a Recurring Template to use it as the basis for repeating invoices — monthly service retainers, for example. CifraHQ copies the lines and amounts when you generate the next occurrence, so you don't rebuild the invoice each time.
• The Outstanding amount on the invoice reflects the balance after partial payments and applied credits — it's what the customer still owes, at a glance.
• A single invoice can reference lines from multiple deliveries or Sales Orders, which is useful when you invoice a customer at the end of the month for everything shipped during that period.

Related: Inventory Deliveries · Invoice Payments · Customer Credit Notes · Customers · Tax Codes · Audit Trail · Account Priming · Electronic Invoicing (Panama)