Stock invoices cover charges to customers for goods sold. This article covers the Sales Invoice workflow — for supplier invoices raised against Purchase Orders, see Stock - Purchase Orders.

Stock Sales Invoices follow this progression: Draft → Approved → Processed → Completed. An invoice can be Cancelled at any stage before Completed.

A newly created invoice starts in Draft. You can review and edit charges before approving.

Approving an invoice generates the final PDF and sets the Due Date. Once approved, the invoice is ready to be sent to the customer or processed to accounting. Bulk approve is available from the Sales Invoices index.

Processing sends the invoice to your accounting software (Xero or BMS Debtors), making it available for payment reconciliation in your debtors ledger.

An invoice can be sent to the customer by email (PDF attached) from both the Approved and Processed states. Sending does not change the invoice status — the Sent? column on the invoice list records whether the invoice has been dispatched. Bulk Send is only available from the Processed tab.

An invoice reaches Completed when its balance is reduced to $0. The balance syncs back from your accounting software when payments are reconciled against the invoice — for example, when a payment in Xero is matched to the invoice.

An invoice can be Cancelled at any stage before Completed. Cancelled invoices are retained for audit purposes.