Invoices

7.1 Invoice Modes

The CRM supports two invoice modes (configured from the Invoice Sync CRM settings page):

• Standalone — CRM invoices are independent, not synced to Accounting
• Dual-Mirror — CRM invoices automatically create corresponding Accounting module invoices, with Accounting becoming the authoritative financial record

7.2 Creating an Invoice

1. Go to Sidebar > CRM > Invoices
2. Click New Invoice (or create from a deal or quote)
3. Enter:
   • Customer
   • Line items with descriptions, quantities, and prices
   • Due date
   • Notes and terms
4. Click Save

Business rules:

• Direct deal-to-invoice conversion is for won deals only
• Quote-to-invoice conversion reuses the accepted commercial context
• Customer and deal references must stay consistent
• Customer Reference, Prepared by, and Customer No. appear on the saved detail page, customer copy, and email. Accepted-proforma conversion carries them into the invoice. Authorized draft edits can change the reference and preparer; issued attribution remains preserved.

To correct an invoice you created, open it in CRM > Invoices and choose Edit Draft. Sales representatives need Edit own CRM draft invoices; the older Manage CRM invoice status and edit own drafts capability also permits this action. The invoice must still be a draft with no payment. You can revise its dates, lines, tax treatment, notes, and terms; the customer and currency stay fixed. CRM managers with the separate Edit any visible CRM draft invoice permission can make the same corrections to drafts they can view. A linked Accounting draft is updated together with the CRM draft, so Sales does not need Accounting workspace access. CRM-calculated default tax remains editable here. If Finance has added unrelated ledger-specific tax, discount, or product details, the CRM editor is unavailable and Finance must make the correction in Accounting. Issued or paid invoices are not editable drafts.

New invoices, estimates, and proformas start with Configured default tax: the linked customer's active default tax group takes priority over the business default. Rates are read from Accounting configuration; 20% is not hardcoded. A valid customer exemption or a No Tax scheme produces no tax. Choose tax group, No tax, and Manual tax amount make exceptions explicit. Existing drafts retain their manual amount until you change the treatment. The tax preview updates when you change lines, and saving recalculates configured tax on the server. If no default is configured, review the tax treatment before issuing the document. Finance manages tax groups; sales representatives do not need Accounting access to use them.

7.3 Recording Payments

Standalone CRM invoices

1. Go to the invoice detail page
2. Click Record Payment
3. Enter amount, payment method, and date
4. The invoice status updates (Partial or Paid)

Dual-Mirror invoices

• Payments must be recorded from the Accounting module
• CRM keeps the mirrored view for sales visibility, but Accounting controls receivables
• Invalid payment actions are blocked when Accounting is authoritative

7.4 Invoice PDF

1. Click Download PDF on the invoice page
2. The PDF includes business details, customer info, line items, and payment terms

For tenants with Accounting enabled, new CRM invoice and proforma PDFs use the selected invoice profile/design. The edit page is a data-entry workspace, not the printed template. New documents freeze their design when issued or queued for delivery; later settings changes do not restyle them. Older issued documents without a stored design keep their legacy CRM layout. CRM-only tenants keep the CRM document design. Amounts in previews and PDFs use thousands separators. A proforma is a separate non-posting document: changing an invoice template heading to “Proforma” does not turn an invoice into one.

7.5 Dual-Mirror Sync

When dual-mirror mode is enabled:

• Creating a CRM invoice automatically creates an Accounting invoice
• Accounting owns payment recording and financial status progression
• Authorized CRM users may correct a simple linked draft from CRM; Accounting owns confirmation, posting, payments, and later financial changes
• If sync fails, click Retry Sync to re-attempt

7.6 Issuance and Sending

Issued / unpaid is a financial status; Sending is a separate record of email or external sharing. Standalone drafts become issued only when sending succeeds or external sharing is explicitly recorded. Downloading a draft or a failed send does not issue it. Paid and partially paid invoices keep their financial status when resent.

For a finance-backed invoice, Finance must first issue the draft in Accounting. Review & Send in CRM cannot approve, post, or bypass Accounting controls. Sales can then send the issued invoice without needing the Accounting workspace. The customer reference is carried to Accounting's PO/reference field, and concurrent Finance edits are protected by the draft revision check.

To email an invoice, open it, choose Review & Send, verify the recipient and content, and select Send Email. Review the Sending history for pending, failed, sent, or externally shared results. Drafts are locked while sending is pending. Repeated submission of the same send form cannot create another delivery. If you shared it outside SikaBooks, use Mark sent externally and provide a reason; this records evidence without sending an email.

Final invoice PDFs do not print internal workflow badges. Cancelled invoices remain visibly marked VOID / CANCELLED. Customer-facing payment information, amounts paid, and balance due remain available.