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Invoices

Invoices are the core of your billing process. Create professional invoices, send them to clients, track payment status, and reconcile received payments.

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Creating an invoice

  1. Go to Sales > Invoices
  2. Click Add Invoice
  3. Fill in the invoice details:
FieldDescription
ClientWho you’re billing
ContactSpecific contact at the client (optional)
Invoice DateDate of the invoice
Due DatePayment deadline
Sales PersonTeam member responsible
TemplateDocument template to use
Tax TypeInclusive or exclusive tax

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Adding line items

Each invoice can have multiple line items:
FieldDescription
Product/ServiceSelect from your catalog or type a custom item
QuantityNumber of units
Unit PricePrice per unit
DiscountFixed amount or percentage
Tax RateApplicable tax rate
DescriptionAdditional details for this line item
Heffl automatically calculates the subtotal, tax, discount, and total.

Screenshot: Invoice creation form

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Invoice statuses

Invoices move through these statuses:
StatusDescription
DraftInvoice is being prepared. Not yet sent to the client.
SentInvoice has been sent to the client.
Partially PaidSome payment has been received.
PaidFull payment has been received.
CancelledInvoice has been voided.
Invoice status updates automatically when payments are recorded. If a partial payment is received, the status changes to Partially Paid. Once the full amount is received, it becomes Paid.

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Sending an invoice

  1. Open the invoice
  2. Click Send
  3. Choose your sending method:
    • Email - Send directly from Heffl via your connected email
    • Share link - Copy a public link for the client to view the invoice online
    • Download PDF - Generate a PDF to share manually

Screenshot: Invoice PDF preview

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Recording payments

See the Payments guide for details on recording and allocating payments against invoices.

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Tax configuration

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Setting up tax rates

  1. Go to Settings > Tax Rates
  2. Click Add Tax Rate
  3. Enter the name, rate percentage, and type
Tax types vary by country:
CountryAvailable Tax Types
IndiaCGST, SGST, IGST, UTGST, Cess
UAEVAT
OtherSales Tax, State Tax, County Tax, City Tax
Set one tax rate as the default to auto-apply on new line items.

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Inclusive vs. exclusive tax

  • Exclusive - Tax is added on top of line item prices
  • Inclusive - Tax is included in the line item prices
Select the tax type when creating an invoice.

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Recurring invoices

Automate regular billing with recurring invoices.
  1. Go to Sales > Recurring Invoices
  2. Click Add Recurring Invoice
  3. Configure:
    • Client and contact
    • Start date and optional end date
    • Frequency (daily, weekly, monthly, yearly, or custom)
    • Due days - Number of days after generation to set the due date
    • Line items - Same as regular invoices
Heffl automatically generates a new draft invoice based on your schedule.
Recurring invoices are created as Draft status. You can set up automations to send them automatically after generation.

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Filtering invoices

Filter your invoice list by:
  • Status - Draft, Sent, Paid, Partially Paid, Cancelled
  • Client - Filter by billing client
  • Sales person - Filter by team member
  • Date range - Invoice date or due date
  • Tags - Filter by labels
  • Products - Filter by line item products
  • Projects - Filter by linked projects

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Linking invoices

Invoices can be linked to:
  • Deals - Track which deal generated the invoice
  • Projects - Bill for project work
  • Sales Orders - Invoice against confirmed orders
  • Proforma Invoices - Convert a proforma to a final invoice

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FAQ

Yes, you can edit sent invoices. The status will reflect any changes. However, it’s good practice to communicate changes to the client.
Change the invoice status to Cancelled. This keeps the record for audit purposes without deleting it.
Yes, you can duplicate an existing invoice to quickly create a similar one for the same or different client.
Invoice numbers are auto-generated sequentially per team. You can configure the prefix and format in Settings.