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🧾 Invoicing

Invoicing turns a fulfilled order into an invoice without anyone re-typing a thing. This page will guide you through raising invoices from orders, applying per-customer pricing, approving them before they go out, sharing them, and keeping an eye on what's paid and what's outstanding.

Because invoices are born from the orders your team already fulfilled, the line items, quantities, and pricing carry straight over — there is no re-keying and no room for the numbers to drift.

Raising an invoice from a fulfilled order​

Once an order is fulfilled, the invoice is already waiting for you rather than being a fresh form to fill in.

  • Open the fulfilled order and go to its invoice.
  • Check that the line items and quantities match what was delivered — they are carried over for you.
  • The pricing you agreed with that customer is already applied, so there is nothing to look up.
  • Save the invoice when it looks right.

This ensures what you bill matches what you shipped, without copy-paste between systems.

Setting per-customer pricing​

You agree pricing with a customer once, and EQUOS remembers it so every future invoice is consistent.

  • Open the customer's contact and set their pricing.
  • Save it. From then on, every invoice raised for that customer applies the pricing automatically.

This allows you to bill each customer the rate you agreed every time, with no inconsistency between what was quoted and what gets charged.

Approving invoices before they go out​

If your business needs a check before an invoice leaves, that gate is built in — nothing goes out until the right person signs off.

  • Mark which invoices require approval in your invoicing settings.
  • When an invoice is ready, the approver is prompted to review it.
  • Once they approve, the invoice is cleared to send. Until then, it waits.

This helps prevent an invoice going to a customer before someone has checked it.

Sharing an invoice​

Once approved, an invoice is ready to reach your customer.

  • Send it directly, or simply share it as a secure link that your customer can open without logging in.
  • The link stays tidy and professional, and you keep control of it.
note

Secure links are handled by Document Serve, which lets you set expiry dates, revoke access, and see when a document has been opened.

Tracking what's paid and outstanding​

You always know where your money is without building a report.

  • The invoicing view shows what has been sent, what is paid, what is still outstanding, and what is overdue.
  • Open any invoice to see its payment history.

This ensures you can chase the right invoices at the right time, instead of digging through spreadsheets.

What Invoicing doesn't do​

Invoicing raises and tracks invoices for your customers — it is not your accounting system.

  • There is no general ledger, no chart of accounts, and no BAS or tax lodgment.
  • It doesn't run payroll; staff payments live elsewhere.
  • It doesn't handle recurring subscriptions or automated billing cycles. Each invoice is tied to a fulfilled order.
note

For the bookkeeping side — the general ledger and the rest — equosBooks is the free desktop companion built for Australian small businesses.