Documentation
Invoices
Create, manage, send, and track invoice status in Effitrio
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Invoices
This guide covers creating and managing invoices, sending them to clients, exporting PDFs, and how status moves in the app. On laptop and desktop, create, preview, and edit typically open in a slide-over so your invoice list stays in context.
Creating invoices
- Open Finance → Invoices.
- Click New Invoice.
- Choose a client (required before you can send), add line items (description, quantity, rate), set due date and any notes.
- Save to store the invoice. New invoices start in Draft.
Preview and edit
Open an invoice from the list to see the preview. Use Edit while the invoice is still a draft—after it is sent, editing is limited by design (GoBD-friendly workflow).
Sending to the client
From the preview, use Send. The app emails the client a PDF attachment. You must have a client linked on the invoice.
Download and print
- Download saves the PDF to your device.
- Print opens your browser print dialog for a paper copy.
Invoice status (how your invoice moves)
Effitrio drives invoice status as per the compliance. These are the states and allowed moves:
| State | Meaning |
|---|---|
| Draft | Not sent yet; you can edit and delete (remove) the draft. |
| Sent | Delivered to the client; you can mark paid, cancel, or wait for due date. |
| Overdue | Sent invoices whose due date is before today can be moved here automatically (scheduled job by Effitrio). |
| Paid | Payment recorded. |
| Cancelled | Voided; terminal state. |
Transitions (who does what):
- Draft → Sent — You send the invoice (email + PDF). Requires a customer on the invoice.
- Sent → Overdue — Automatic when the due date has passed.
- Sent or Overdue → Paid — You mark as paid when you receive payment.
- Draft, Sent, or Overdue → Cancelled — You cancel to void the invoice (cannot be undone).
You cannot return from Paid or Cancelled to an earlier state.
Cancel (void) vs delete
- Cancel — Available for draft, sent, or overdue invoices you need to void. The invoice becomes Cancelled and stays in the system for audit trails where applicable.
- Delete — Only draft invoices can be permanently removed, from the invoice actions when allowed.
Templates
Choose a template and branding (logo, colors) so new invoices match your business. Template availability may depend on your workspace plan.
Recurring invoices
Where enabled, you can set recurring schedules so new invoices are created automatically for regular clients.