How to Create and Send an Invoice

How to Create and Send an Invoice

HARi CRM includes built-in invoicing (via the Billing solution) so you can go from closing a deal to getting paid without switching tools.

Creating an Invoice

1. Go to Invoices in the left sidebar
2. Click New at the top of the list
3. Fill in the invoice details:
   • Invoice Number — a unique reference (e.g. INV-2026-001)
   • Status — defaults to Draft
   • Issue Date — when the invoice is dated
   • Due Date — when payment is expected
   • Company — the customer’s company (a Linked record search)
   • Contact — optional contact person at that company
   • Notes — any free-text notes that should appear on the invoice
4. Click Save

The currency on the totals is the workspace currency, configured in Settings > Currency. See multi-currency setup if you need to invoice in a different currency.

Adding Line Items

Once the invoice is created, add your products or services:

1. Scroll to the Lines subgrid on the invoice record
2. Click New to add a line item
3. Enter the details:
   • Description — what you are charging for
   • Quantity — number of units
   • Unit Price — price per unit
   • Tax % — if applicable
   • Product (optional) — link to a product in your catalogue
4. Save

Repeat for each line item. Subtotal, Tax, and Total on the parent invoice update automatically — they’re read-only computed fields.

Reviewing the Invoice

Before sending, review:

• Are all line items correct?
• Is the company / contact accurate?
• Is the due date reasonable?
• Does the total match what was agreed?

Generating a PDF

1. With the invoice record open, click the PDF button in the toolbar
2. The PDF is generated using your active invoice template and downloaded to your computer
3. Open it to make sure it looks right

See Generate a PDF from a Record for more details on PDF customization. PDF templates live in Settings > Templates.

Sending the Invoice

1. With the invoice record open, click Send Template
2. Pick the email template you want to send
3. The recipient is auto-filled from the linked contact’s email
4. Edit the subject and body if needed, then click Send

The PDF is not auto-attached. Generate the PDF first, then drag-and-drop it into the email composer if you want to attach it manually.

Tracking Payment

When payment is received:

1. Open the invoice
2. Change the Status field to Paid
3. Optionally, create a Payment record (linked to the invoice) with the payment date, method, and amount

Next Steps

• Generate a PDF from a Record
• Set Up Multi-Currency
• Create an Email Template