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Create an invoice and record a payment

Email an invoice with VAT, record the payment, and credit or void it. 2 minutes.

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Open your invoices

Sales reps start in the Sales workspace. Owners and accountants press Sales in the row of workspaces at the top of the screen. Then open Sales in the menu. The page is called Invoices.

To see who owes you money, choose Unpaid (money owed) or Overdue under Status and press Apply filters.

Start an invoice

  1. Press New invoice.
  2. Choose the Customer. For a new customer, press New customer, type the Customer name and press Save customer. Only a name is needed.
  3. Leave the Income account as it is unless your accountant uses a different one. It's the account in your books where the sale is recorded.
  4. Check the Issue date and choose a Due date. Anything you type in Notes appears on the invoice.

Add the lines and VAT

For each line, type the Description, Qty and Unit price (TT$), then choose the VAT treatment:

  • Standard adds VAT on top of the price, at the VAT rate shown (your usual rate, such as 12.5).
  • Zero-rated, Exempt and Out of scope add no VAT. Use the treatment your accountant gives you for the item.

Press Add line for another line, or Remove to delete one. The Net, VAT and Total update as you type.

If your business isn't set up for VAT, the VAT columns are hidden and a note says why. Only the business owner can switch VAT on, in Settings › VAT.

Save it as a draft

Press Create draft. A draft isn't in your books yet. To change it, edit it under Edit draft invoice and press Save changes. Press Download draft PDF to check how it looks.

Post the invoice

When it's final, press Post invoice under Invoice actions, then Post invoice again in the box. Posting records the sale and its VAT in your books, and locks the invoice.

Email it to your customer

  1. On the posted invoice, press Email invoice. On a draft, the same button reads Post and email…: press Post and continue to email, then Post invoice in the box, and the email opens next.
  2. Check To. It fills in from the customer's record. If it's empty, type the address, or add it to the customer so it's there next time.
  3. Check the Subject and the Message. The invoice PDF is attached for you.
  4. Press Send invoice. It emails the invoice to your customer straight away, with the PDF attached.

Your customer gets it from "your business name via PaySuiteTT", and their replies come to your email address. To give the invoice to them another way, press Download PDF.

Record a payment

  1. On the posted invoice, press Record payment.
  2. Amount received (TT$) starts at the full balance. Type a smaller amount for a part payment.
  3. Check the Date received and choose the Payment method.
  4. Under Deposit to, choose the bank or cash account the money went into.
  5. Type a receipt number or transfer reference in Notes (optional) if you have one.
  6. Press Record payment.

The Payments card on the invoice shows Paid so far and the Balance due.

Credit part of an invoice

A credit note lowers what a customer owes on a posted invoice, without cancelling it. Use one when the invoice was right but the customer should now owe less: a price change, returned goods or a discount.

  1. On the posted invoice, go to the Credit notes card and its Issue a credit note form.
  2. Type the Amount to credit (incl. VAT). It can be up to the balance still due.
  3. Check the Credit note date. It can't be before the invoice date.
  4. Type the Reason (shown on the credit note).
  5. Press Issue credit note, then Issue credit note again in the box.

The credit note gets its own number (for example CN-2026-00001) and is posted to your books straight away. It lowers the balance due, your sales and the VAT you owe, from its date. Press PDF beside it to download it.

A credit note can't be edited. To cancel one, type the reason in Why void it?, press Void, then press Void credit note.

Void an invoice raised in error

An invoice with payments or credit notes can't be voided. First press Reverse on each payment, then Reverse payment, and void each credit note. Then press Void invoice, and Void invoice again in the box.

The invoice stays in your records marked Void, and its entry in your books is reversed. You can't undo this.

Keep your customer list

Open Customers. The page is called Customer directory. Press Add customer, type the Customer name and any other details, and press Save customer. If you also buy from this business, choose Customer and vendor under Usage.

To change a customer's details, press Edit on their row, make your changes and press Save changes.

Good to know

  • A posted invoice can't be edited. Issue a credit note if the customer should owe less, or void it and create a new invoice if it was wrong.
  • A payment can't be more than the balance due.

What's next

Next, record what you spend with Record bills and expenses, and see the VAT you owe in VAT and tax forms.

Next: Record bills and expenses