Invoices

Understanding Invoice Workflow

Vendex supports the complete invoice lifecycle from creation to payment:

1

Draft

2

Pending

3

Overdue

4

Paid

Status	Description	Actions Available
Draft	Invoice created but not sent	Edit, Delete, Send
Pending	Sent to customer, awaiting payment	Remind, Cancel
Overdue	Past due date without payment	Escalate, Write-off
Paid	Payment received and confirmed	Download receipt

Creating an Invoice

Method 1: Create from Order

If you have an existing purchase order with status 'Product Delivered' or 'Service Concluded', navigate to Orders, click the menu, and select 'Create Invoice'. The invoice will be pre-filled with order details.

Method 2: Create New Invoice

Go to the Dashboard or Invoices section and click the "+ New Invoice" button.

Step 1: Customer Details

Select existing customer from dropdown or click "+ Add New Customer" to create new contact with name, email, phone, TIN, and complete postal address.

Step 2: Invoice Header

Enter due date, invoice title, detailed description, invoice number (auto-generated or custom), and optional PO number.

Step 3: Line Items

Click "+ Add Line Item" and enter item description, quantity, unit price, HSN/Service code, and product category. The system automatically calculates line totals.

Step 4: Financial Details

Tax is automatically calculated at 7.5% VAT standard rate. Add discounts (flat amount or percentage), additional notes, payment instructions, and bank account details.

Step 5: Preview & Send

Review all details for accuracy. Click "Create Invoice" to finalize, then "Send Invoice" to email the customer. If FIRS integration is enabled, the invoice is automatically signed, transmitted to FIRS, timestamped, and a QR code is generated.

FIRS Compliance Features

When FIRS integration is enabled, Vendex automatically handles:

• IRN Generation: Creates unique Invoice Reference Number in format {InvoiceNo}-{ServiceID}-{YYYYMMDD}

• Schema Validation: Ensures all mandatory fields present, correct data formats, valid HSN codes, and proper tax calculations

• QR Code Generation: Creates scannable verification code with cryptographic signature

• Digital Signing: Applies cryptographic signature using provided certificate keys

• Transmission: Sends encrypted payload to FIRS through partner Access Point with webhook notifications

• Confirmation: Verifies successful registration and updates invoice status in real-time

Managing Invoices

Navigate to Invoices > Sent to view all invoices. Use filters for status (Draft, Pending, Paid, Overdue), date range, customer name, amount range, and invoice number.

Action	Description	When Available
View	See complete invoice details	Always
Edit	Modify invoice information	Draft only
Send Reminder	Email customer about payment	Pending/Overdue
Record Payment	Mark as paid manually	Pending/Overdue
Credit Note	Issue refund/correction	After signing

Payment Reminders

Vendex automatically sends reminders:

• 3 days before due date: Courtesy reminder

• On due date: Payment due today

• 7 days overdue: First overdue notice

• 14 days overdue: Second overdue notice

• 30 days overdue: Final notice

Credit and Debit Notes

Credit Note: Issue when you need to refund a customer, correct an overcharged amount, cancel an invoice after signing, or provide discount after invoicing.

Debit Note: Issue when you need to charge additional amount, correct an undercharged invoice, or add forgotten items or services.

Creating Credit/Debit Note:

1. Open the original invoice

2. Click "Issue Credit Note" or "Issue Debit Note"

3. Select items to credit/debit or enter adjustment amount

4. Add reason/notes

5. Click "Create Note"

Important: Credit and debit notes automatically reference the original invoice in the billing_reference field for FIRS compliance.