Invoices & payments

The Invoices module is your AR (Accounts Receivable) workspace — create, send, track, and collect customer invoices. Plus credit notes, debit notes, and payment receipts.

Overview

• AR Invoice — what your customer owes. Has a unique number per tenant (INV-...), a customer, line items, taxes, and a due date.
• Credit Note — reverses or corrects a prior invoice. Numbered CN-....
• Debit Note — additional charges added after the original invoice. Numbered DN-....
• Payment Receipt — records customer payment against one or more invoices. Numbered PR-....

Lives at /app/finance/invoices.

Lifecycle

draft → issued → sent → paid | partially_paid | overdue
                     → cancelled

Once issued, the number is locked and the line items are frozen — to change anything you create a Credit Note + a new invoice, or a Debit Note for additional charges. This isn't us being prissy; tax authorities require it.

Step-by-step — create an invoice from a booking

1. 1
   Open the Booking detail page → click Create Invoice (top right).
2. 2
   The invoice draft pre-populates with the customer, currency, and all the sell-side charges from the booking.
3. 3
   Review each line, edit quantities or descriptions if needed, confirm tax codes per line.
4. 4
   Set the Due Date (defaults to your tenant's payment terms — Settings → Tenant → Default Payment Terms).
5. 5
   Save Draft to keep editing, or Issue & Send to lock the invoice, generate the PDF, and email it to the customer.

Recording payments

When you receive a customer payment:

1. Finance → Receipts → + New Receipt.
2. Pick the customer; the open invoices list appears.
3. Enter the amount received and the receipt date.
4. Allocate to one or more invoices (CargoSurge auto-allocates oldest-first by default; override if needed).
5. Save — invoices auto-update to paid or partially_paid. The receipt PDF is sent if you check the email box.

Sending invoices

• Email (default): one click from the invoice detail. Uses your tenant's invoice-email template.
• Customer Portal: customers can view + pay invoices from portal.cargosurge.co.com.
• Public link (for non-portal customers): a tokenised public URL. Useful for one-off customers.
• Bulk send: multi-select drafts on the invoice list → Send.

Common pitfalls

Aging report

Finance → Reports → AR Aging shows outstanding balances bucketed (current / 0–30 / 31–60 / 61–90 / 90+). Filter by customer, branch, currency. Export to CSV for collections calls.

Statement of Account

Customer-facing summary of all their invoices and payments over a date range. Generate from a customer's record → Statement of Account → pick range → PDF or email. Useful for monthly account reconciliation with B2B customers.

Integration with Zoho / QuickBooks

If you use Zoho Books or QuickBooks Online for accounting, configure the integration in Settings → Integrations. Invoices created in CargoSurge sync to the external system. See Zoho / QuickBooks integration (Tier 2).