Invoices

With CalCal you can send invoices to your customers. The simple invoice editor lets you add items in two ways: Service Only lets you add a reference for each line (optional), a description, and a cost. VAT-registered businesses will put the net cost of each item and its VAT rate.

In “Goods and Services” view, you can add a quantity and unit measure for each item in your invoice – for example, 2.5 kg potatos at £1.00/kg. This also applies when you add labour as an item in your invoice; in “Goods and Services” mode, you’ll need to put an hourly rate. In “Service Only” mode, just a total.

How much did the customer pay?

At the bottom of in invoice, there’s a box asking “Amount Paid at Time of Invoice”. You can take no payment, and use the invoice as a bill, or you can take part or full payment and use the invoice as a receipt. When an invoice isn’t paid in full, the balance will be added to the amount the customer owes you. You can send them a statement, and CalCal will use these figures in your debtors balances on your accounts.

What do I do with my invoices?

Either print them out, save the PDF or email your customers straight from CalCal.
An invoice has a few different statuses: draft, sent, or void. When you send the invoice from CalCal, it will be marked as sent. When you just produce the PDF (using the PDF button at the top), CalCal will ask if you want to mark it as sent.

A sent invoice cannot be edited. But you can reverse the effects of that invoice by issuing a credit note. Credit notes are like negative invoices. A credit note will ask you to specify the type of credit: On Account, or Refund. This lets you specify whether to reduce the balance the customer owes you, or tell CalCal that the money has gone out of a bank account (or cash) back to the customer.

Do I have to make an invoice for each transaction?

No. In fact, you don’t even need to put each transaction against a customer or supplier. Create a transaction from the Daily Entries screen and all this is optional.

If you’re using the customers & invoicing feature, you may want to type the name of the customer so you can later send them their receipt, keep track of their custom, and make returns easier. You can still do this without issuing an invoice. You can even add a part-paid transaction, but for that you’ll have to find or type a customer’s name so that CalCal knows who owes you the money. The same goes for part-paid expenses; they need a supplier against them so that CalCal can tell you who you owe money to.

support has written 8 articles