Sales Order Invoicing
Supply'd streamlines invoicing, keeping orders and invoices linked while supporting deposits, balances, consolidated invoicing, and payments.
Supply'd makes it easy to manage invoicing directly from Sales Orders. Whether you’re creating a single invoice, managing deposits and remaining balances, or consolidating multiple orders into one invoice, Supply'd provides flexible options to suit your business and customer payment terms.
Supply'd supports three invoice scenarios:
One order = one invoice This is the standard invoicing process.
One order = multiple invoices You can generate multiple invoices against a single Sales Order, either for a specific amount or for the remaining balance.
Multiple orders = one consolidated invoice Multiple Sales Orders can be consolidated into a single invoice, which is commonly used for customers on weekly, monthly, or other credit terms. To use this option, configure the Sales Settings to send consolidated invoices according to the required schedule.
👉 See the Invoice Settings section of the Sales Settings document for details on configuring invoices.
When Invoices are Sent
For the first two scenarios, an invoice is generally not emailed to the customer automatically until the Sales Order is marked as Shipped/Completed, or the invoice is manually sent/issued.
For consolidated invoices, marking an order as Shipped/Completed does not immediately create or email the invoice. Instead, the invoice will be created and sent according to the customer's configured consolidated invoice schedule.
This document will guide you through the Invoices tab and the process of manually generating an invoice.
The Sales Order Invoices Tab
Selecting Sales from the main menu will open the Sales page. Users that are set as a supplier will see 4 tabs - Sales, Quotes, Standing and Invoices.
The Invoices tab lists any invoices that have been created.
Sales Orders use the SO prefix, while Sales Invoices use SI, making it easy to distinguish between the two. Typically, SO1234 will become SI1234 when the order is invoiced. Deposit invoices may include an additional number, such as SI1234-1, while consolidated invoices use a separate SIC sequence, such as SIC1001.
These prefixes help prevent Sales Order and Invoice numbers from overlapping, reducing the risk of data conflicts when syncing with Xero.
Invoices have colour-coded types and statuses for easy identification: Types:
- A standard individual invoice for each Sales Order.
- An invoice for an upfront or partial payment toward the total Sales Order amount.
- An invoice for the remaining amount of the Sales Order after any deposits or previous invoices have been taken into account.
- A combined invoice for multiple Sales Orders for the same customer consolidated into a single invoice. This is useful for customers on weekly, monthly, or other credit terms, allowing all eligible orders within the selected period to be billed together.
Statuses:
- The invoice has been finalised and issued to the customer.
- Payment has been received for the invoice in full.​
- The invoice has been created but is not yet finalised. It can still be reviewed and edited before it is issued to the customer.
- The invoice has been cancelled and is no longer active.
A green dot beside the status indicates that the invoice has been paid in full, while a red dot indicates that payment is overdue.
Clicking on an invoice will open the selected invoice.
A consolidated invoice will list all items under their respective Sales Orders:
Sales Orders
The Sales Orders section below the invoice details lists all Sales Orders associated with the invoice.
A Consolidated Invoice will list multiple orders:
Invoice Activity
The Invoice Activity section provides a history of actions and changes made to the invoice. It allows you to see when the invoice was created, issued, sent, paid, cancelled, or otherwise updated, along with the relevant activity details.
You also have the option of adding relevant internal notes by clicking 
, entering the note and clicking 
. The note will appear in the Invoice Activity.
Generating an Invoice
To generate an invoice for a Sales Order:
Complete the Form
Order Total
Automatically populated with the total value of the Sales Order.
Invoiced
Automatically populated with any amount that has already been invoiced against the Sales Order. This helps identify any remaining amount available to invoice.
Type
Select the type of invoice being generated.
If no previous invoices have been issued, an option will be available to invoice the Full Amount.
If any invoices have been issued previously, you will have the option to invoice the Remaining Balance.
Remaining Balance: Generates an invoice for the outstanding balance of the Sales Order. This can be used to create a final balance invoice after deducting any deposits or previously invoiced amounts.
% Deposit: Generates an invoice for a percentage of the Sales Order total as a deposit. For example, entering 30% on a $10,000 order would generate a $3,000 deposit invoice. When this option is selected an additional field - % Deposit - will appear allowing you to enter the percentage amount.
Fixed Deposit: Generates an invoice for a specific dollar amount as a deposit. For example, entering $2,000 on a $10,000 order would generate a $2,000 deposit invoice. When this option is selected an additional field - $ Deposit - will appear allowing you to enter the dollar amount.
Status Select the status for this invoice, either Issued or Draft.
Issued: The invoice has been finalised and issued to the customer. It is treated as an active invoice and can be printed or emailed to the customer.
Draft: The invoice is created but has not yet been finalised or issued. It can be reviewed and amended before being issued to the customer.
Draft vs Issued invoices
When generating an invoice, you can choose to create it as a Draft or Issue it immediately.
If you choose to Issue the invoice, and the Sales Order's payment method is credit card, the payment will be captured immediately and the order will be marked as Paid, shown by a green dot - 
.
If you create a deposit invoice but never issue it, then later mark the Sales Order as Shipped/Completed, the draft deposit invoice will be cancelled and a new invoice for the full order amount will be created.
If the deposit invoice was issued, then when the Sales Order is marked as Shipped/Completed, Supply'd will automatically create an invoice for the remaining balance.
If the deposit has been paid, the Sales Order will display an orange dot, indicating that the order is partially paid - 
.
Invoice Options
Clicking the 3 dots in the top right of an invoice will open a menu with the available invoice actions.
Email Invoice
This option opens a form where you can add or edit a message to the customer to send with the invoice.
Click 
to email the invoice to the customer.
Download > Invoice
Download a copy of the invoice for printing, saving, or sharing.
You can only download invoices that have been issued. Draft invoices must be issued before they can be downloaded.
Mark As > Paid/Unpaid
Manually update the payment status of the invoice to show whether it has been paid or remains unpaid.
You will be asked to confirm.
Actions > Send To
The Send To option allows you to send the invoice to a integrated accounting platform such as Xero or MYOB.
Selecting this will open the Send Invoice To form.
Invoice Number
Displays the invoice number of the invoice being sent. This field is automatically populated and cannot be edited.
Send To
Select the accounting integration you would like to send the invpice information to.
Send Type
Select the information type to be sent.
Payment: Sends the invoice as a payment record.
Invoice: Sends the invoice as an invoice record.
This allows the invoice information to be transferred from Supply'd to your integrated accounting platform.
Cancel Invoice
If the invoice has not yet been sent to the customer, there will also be the option to Cancel Invoice. Cancelling the invoice will stop it from being sent or processed further.
Viewing Invoices on a Sales Order
At the bottom of each Sales Order, you will see an Invoices section listing all invoices linked to the order, along with their current statuses.
Invoices have colour-coded types and statuses for easy identification: Types:
- - An invoice for an upfront or partial payment toward the total Sales Order amount.
- - An invoice for the remaining amount of the Sales Order after any deposits or previous invoices have been taken into account.
- - A combined invoice for multiple Sales Orders for the same customer consolidated into a single invoice. This is useful for customers on weekly, monthly, or other credit terms, allowing all eligible orders within the selected period to be billed together.
Statuses:
- - The invoice has been finalised and issued to the customer.
- Payment has been received for the invoice in full.- - The invoice has been cancelled and is no longer active.
Clicking on an invoice will open the selected invoice.
Once an invoice has been issued, the Sales Order totals will update to reflect the invoiced amount.
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