Invoicing Your Customers
Send your customers a real bill — numbered, dated, with your terms on it — and track what comes back. Invoicing is part of the Invoicing & Bookkeeping add-on, available to Grove and Canopy plan tenants, and it requires the Accounting & Close add-on to already be active.
Activating the add-on
- Make sure Accounting & Close is active first. Invoicing posts to your ledger, so it needs somewhere to post to. Go to Billing → Add-ons and activate Accounting if you haven't.
- Go to Billing, scroll to Add-ons, find Invoicing & Bookkeeping, and click Start 14-day free trial or Subscribe.
- A new Finance section appears in the sidebar with Invoices, Quotes, and A/R Aging — plus Accounts Payable and Requests for Quote, which move here from Purchasing. Billing your customers and paying your suppliers now live side by side.
Two ways to raise an invoice
Open Finance → Invoices and click New invoice. Pick the customer, then choose how you want to build the bill.
From orders
Choose the From orders tab and Iraca shows every one of that customer's orders that's ready to bill. Tick the ones you want. Selecting four orders makes one invoice covering all four — this is how you send a wholesale customer a single monthly bill instead of four separate receipts.
Only orders you created yourself appear here. Orders that came in from Amazon, Shopify, WooCommerce, Etsy, Walmart, or TikTok are never listed, because those customers already paid at checkout — invoicing them would be asking for money twice. Orders you haven't fulfilled yet don't appear either, since there's nothing owed until the goods go out.
If the list is empty, that's why. The dialog explains it rather than showing you a blank box.
From scratch
Choose the From scratch tab and type the lines yourself. This covers everything that isn't a product order — consulting, setup fees, deposits, freight-only charges, retainers, one-off B2B billing. Lines don't need to be linked to a product at all.
Draft, then issue
Every invoice starts as a draft. Drafts are yours to change: edit lines, adjust the customer, fix the dates, delete it entirely. Nothing has been sent and nothing has been recorded.
When it's right, click Finalize. Iraca assigns the next invoice number, sets the issue date, and creates the private link your customer will use. From that point the invoice is a real document and can't be edited — which is the point of a numbered bill.
Finalize and Email customer are separate on purpose. You can put the invoice on your books today and send it tomorrow, or hand it over in person and never email it at all.
Due dates and terms
If the customer record has payment terms on it — "Net 30", "Net 45" — Iraca reads the number and sets the due date for you. Set terms once on the contact and stop retyping the due date on every invoice. You can always override it.
What lands in your ledger
This is worth understanding, because Iraca deliberately does less than you might expect.
An invoice built from orders records nothing new. When you fulfilled those orders, Iraca already recorded the sale and the money the customer owes you. The invoice is the paperwork over a debt that already exists. If it recorded the sale again, your revenue would be double what you actually sold. The invoice page says so plainly, and links back to the orders where it was recorded.
An invoice you typed from scratch records the sale itself, because nothing else has. Iraca books what the customer owes you, credits the revenue, and puts any sales tax into a separate tax-payable account rather than counting it as income — tax you collect is money you're holding for the state, not money you earned.
One consequence: an invoice built from orders can't carry tax, shipping, or a discount at the header level. Since it records nothing, those amounts would be billed to your customer and never reach your books. Bill extras on a separate invoice.
Sending it
Click Email customer. Your customer gets a branded email with the invoice PDF attached and a link to view it online. Replies go to your business email — the one in Settings → Business profile — not to a no-reply address.
The link opens a clean, tenant-branded page showing the invoice and letting them download the PDF. No login. It shows them only what they already have: their own lines, totals, dates, and your business details. Your other customers, your costs, your internal notes, and your ledger are never on that page.
You can also click Copy pay link and paste it into your own email or a message.
Recording payments
When money arrives, open the invoice and click Record payment. Enter the amount, the date, and how they paid — ACH, check, card, wire, cash, or other. Partial payments are fine; the invoice moves to Partially paid and tracks the remaining balance. It flips to Paid by itself when the balance reaches zero.
Iraca records the money against what the customer owed, so the debt is cleared exactly once.
Where do I record the payment?
Once an order is on an invoice, record the payment against the invoice, not the order. The order's payment panel closes automatically, so there's no way to accidentally record the same money twice.
Orders that were never invoiced keep their own payment panel exactly as before. That works without this add-on and always has.
Fixing a mistake
Which correction you use depends on whether money has changed hands.
Nothing paid yet? Void it. Click Void. Iraca reverses whatever it recorded, releases any linked orders so you can bill them again, and leaves the reversal visible in your ledger rather than quietly deleting history.
Already been paid against? Issue a credit. Once a payment lands, voiding would strand that money, so the Void button is replaced by Issue credit. Enter the amount and the reason — "overbilled hours", "damaged in transit" — and Iraca reduces what the customer owes and lowers your recorded revenue to match. The invoice stays on file with the credit listed beneath it, so the correction is part of the record instead of a gap in it.
You can credit part of an invoice or all of it, and issue several credits over time. Iraca won't let the total credited exceed what you billed.
Credits adjust the bill, not your stock
A credit memo corrects what the customer owes. It doesn't put returned goods back into inventory. If product is physically coming back, record that separately when it arrives.
Bringing balances over from another system
Switching from QuickBooks, Xero, or a spreadsheet? Click Import balances on the Invoices page and upload a CSV of what your customers currently owe you.
Your file needs these columns: customer, invoice_number, issue_date, due_date, amount. A description column is optional. Customer names must match contacts that already exist in Iraca, so create those first.
Iraca shows you every problem it finds in one pass — a customer it can't match, an amount it can't read, a duplicate invoice number — and imports nothing until the whole file is clean. Fix and re-upload rather than discovering issues one at a time.
Imported balances aren't recorded as sales
These are balances carried over, not new business. Iraca records them against owner's equity instead of revenue. If it counted them as sales, your income statement would show a spike of phantom revenue on the day you switched systems — money you earned months ago in a different tool.
What's next
- Sending Quotes — price something before you bill it
- A/R Aging & Payment Reminders — see who's late and chase them