To save time when creating invoices, we highly recommend heading over to your Invoice configuration settings to define your default invoice preferences.
To begin, simply click Invoice under the Create menu on the sidebar.
This will open the invoice creation tool.
Step 1 – Create invoice content
Step 1 – Create invoice content
Your invoice is autosaved, so you can safely exit and return later.
Select the customer
Use the Customer field to search for or add a new customer.
Fill in invoice details
Invoice number: Once a customer is selected, this will pre-populate based on your default numbering settings. You can edit if required.
Issue date: Defaults to today’s date – adjust if needed.
Due date
Add invoice line items
Add one or more items to the invoice. You can choose an item from your Product catalogue or create a new item.
A line item must have:
Description: Short name of the product/service (e.g. “Item”).
Quantity: Number of units (e.g. 1).
Unit price: Enter the price (e.g. £100).
Tax: Choose applicable tax rate (e.g. 20% VAT).
Totals (Subtotal, Tax, and Total) are calculated automatically.
Preview the invoice
A real-time preview appears on the right so you can check everything’s correct.
Click ‘Review invoice’ to move on.
Step 2 – Review invoice
Step 2 – Review invoice
Confirm payment method
Your selection carries over from Step 1.
If you select Auto Collect and no mandate is yet set up, Adfin will handle the authorisation process with the customer and send out a mandate automatically when the invoice is sent.
Choose a workflow
Select a workflow (Auto Collect or On Demand). This defines how the invoice is collected.
Send invoice
Click Finalise and send when you’re ready to issue the invoice.
Click Discard at any time to cancel your invoice creation.
Accounting software integration
Accounting software integration
If you're connected to your accounting software (e.g. Xero or QuickBooks), any new invoices you create in Adfin will automatically be pushed to your accounting software.
Once the invoice is successfully linked back to your accounting software, you’ll see a corresponding event recorded in the invoice activity log.
You can also refer to the far right column in the invoice table for confirmation that the invoice is linked back to Xero.
We'll keep the invoice data synced between the two platforms. If you make amendments in Xero, for example, applying a credit note - these updates will also be reflected in Adfin automatically.
In your Xero connection settings, you can select the sales account for invoice payments pushed to Xero (you'll find this under Advanced settings).
Note, Xero doesn’t allow us to push payments to the accounts managed by Xero (e.g 610). These accounts will not be displayed in the list.