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 Quick create menu on the sidebar.
This will open the invoice creation tool.
Step 1 of 2 – 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.
Choose payment method
Select:
On Demand – (Card, GooglePay, ApplePay, Pay by bank)
Auto Collect – (Direct Debit)
Note: Auto Collect only takes effect once the customer signs the direct debit mandate.
Set due date or target settlement date
Choose either a Due date (e.g. 26 Jun 2025) or a Target settlement date (e.g. 02 Jul 2025).
Target settlement date is the date when you'd like to have money paid out to your account, if the payment is successful. This is the earliest possible date for the payment to be settled given that the customer has an active direct debit mandate.
Add 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 ‘Next step’ to move on.
Step 2 of 2 – Manage delivery and reminders
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 or click to edit in settings. This defines how invoice reminders are sent.
Send invoice
Click Send now when you’re ready to issue the invoice.
Click Discard at any time to cancel your invoice creation.
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.