Sales Invoices (AR)

Fr8Labs supports multiple Sales Invoice Types to match different business scenarios — from quotations and pre-billing to official customer invoices and month-end, or year-end revenue accruals.

Choosing the correct Invoice Type ensures accurate accounting treatment, correct document formats, and compliance with local tax requirements.

Sales Invoice Types

Fr8Labs supports multiple Sales Invoice Types to match different business scenarios — from quotations and pre-billing to official customer invoices and accounting period-end revenue accruals.

Choosing the correct Invoice Type ensures accurate accounting treatment, correct document formats, and compliance with local tax requirements.

Invoice Type

Purpose

Used When

Customer-Facing?

Accounting Impact

Example Use Case

Default (Sales Invoice)

Official customer billing document.

Shipment has been completed and all charges are finalised.

✅ Yes

Creates Accounts Receivable (A/R) and updates P&L.

Invoice sent to customer after job is Ops Closed.

Proforma Invoice

Preliminary invoice / quotation before actual billing.

Customer requests a cost breakdown before shipment or before official invoicing.

✅ Yes (for information only)

❌ No accounting entry. Used for preview or pre-payment request.

Used to request deposit or confirm rates before shipment departs.

Sales Accrual

Internal accounting entry to recognise unbilled revenue.

Month-end or year-end closing when job is complete but invoice not yet issued.

❌ No

Posts to Accrued Income or Unbilled Revenue account (temporary).

Shipment completed in September; invoice will be issued in October.

Deleting a Sales Invoice

Deleting a Sales Invoice should be done with caution, as it directly affects accounting records, linked jobs, and reports. Only users with the correct role permissions can perform this action.

When to Delete an Invoice

You should only delete a Sales Invoice if:

  • It was created by mistake (for example, duplicated or linked to the wrong job).

  • It contains major errors that cannot be corrected by editing.

  • The invoice has not yet been submitted or approved by finance.

Important: Once an invoice is deleted, all related accounting entries and job links are permanently removed. Always confirm with your Finance or Management team before proceeding.

Steps to Delete an Invoice


Deleting a Sales Invoice

Deleting a Sales Invoice


  1. Open the Invoice

    • Navigate to Accounting → Sales Invoices.

    • Locate the invoice you wish to delete (you can use filters such as Customer Name, Invoice Type, or Status).

  2. Check Invoice Status

    • Only invoices in Draft or Cancelled status can be deleted.

    • If the invoice is already Submitted, you must first Cancel it:

      • Click Actions → Cancel to revert it to Cancelled status.

  3. Delete the Invoice

    • Click Actions → Delete.

    • Confirm the deletion when prompted.

  4. Verify the Deletion

    • The invoice will be removed from the list view.

    • Any linked charges or accounting entries (if previously posted) will also be cleared.

What Happens After Deletion

Scenario

Effect

Invoice was Draft

Record is deleted with no accounting impact.

Invoice was Submitted, then Cancelled

Accounting entries are reversed before deletion.

Invoice was Linked to a Job

The job’s Accounting Tab will no longer show the deleted invoice.

Invoice had Customer Payments Recorded

You must first delete or unassign the payment before deleting the invoice.