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How to Create an Invoice & Collect Payment

Create a sale invoice, record customer payment, and send the invoice — three related but separate steps.

Goal: A sale invoice created, payment recorded against it, and invoice delivered to the customer.
People Sales
Key conceptCreating a sale and recording payment are separate actions in Probiz365. A sale can be partially paid or unpaid (due).
Phase 1 · Create the customer (if new)
Where: Sidebar → People → Customers
  1. People → Customers → Add customer with name, email, phone.
  2. Save. Customer appears in sale dropdowns.
More detail → People
Phase 2 · Create the sale (invoice)
Where: Sidebar → Sales → Add Sale
  1. Sales → Add Sale.
  2. Select Customer, Warehouse, Status.
  3. Add products and quantities. Apply tax/discount/shipping if needed.
  4. Submit. Sale is created; stock is reduced.
More detail → Sales
Phase 3 · Record payment
Module: Sales (payments on sale detail)
  1. Open the sale from List Sales or detail page.
  2. Click Add Payment.
  3. Enter amount, payment method, and date. Submit.
  4. Repeat for partial payments until fully paid.
Phase 4 · Send invoice to customer
  1. From sale list or detail, click Email to send invoice (optional: change recipient email).
  2. Or download PDF / print for manual delivery.
Verify success
  • Sale shows Paid or Partial payment status
  • Customer received email or PDF
  • Payment appears in Reports → Payment Sales
Common mistakes
  • Invoice sent but no payment recorded — Sale and payment are separate; add payment in Phase 3.
  • Email fails — Mail Settings not configured under Preferences.