Customer Invoices and Sales Receipts Guide

When to use each sales document, how to enter items and discounts, and how to save, print, email, PDF, and collect payment correctly.

Sales Customers End-User Guide

Overview

Customer Invoices and Sales Receipts are both used to record sales to customers, but they are used in different business situations.

Customer InvoiceUse when the customer will pay later or on account
Sales ReceiptUse when the sale and payment happen together
Shared featuresItems, discounts, VAT, printing, PDF, email, and document attachments

Which One To Use

Document Use It When Typical Example
Customer Invoice The customer will pay later, or you need to track an amount due. Credit customer, project billing, month-end billing.
Sales Receipt The customer pays now and you want the sale and payment in one document. Counter sale, cash sale, card sale, quick walk-in sale.

Customer Invoice Workflow

Tab Path: Customers > Customer Invoice
  1. Select the customer. QBM can then show related customer information and open quotes, orders, or invoices on the side panel.
  2. Review the invoice date, reference, addresses, and terms.
  3. Add items manually, or bring items from selected quotes, sales orders, or other related documents when available.
  4. Review quantity, unit, price, location, job, line discount, and VAT code for each line.
  5. Apply document-level discount or bulk discount only if needed.
  6. Review subtotal, VAT, and grand total.
  7. Save the invoice, then print, preview, email, PDF, or continue to payment collection.
Tip: Customer Invoices can also work with credits and payment follow-up. Use this document when you need a clear accounts receivable record.

Sales Receipt Workflow

Tab Path: Customers > Sales Receipt
  1. Select the customer if needed. For some quick sales, the customer may be optional depending on your process.
  2. Enter the sold items and review quantity, unit, location, price, discount, and VAT.
  3. Review where the payment should go, such as Undeposited Funds or a selected account when QBM asks for deposit handling.
  4. Review the delivery address if the receipt also needs delivery information.
  5. Save the receipt and print it immediately when needed.
  6. If later required, reopen the saved document and use PDF or Email from the main output actions.
Important: A Sales Receipt is the right choice only when payment is part of the same transaction. If the customer will pay later, use a Customer Invoice instead.

Important Fields And Controls

Area What To Check
Customer Make sure the correct customer is selected so the right pricing, addresses, open documents, and contact details are used.
Reference Use this for customer PO number, order reference, or internal sales reference when needed.
Terms Important for Customer Invoices because it affects credit follow-up and the payment expectation.
Item Lines Check item, description, location, quantity, unit, price, discount, VAT, and job before saving.
Line Discount Use when only a specific item line should be discounted.
Document Discount Use when you need one overall discount on the whole document.
Bulk Discount Use when your pricing policy applies a broader product or quantity discount across the document.
VAT Check the VAT code and totals carefully before saving or sending the document.
Customer Note Useful for printed instructions, order notes, or special handling comments.

Print, PDF, Email, And E-Invoicing

After saving, you can use QBM output options according to your workflow.

  • Print: use for immediate paper output or print preview.
  • PDF: use after saving the document when you need a file copy.
  • Email: use after saving when the document should be sent to the customer electronically.
  • E-Invoicing: if your company uses PintAE or another e-invoicing workflow, save the document first and then use the e-invoicing action.
Good practice: review totals, VAT, and customer details before using Email, PDF, or E-Invoicing so the saved document is already correct.

Best Practice

  • Use Customer Invoices for credit sales and Sales Receipts for immediate payment sales.
  • Bring items from quotes or orders when available to reduce manual entry mistakes.
  • Use line discount for item-specific pricing and document discount only when the whole sale should be adjusted.
  • Save the document before Email, PDF, or E-Invoicing actions.
  • Review customer information, delivery information, and VAT before printing or sending.