Skip to main content
Invoices record revenue and open balances in accounts receivable. adorabl supports draft-and-post invoicing, first-class credit and debit memos, write-offs, and full-invoice credits — all from the Invoices list and individual invoice records. Invoices for shipped goods are created for you: when a fulfillment ships in full, adorabl creates the AR invoice from the shipment automatically. Manual entry is for service and non-stock billing, memos, and corrections. See Invoicing from fulfillment.

​
Prerequisites

Before you create invoices:

​
Invoice statuses

Save is disabled when there are no unsaved changes, preventing accidental re-posts.

​
Create and post an invoice

1

Open Invoices & Adjustments

  1. In the sidebar, open Accounts Receivable.
  2. Click Invoices & Adjustments.
The Invoices list shows every AR transaction — invoices, credit memos, debit memos, and write-offs — with Transaction No., customer, amount, Transaction Date, due date, type, status, and optional payment-prediction hints. Filter by Type to see only memos.
Credit memos, debit memos, and write-offs are first-class transactions you create from the Invoices list with New Transaction and edit like an invoice. The separate Adjustments tab has been retired.
2

Create a new invoice

Click New Transaction and choose Invoice.adorabl opens an invoice record with:
  • Transaction type (Invoice, Credit Memo, Debit Memo, or Write-off)
  • Customer selector (required)
  • Terms (required) — filled from the customer’s default terms, or from the sales order when you invoice from one. Change it on the invoice if this transaction differs. adorabl will not save an invoice without terms, so the Due date and any cash discount date are always derivable.
  • Invoice date and computed Due date from the terms
  • Cash discount date, calculated from the terms code when it carries an early-payment discount (for example, 2/10 Net 30)
  • Optional Transactions to Apply grid when you bill from sales orders or shipments instead of entering lines manually
  • Line grid for items, description, quantity, UOM, unit price, and revenue GL segments
When a cash discount applies, the invoice header also shows If Paid Today — the open balance minus the discount percent. The figure only appears through the cash discount date; after it lapses, or on credit memos and voided invoices, adorabl displays the full open balance.
3

Bill from sales orders or shipments (optional)

Shipped stock lines are invoiced automatically, so use this path for consolidations or for sources that did not auto-invoice. On a new invoice, leave Create Standalone Invoice unchecked and use the Transactions to Apply grid:
  1. Select the customer — adorabl loads billable sales orders or shipped fulfillments.
  2. Enter the quantity to bill on each source line.
  3. Click Save to create a consolidated invoice from the selected sources.
Consolidated invoices preserve links to the underlying orders and shipments. Line editing is limited once sources are allocated — create a new invoice if you need a different consolidation.
4

Add lines

On the line grid:
  1. Pick an item from the catalog to auto-fill description, price, default UOM, and revenue GL segments — or enter a free-form line.
  2. Choose UOM when the item supports multiple units — adorabl converts quantity and price using the item’s conversion factors.
  3. Enter quantity and confirm unit price; line total calculates automatically.
  4. Add rows as needed; invalid cells block save.
5

Save draft or post

  • Save as Draft — keeps the invoice editable with no GL posting. A draft still needs a customer, a date, terms, and at least one valid line.
  • Save — creates the AR journal entry, assigns the invoice number, sets status to Open, and updates customer open balance.
After posting, the invoice shows a journal entry reference and unlocks payment, dunning, and pay-link actions. Posted invoices display a Balance due row in the totals panel, showing the outstanding amount after applied payments and credits. Every change is listed on the Activity tab — see Audit log and record history.
6

Send or collect (optional)

On a posted open invoice you can:
  • Generate pay link — creates a signed hosted payment URL for the customer
  • Review the Dunning panel for reminder history and pause controls
  • Record payment inline or from Incoming payments
Hosted card capture uses a demo stub provider today. Pay links record intent and support manual reconciliation workflows until a live payment provider is connected.

​
Create a credit memo, debit memo, or write-off

Credit memos, debit memos, and write-offs are transaction types on the invoice editor, so they post, apply, and reverse just like invoices.
1

Start a memo

From the Invoices list, click New Transaction and choose Credit Memo, Debit Memo, or Write-off. The editor mirrors the invoice layout with a matching transaction label.
2

Choose standalone or applied

  • Leave Standalone off and add application rows to apply the memo to open transactions.
  • Turn on Standalone Credit Memo or Standalone Debit Memo to post the memo to the customer’s balance without tying it to a specific transaction. Write-offs are always applied to the invoice they clear.
Set the Offset Account so adorabl knows which GL account balances the AR control posting. A live journal entry preview shows the resulting debits and credits before you post.
3

Apply to open transactions

In the Transactions to Apply grid, allocate the memo against open invoices (and, for debit memos, open credit memos). Turn on Auto-Apply to Transactions to let adorabl allocate the full balance oldest-first, or Create Payment to record a matching payment as you post.
4

Save or post

  • Save as Draft — keeps the memo editable with no GL posting.
  • Save — records the journal entry and applies the memo. Posted, unapplied memos sit on the customer account until applied via Incoming payments.
Posting a credit memo that fully covers its target invoice closes both transactions together. Open debit memos are also eligible payment targets on Incoming payments.

​
Copy an invoice or memo

Use Copy transaction in the header to start a new draft from an existing invoice, credit memo, or debit memo. The copy is dated today and keeps the customer, terms, lines, and units. Posting state, applications, source-order links, and reversal links are not copied.

​
Application history

Once an invoice, memo, or payment is closed, its editable applications grid is replaced by a read-only Application History tab that lists every credit, debit, adjustment, and payment applied to the document, so you keep a clear audit trail after settlement.

​
Credit an invoice in full

For eligible open invoices, use Credit in full from the invoice list or invoice detail. adorabl creates a matching credit memo, applies it to the invoice, and offers an undo window. A customer return posts its own credit memo against the original invoice. Inventory restock happens on the return when you receive the goods, not on the credit memo alone.

​
Discard a draft invoice

Draft invoices that were created in error can be removed before they touch the general ledger.
Delete is only available while the invoice is in Draft. Once posted, use a credit memo, void, or reversal instead — deleting posted documents would break audit history and GL balances.

​
Example: Trail Ridge Outfitters

Trail Ridge posts invoice INV-1048 to Aspen Sports Co.:
  • Invoice date: March 1
  • Terms: Net 30 → due date April 1
  • Posted total: $1,176.00
  • Journal entry posts to 1200 · Accounts Receivable and revenue
When Aspen returns six fleeces, Trail Ridge issues a Credit memo CM-1012 for $228.00 linked to INV-1048 rather than voiding the original invoice.

​
List view shortcuts

Status tiles at the top of the Invoices list show live counts for Draft, Open, Partial, Closed, and Voided. Click a tile to filter the table; click Show all to clear the filter. Tile counts combine with search — they do not replace it. Imported pre-cutover invoices and memos appear in the list with a Migrated badge when your organization loaded legacy AR history.

Customers

Set up bill-to accounts, terms, and contacts before invoicing.

Incoming payments

Apply customer receipts to posted invoices.

Collections & dunning

Manage overdue follow-up and pay links in reminders.

Recurring billing

Generate repeat invoices on a schedule.

​
Troubleshooting

Confirm the header has a customer, date, and terms, and every line has valid quantity, price, and GL segments. Check for red validation markers on the line grid.
The invoice date falls in a closed period, or AR posting is closed for that period. Either change the invoice date to an open period or reopen the period in Fiscal calendar if your policy allows.
Every invoice needs Terms. Pick a terms code on the header, or set default terms on the customer so new invoices fill them in automatically.
Open the sales order and expand the workflow summary in the Details header. Orders with stock lines invoice only after a fulfillment is posted — and adorabl creates that invoice for you, one per shipment. Service-only orders have no fulfillment; invoice them with Create from Sales Orders.
Partial shipments do not invoice; the invoice arrives when the fulfillment ships in full. If the fulfillment shows Invoice pending – error, open it and fix the cause named in the alert (usually a missing revenue account) — adorabl retries automatically. See Invoicing from fulfillment.
Due dates compute from invoice date + customer payment terms days. Update terms on the customer record or override due date on the invoice before posting.
The invoice must be Open or Partial with no existing full credit. Voided or already-credited invoices are not eligible.
Confirm the memo is posted and has an application row against the target invoice (or use Auto-Apply to Transactions). Unapplied memos sit on the customer account until allocated via Incoming payments.