Customer Invoicing
Easy Books will generate an invoice in PDF format, which you can print or save and email to your customers. If the sale is marked as a credit note, a full credit note is produced instead.
You can set your own company logo or headed paper, the from-address, customer address, invoice number, reference (PO), date, payment terms, page footer and item lines. You can also change the name of your VAT scheme (useful if you use GST), and you can change title of the invoice too, so you can change the "Sales Invoice" to read "Tax Invoice" if you prefer.
To produce a PDF invoice, select the sale in the sales list and use the context menu to Send Invoice. If you have already set the address information for the customer, you won't need to edit anything, just save or print the invoice. If you do need to make changes to the fields, click on the button at the top left of the invoice marked Show field editor. The window stretches to allow you to make changes and the invoice is updated as you type.
Your Address
If you haven't already set your business address, enter the address as you would like it to appear on the invoice, using the return key to separate each line. You can also add your office phone number and/or email address at the bottom of the address.
Company Logo / Headed Paper
There is a space of 2cm height (0.8") by up to 17cm (6.7") wide at the top of the invoice. This space is reserved for your company logo. The image you provide is scaled to the height available, and aligned on the right of the page. The business address is indented 4cm from the right side of the logo, so the best size for a company logo is 4 x 2 cm, or about 400x200 pixels. You can of course produce a complete 17cm x 2cm image for the whole top of the page. You can lay out the logo in whatever position suites you, aligning something in the image to the address would mean putting it at 13cm from the left side. If the image is less than 4cm wide, the image is aligned with the left hand side of the address.
The image above shows the key dimensions for a good header image. The file is listed in the attachments section below, so you can download it as a template for your own image.
To set the logo in Easy Books, you pick from images stored on your disk. Either drag the image into the logo field, or use the + button to select a picture from disk.
Footer
The footer occupies the bottom 1cm of the page. It is usually given over to the company registered address, the registration number and VAT registration number.
Customer Address
This address is stored against the customer record, so you only need to enter it once for each customer.
Their Reference
If your customer uses Purchase Order numbers, or use a reference number for your account with them, you can enter this in Easy Books. This is printed on the invoice or credit note.
Terms
The payment terms occupy a space towards the bottom of the page. You would typically use this to assert your payment terms, such as "Payment is due 14 days from date of invoice". You can also include your bank details for your customer to make direct transfers, and a note that all amounts are in your chosen currency; for example "All amounts above are in US Dollars".
You can set your business standard terms, which apply when there are no specific customer terms set. This helps reduce the amount of data to enter if you use the same terms for all (or most) customers. To do this, set the terms in the settings for your business rather than the customer.
Invoice Output
The invoice is produced in PDF format. A DRAFT image appears over the invoice so you can try the feature out fully. To remove the image, you can purchase the "Customer Invoicing" add-on. The invoice lists each line item and adds pages as necessary.
You can view an example invoice produced by Easy Books by downloading the PDF below.