Invoices & Documents
Create invoices, quotes, receipts, and other billing documents, manage customers, collect payments, and automate recurring or batch billing.
Invoices & documents help you bill customers outside the register, wholesale accounts, catering deposits, project work, purchase orders you send suppliers, vendor bills for what they charged you, or any sale that needs formal paperwork. Every document type shares your item catalog, organization branding, and a clear status from draft through paid.
Billing lives under the Money section in the sidebar: Invoices,
Recurring invoices, Batch invoices, GCT-01 helper, Service
charge pool, Tax & compliance, Customers, and Contracts. Money
also covers tax helpers next to operational documents, not a separate module.
Configure shared branding under Settings → Organization → Invoice template
and automatic follow-ups under Settings → Organization → Payment
reminders. Roles that can send documents can also share Customer portal
links (portal.*) so customers view invoices or sign contracts by email OTP.
That is separate from the Staff portal your team
uses to clock in.
Document types
GreenSails supports eight document types from a single list and editor. Use New document in the header to pick the type when creating (vendor bills are usually created from a purchase order).
| Type | When to use it |
|---|---|
| Invoice | A bill you expect to collect on. |
| Quote | A formal proposal, convert to an invoice or purchase order when accepted. |
| Estimate | Rough pricing before scope is final, also converts to invoice or purchase order. |
| Proforma | A proforma invoice sent before final billing or shipment. |
| Receipt | Proof that payment was received, often created by converting a paid invoice. |
| Purchase order | An order you send a supplier (including ones linked from Inventory). |
| Vendor bill | What a supplier charged you, see Vendor bills. |
| Credit note | A refund or account credit. Totals display as negative amounts in the list, editor, and PDF. |
All types use the same editor, filters, and delivery tools. Number prefixes for each type are configured in your invoice template.
The documents list
The main Invoices page title reads Invoices & documents. From the list you can:
- Search by customer name or document number
- Filter by type, status, overdue, archive, and customer
- Narrow by issue date or due date ranges
- Open a quick preview in the side sheet, or open the full editor
- Jump to Recurring, Batch, or Customers from the header actions
Overdue invoices are highlighted so you can spot collections work at a glance. Use the Archive filter to review documents you've filed away without deleting them.
Customers
Under Money → Customers, manage saved bill-to contacts for billing:
- Add customers manually with name, email, and address
- Click a row to edit an existing contact
- Pick a saved customer when building a document, the editor fills in their details
- Enter a new customer on an invoice and GreenSails automatically creates or links a record here
Use the customer filter on the main list to see all documents for one contact.
Document lifecycle
| Status | Meaning |
|---|---|
| Draft | Still being prepared; not yet sent to the customer. |
| Sent | Issued to the customer and awaiting payment. |
| Partial | Some payment recorded; balance still outstanding. |
| Paid | Settled in full. |
| Void | Cancelled; kept for the audit trail but not collectible. |
Keep documents in Draft until line items, tax, and dates are final. Move to Sent when the customer receives it so status and reminders stay accurate.
Building a document
Customer
Enter the customer's name, email, and billing address, or pick a saved contact from Customers. The email is required before you can send the document or grant portal access.
Document design (optional)
Override the organization default layout preset and accent color for this document only. Leave Use organization default on to inherit settings from Settings → Invoice template → Document design.
Dates & status
Set the issue date, due date, and status. Summary cards at the top of the editor show amount paid and balance due as payments are recorded.
Line items
Add lines manually or pull from your item catalog with Add from inventory. Each line carries a name, optional description, quantity, and price.
Tax & discount
Set document tax using your organization’s tax regime. On Jamaican Tax Invoices, choose a GCT category per line (standard, zero-rated, or exempt). When shelf prices are tax-inclusive, line amounts stay shelf-exact and GreenSails extracts tax for reporting. Apply an invoice-level discount as needed. Credit notes show signed negative totals. Configure regime, inclusive pricing, and service charge under Money → Tax & compliance.
Deposits (optional)
For jobs that require upfront payment, set a deposit amount with separate due dates for the deposit and the remaining balance.
Notes & terms
Add customer-visible notes and payment terms. Defaults come from your invoice template.
The editor tracks unsaved changes: save before leaving the page or downloading a PDF so the document matches what you intend to send.
Converting between types
When scope or payment status changes, convert without re-entering line items:
| From | Available conversions |
|---|---|
| Quote or Estimate | Convert to invoice or Convert to purchase order |
| Invoice (not paid or void) | Convert to receipt: marks the document Paid |
Conversion copies customer details, line items, and totals into the new type.
Duplicate, archive, and restore
- Duplicate: create a copy of any document and open it in the editor (available from the list side sheet or the full editor).
- Archive: file away finished documents to declutter the default list without deleting history.
- Restore: bring an archived document back to the active list.
Archived documents appear when you set the Archive filter to Archived.
E-signature on documents
From the document editor, open Attach signature to link a signed contract to this bill. You can:
- Pick an existing signed contract whose customer email matches this document
- Create a new contract pre-linked to this document
- Turn on Require signature before payment to block customer portal payments until the contract is signed
See Contracts & E-Signature for the full signing workflow.
Sending, portal access, and payments
Open Delivery & payments on any invoice to:
- Email the invoice to your customer
- Manage portal access: add the email addresses that may view the document online
- Record payments you receive outside GreenSails (deposit, balance, or paid in full)
- Review payment history
When you email an invoice, the customer receives a secure link. They verify their email with a one-time code, then view totals, line items, deposit schedule, and payment history. On customer invoices they can also notify your team when they've sent payment. Vendor bills and purchase orders linked from Inventory do not show that notify button, your team records payments on vendor bills in GreenSails.
Portal access is separate from sending email, add every address that should be able to open the link, such as an accounts-payable contact in addition to the primary customer.
Preview and PDF
Preview the rendered document anytime, then download a branded PDF for your records or offline delivery. PDFs use your document design settings (or organization defaults) and location branding.
Dual-currency display
On the document editor, set Dual-currency display to Off or pick a listed ISO code (USD, JMD, EUR, GBP, CAD, TTD, BBD). When the selected display currency matches the location’s secondary currency, GreenSails uses the location house rate when set; otherwise it uses the daily reference rate. Converted subtotal, tax, and total are snapshotted at save time for audit clarity. Payments and amount paid stay in the document’s base currency. Configure location house rates under Locations.
Recurring invoices
Under Money → Recurring invoices, set up schedules that automatically generate invoices from a blueprint document you choose:
- Pick the source document that defines line items and defaults
- Set the cadence, weekly, monthly, or yearly, with an interval and start/end dates
- Optionally enable auto-send so each generated invoice goes to the customer without manual steps
Pause or resume schedules from the list. Each row shows the next run date and whether auto-send is on.
Batch invoices
Under Money → Batch invoices, send the same blueprint to many customers at once:
- Choose a blueprint document
- Add recipients with name, email, and address for each customer
- Generate (and optionally send) all copies in one run
Open a completed batch to see per-recipient status (generated, sent, or failed).
Payment reminders
Under Settings → Payment reminders, configure automatic emails that nudge customers:
- A set number of days before the due date
- On the due date
- A set number of days after the due date
Add as many rules as you need. Reminders apply to sent invoices with a customer email on file.
Invoice template
Under Settings → Invoice template, configure the shared look and defaults for every document type. The page has two tabs:
Document design: default layout preset (Classic, Compact, Detailed, and themed presets such as Ocean, Midnight, and Executive) plus optional custom accent color. Individual documents can override these per the document design panel.
Template: logo and business contact details, default currency and tax rate, number prefixes for each document type (invoice, quote, receipt, purchase order, vendor bill, credit note, proforma, estimate), and default terms and footer note.
Individual documents inherit these defaults; you can still override tax, terms, notes, and design per document.
Generate from an order
For settled POS sales that need formal billing, open the order in the order journal and choose Generate invoice. GreenSails pre-fills customer and line-item context from the order so you can review, adjust, and send.
Tags
Assign org-wide tags to invoices, quotes, and other document types from the detail editor. Use the Tags column and filter on the main list to find documents by label, for example "Wholesale," "Past due follow-up," or "Q3 campaign."
Customer records under Money → Customers support the same tags, so you can align billing documents with the contacts they belong to.
What's next
Tax & compliance
Regime, inclusive prices, service charge, and TCC policy.
GCT-01 helper
Monthly Output and Input GCT working papers.
Vendor bills
Record and pay what a supplier charged on a purchase order.
Tags
Shared labels for documents, customers, and orders.
Contracts & E-Signature
Send agreements for customer signature and link them to invoices.
Item Catalog & Menu Architecture
The catalog that powers Add from inventory.
Order Management & Fulfillment
Generate invoices from settled orders.