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Create an invoice and record a payment

Email an invoice with VAT, record the payment, and credit or void it. 2 minutes.

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Open your invoices

Sales reps start in the Sales workspace. Owners and accountants press Sales beside Workspace at the top of the screen. Then open Invoices in the menu. Customers and Sales Outbox are in the tabs at the top of the page.

Owners and accountants can also start from the Accounting Overview: New invoice, in the shortcuts beside the title, opens a new invoice. To find an invoice, type its number in the search box below the shortcuts. It finds customers too.

The figures at the top show what customers owe you, how much of it is overdue, and how many drafts you have. Press one to see those invoices. The tabs over the list (All, Unpaid, Overdue, Paid, Drafts and Void) do the same in one click, and you can narrow them by customer, invoice number or issue date.

Start an invoice

  1. Press New invoice.
  2. Choose the Customer. For a new customer, press New customer, type the Customer name and press Save customer. Only a name is needed.
  3. Leave the Income account as it is unless your accountant uses a different one. It's the account in your books where the sale is recorded.
  4. Check the Issue date and choose a Due date. Anything you type in Notes appears on the invoice.

Add the lines and VAT

For each line, type the Description, Qty and Unit price (TT$), then choose the VAT treatment:

  • Standard adds VAT on top of the price, at the VAT rate shown (your usual rate, such as 12.5).
  • Zero-rated, Exempt and Out of scope add no VAT. Use the treatment your accountant gives you for the item.

Press Add line for another line, or Remove to delete one. The Net, VAT and Total update as you type.

If your business isn't set up for VAT, the VAT columns are hidden and a note says why. Only the business owner can switch VAT on: press the account button at the foot of the menu, then Settings › VAT.

Bill in US dollars or another currency

For a customer who pays in another currency, choose it under Currency on the invoice, such as USD. The customer sees that currency; your books record the TT$ value.

  1. Under TTD for 1 USD, type the rate to book it at, such as 6.78.
  2. If your bank takes a fee when the money comes in, type it under Conversion fee (%) or Conversion fee (TT$). It comes off the TT$ value in your books, not off the invoice.
  3. To book an exact TT$ amount instead, type it under TTD value (TT$). The amounts on the invoice don't change.

The posted invoice shows the TT$ value under In your books. A customer set up in Time billing brings their currency, rate and fees to each new invoice.

Choose the invoice number

Leave Invoice number as it is and the invoice gets the next number in your sequence when it's posted. The note under it shows that number, Next in sequence.

To use a different number, for example one from your old system, type it, up to 30 characters. A number can't be used twice; if it's taken, PaySuiteTT says which invoice has it. Use next number puts the sequence number back. The number locks once the invoice is posted.

To choose where the sequence continues, press Invoice design on the Invoices page. Under Invoice numbers, set the Prefix and Next number, and press Save numbering.

Save it as a draft

Press Create draft. A draft isn't in your books yet. To change it, press Edit draft at the top of the invoice, make your changes and press Save changes, or Cancel to leave it as it was. Press Download draft PDF to check how it looks.

Post the invoice

When it's final, press Post invoice at the top of the invoice, then Post invoice again in the box. Posting records the sale and its VAT in your books, and locks the invoice.

Email it to your customer

  1. On the posted invoice, press Email invoice. On a draft, the same button reads Post and email…: check the email, press Post and send invoice, then Post and send in the box. The invoice is posted to your books and sent in one go.
  2. Check To. It fills in from the customer's record. If it's empty, type the address, or add it to the customer so it's there next time.
  3. Check the Subject and the Message. The invoice PDF is attached for you.
  4. Press Send invoice. It emails the invoice to your customer straight away, with the PDF attached.

Your customer gets it from "your business name via PaySuiteTT", and their replies come to your email address. To give the invoice to them another way, press Download PDF.

Record a payment

When the customer has paid the whole invoice, press Mark as paid at the top of the invoice, then Mark as paid again in the box. It records the full balance as received today by bank transfer into your main bank account, and the invoice then shows Paid. On a draft, it posts the invoice first.

For a part payment, or a different date, payment method or account:

  1. On the posted invoice, press Record payment.
  2. Amount received (TT$) starts at the full balance. Type a smaller amount for a part payment.
  3. Check the Date received and choose the Payment method.
  4. Under Deposit to, choose the bank or cash account the money went into.
  5. Type a receipt number or transfer reference in Notes (optional) if you have one.
  6. Press Record payment.

The figures at the top of the invoice show the Total, what's been Paid and the Balance due, and the Payments list beside the invoice shows each payment.

On an invoice in another currency, type what the customer paid under Amount received (USD). Under TTD received (optional), type what actually reached your bank in TT$. If it's more or less than the invoice was booked at, the difference is recorded as an exchange gain or loss.

Credit part of an invoice

A credit note lowers what a customer owes on a posted invoice, without cancelling it. Use one when the invoice was right but the customer should now owe less: a price change, returned goods or a discount.

  1. On the posted invoice, press Issue a credit note under Credit notes beside the invoice.
  2. Type the Amount to credit (incl. VAT). It can be up to the balance still due.
  3. Check the Credit note date. It can't be before the invoice date.
  4. Type the Reason (shown on the credit note).
  5. Press Issue credit note, then Issue credit note again in the box.

The credit note gets its own number (for example CN-2026-00001) and is posted to your books straight away. It lowers the balance due, your sales and the VAT you owe, from its date. Press PDF beside it to download it.

A credit note can't be edited. To cancel one, type the reason in Why void it?, press Void, then press Void credit note.

Void an invoice raised in error

An invoice with payments or credit notes can't be voided. First press Reverse on each payment, then Reverse payment, and void each credit note. Then press Void invoice at the foot of the column beside the invoice, and Void invoice again in the box.

The invoice stays in your records marked Void, and its entry in your books is reversed. You can't undo this.

Bill a customer for tracked time

When your team tracks time on a customer's projects, PaySuiteTT can turn it into invoice lines. Set the customer up once:

  1. Press Time billing in the menu, then Set up a customer.
  2. Choose the Customer and type the Hourly rate. Leave it empty to use each project's own rate.
  3. Set Days per invoice, such as 7 for weekly invoices.
  4. For another currency, choose the Invoice currency and type the rate under TTD for 1 unit, with any conversion fees.
  5. To number their invoices by customer and period, type a short Invoice number prefix, such as QOS. Their invoices are then numbered like QOS-20261012-1018.
  6. Under Bills time from these clients, tick the clients whose time this customer pays for, and choose One invoice line per project, task or one line.
  7. Press Set up billing.

The customer's row shows the time Unbilled and the date it's Billed to. Press Draft invoice: it makes a draft for the next period and opens Add tracked time with that period chosen. Check the hours, press Add lines, then Save changes, and post and send it as usual.

To add time to any draft by hand, press Edit draft, then Add tracked time. Choose the work and the Period, check the hours, and press Add lines. The same time can't go on two invoices.

An invoice with tracked time has a work report: the hours behind each line. On the invoice, press invoice and report in one PDF to send both together, or report only.

Charge a customer on a schedule

For a charge that repeats, such as a monthly hosting fee or a yearly renewal, open Recurring charges from the tabs at the top of Invoices.

  1. Press Add recurring charge and choose the Customer.
  2. Type the Description on the invoice and the Amount.
  3. Under How often, choose Monthly or Yearly and how many months or years apart, then the Next date to bill. An End date (optional) stops it.
  4. Press Add recurring charge.

On each due date the charge is added as a line to the customer's draft invoice, with the due date in its description. Nothing is posted or sent by itself. Press Pause to stop it for a while, and Resume to carry on.

Keep your customer list

Open Customers from the tabs at the top of Invoices. Press Add customer, type the Customer name and any other details, and press Save customer. If you also buy from this business, choose Customer and vendor under Usage.

To change a customer's details, press Edit on their row, make your changes and press Save changes.

Import invoices from another system

Open Invoices and press Import. Only the owner or an accountant can import.

  1. Choose whether the invoices are already in another system's books. No: live invoices come in as drafts, or posted if you tick Post on import. Yes: history from another system keeps them for your records and statements without counting the income again; enter the Cut-over date, the last day of your old books.
  2. Choose where the file comes from: the PaySuite template, a Zoho Books or Zoho Invoice export, or another spreadsheet. Under Invoices file, choose it. Rows with the same invoice number become one invoice.
  3. Check the columns. For invoices paid in parts, pick the Payments sheet or add a payments file.
  4. Press Check invoices. Choose who each customer is under Import as; PaySuite suggests a close match.
  5. If a number is already used in PaySuite, press Back to columns and type a prefix under Add to the front of every number.
  6. Press Import.

To bring in a single invoice you issued elsewhere, open New invoice and press Import from PDF. Choose the PDF, check what was read, and press Create draft. The PDF stays on the draft.

History invoices are marked Imported history. What was still unpaid on the cut-over date goes into your books once, as an opening balance, and payments you record on them later post as normal. To take an import back out, open it from Past imports and press Undo import.

Good to know

  • A posted invoice can't be edited. Issue a credit note if the customer should owe less, or void it and create a new invoice if it was wrong.
  • A payment can't be more than the balance due.
  • To put your logo on invoices and credit notes, press Invoice design on the Invoices page. Choose left, centre or right, set the size, and press Preview PDF to check it.

What's next

Next, record what you spend with Record bills and expenses, and see the VAT you owe in VAT and tax forms.

Next: Bill a customer for tracked time