Issue Invoices and record payments

Product Zbix CRM · Version 1.2.0 · Source reviewed · Reviewed 28 October 2026
Audience CRM users and sales teams · Deployment All supported models

Overview

Invoices are created from eligible Sales Orders or recurring billing runs. Their Draft, Approved, Issued and Voided lifecycle is separate from the displayed payment state. Payment records are internal records requiring reconciliation.

Purpose

Review an invoice, issue its controlled number and record a payment reference without treating the CRM as a bank settlement service.

Prerequisites

• Invoice view/edit access and approve permission for lifecycle decisions and payment entry.

• An eligible Sales Order or generated recurring-billing invoice.

• Approved payment evidence before recording money.

Procedure

1. Open the source order or billing run to create/find its draft invoice, then open Sales > Invoices.

2. Review dates, terms, customer, currency and line totals. Only draft dates, payment terms and notes can be edited through the invoice editor.

3. Approve the draft, then Issue the approved invoice after final review. Issuance allocates its invoice number and captures its document artifact.

4. Download or preview the PDF. Transmit it only through an explicitly chosen communication process.

5. For an issued invoice, choose the payment action. Enter a positive amount within the outstanding balance, the payment date and a meaningful reference.

6. Save and inspect payment history and the derived Partially Paid/Paid/Overdue display. Reconcile the entry against the actual payment source.

Expected result

The invoice preserves its issued snapshot and append-only payment history.

Screenshots and diagrams

SS-019 · Invoices list. Demonstration capture, 28 October 2026. Select the image to enlarge.

Important notes

• Recording a payment does not charge a customer, contact a bank or prove settlement.

• Invoices with recorded payments cannot be voided. Credit notes, payment deletion and reversal workflows are not provided by this lifecycle.

• A return from Approved to Draft or a void requires a reason. An issued number is not reused.

• Overdue and paid labels are derived from dates and recorded balances; they are not a separate editable financial snapshot.

Troubleshooting

• Payment exceeds balance: compare amount, currency precision and earlier payment history.

• Cannot void: check for recorded payments and escalate through your finance process.

• Number absent: the invoice may still be a draft or approved but unissued.

• Wrong terms on an issued invoice: do not overwrite the stored snapshot; obtain an approved correction process.

Related articles

• Create and progress Sales Orders

• Billing Runs

• Recurring Billing

• Design customer document templates