Invoices

Invoices are how you bill customers and track what they owe. Each invoice posts a double-entry accounts receivable journal entry when finalized and moves from draft to paid. Built for partial payments, bank-transaction matching, aging visibility, and clean reconciliation — not just a PDF.

Key capabilities

• Line items from product variants or custom items, with revenue and inventory deduction
• AI extraction from pasted text, PDFs, images, Excel, or CSV via Upload & Extract
• Bulk CSV import and Batch Create across multiple customers
• Finalize to lock, assign a number, and post AR; void to post a reversing entry
• Email delivery with optional PDF, custom message, CC-to-sender
• Custom PDF templates: a DayZero-rendered invoice PDF with your business's footer text and banking/payment-details block (per-customer footer overrides supported) — works for any invoice, drafts included, no Stripe required
• Partial and split payments via Record Payment
• Payment matching auto-links high-confidence bank transactions
• AI Deposits sidebar of likely customer deposits
• AR Aging with Current / 1-30 / 31-60 / 61-90 / 91+ buckets
• Scheduled tab listing upcoming invoices from recurring schedules and contracts
• Collections tab for overdue invoices, with a Send payment reminder action
• Cash Receipts tab for weekly deposit reconciliation
• Bulk actions on selected invoices: Send Email, Mark Paid…, Void, Delete
• Credit memos reduce balance due alongside payments
• Optional Stripe-hosted PDF and online payment link

How it works

An invoice starts as a draft, becomes Open when finalized (posting AR), then closes as payments and credits are applied.

flowchart LR
  draft["Draft"] --> open["Open"]
  open -->|"partial payment"| partial["Partially paid"]
  open -->|"full payment"| paid["Paid"]
  partial --> paid
  open -->|"cancel"| void["Void"]

How to use it

1. Open Invoices and click Create Invoice.
2. Select a customer — payment terms and contact info default from the record.
3. Add line items and set a due date.
4. Save as draft or Finalize to lock, assign a number, and post AR.
5. Open the finalized invoice and click Send Email to email it (optional PDF and CC).
6. Record money with Record Payment, linking a bank transaction and amount. See Invoice Payment Linking for splits, fees, and fixing mistakes.
7. Use AR Aging for overdue balances, Collections to chase them, Scheduled for what is coming, and Cash Receipts for weekly deposits.
8. Pull invoices from documents via Upload & Extract, Bulk Import, or Batch Create.
9. Tick several rows to Send Email, Mark Paid…, Void, or Delete them together. Click Outstanding or Overdue at the top to filter the list.

Pro tips

• Line items, due date, and customer change only while Draft — void and re-create to fix a finalized invoice.
• Run payment matching with auto-match on for high-confidence deposits; review the rest from suggestions.
• One deposit can pay several invoices — record partial allocations until fully applied.
• Removing a payment recalculates status automatically.
• Credit memos count toward balance due and can fully pay an invoice on their own.
• New invoices need a due date in the future and within 180 days. To load invoices that were already issued and came due, tick "These invoices were already issued (historical import)" in Bulk Import: they are kept out of Stripe, so nothing is sent to or charged to the customer, and past due dates are accepted. Add Finalize invoices after import to post them locally.
• On a finalized invoice, Defer Revenue moves revenue into a liability and releases it over time; see Deferred Revenue.
• Stripe PDF and payment links exist only for finalized, Stripe-linked invoices.

In-depth guide

Status

Only draft, void, and uncollectible invoices can be deleted. Mark Paid… is for payments received outside DayZero, and Mark Unpaid reverses a manual one (Stripe payments are corrected in Stripe).

Overdue is any unpaid, non-void invoice past its due date.

Payments and accounting

• Record Payment links a bank transaction with an allocated amount.
• One transaction can split across multiple invoices; one invoice can receive multiple partial payments.
• Finalizing debits Accounts Receivable and credits Invoice Sales; with unit costs, also books COGS against Inventory.
• Voiding posts a mirror entry with debit and credit swapped.
• Payment matching surfaces likely links; auto-match creates records for high-confidence matches. Suggestions can be Pending, Accepted, Rejected, or Expired.
• AR Aging groups per-customer balance into aging buckets. Cash Receipts reconciles weekly deposits vs amounts applied.

AI extraction builds draft invoices from uploaded documents. A collections workflow drafts reminder emails for overdue invoices by days past due.

Draft cleanup and cross-business compare

Many draft invoices can be deleted at once, either by selection or for a due-date range (500 per call). Only drafts can be deleted: if the selection includes anything else, nothing is deleted (developers can do this over the API; see the Invoices API guide). Regent can also compare invoices across two businesses: it lists the invoice numbers one business has that another lacks, with amount, customer and due date, plus numbers whose totals differ; it needs read access to both businesses.