Invoicing

Build polished invoices, deliver them to customers, and monitor payment status -- built for professional accountants managing multiple clients.

Creating an Invoice

Kantivo stores every invoice securely in your database for easy retrieval and reporting. Here is how to generate a new invoice:

1. Open the Invoice Center from the sidebar navigation
2. Press Create Invoice to open a blank invoice form
3. Choose the Customer who should receive the bill
4. Define the Invoice Date and the Due Date for payment
5. Populate the invoice with one or more line items (details below)
6. Verify the calculated totals at the bottom of the form
7. Press Save to store it as a draft, or Save & Send to deliver it immediately

Line Items

Each row on an invoice represents a distinct product or service being charged. The available fields are:

• Description: A concise explanation of what the charge covers
• Quantity: How many units are being billed
• Rate: The cost charged per individual unit
• Amount: Computed automatically by multiplying Quantity by Rate
• Income Account: The general ledger account where Kantivo records the earned revenue

Sending Invoices

Deliver invoices electronically to your customers without leaving Kantivo:

1. Navigate to the invoice you want to send
2. Press the Send Invoice button
3. Examine the email preview to confirm the content
4. Press Send to dispatch it

The recipient gets a professionally formatted PDF attached to the email.

Recording Payments

Once a customer makes a payment, record it in Kantivo to keep your accounts receivable accurate:

1. From the Dashboard, select Receive Payment
2. Pick the customer who is paying
3. Specify the payment amount and the method used (check, cash, card, etc.)
4. Indicate which outstanding invoice or invoices the payment should be applied against
5. Press Save Payment to finalize the entry

Payment Schedule (Draws / Milestones)

For projects billed in stages, Kantivo lets you break an invoice into structured payment milestones. This is particularly useful for contractors, consultants, and any phased engagement.

Creating a Payment Schedule

From the invoice detail view, select + Add Payment Schedule to define your draws:

• Description: Label each draw clearly (e.g., "Deposit," "Framing Complete," "Final Payment")
• Amount: The payment expected for this milestone
• Due Date: When the draw payment is expected
• Condition: An alternative milestone trigger if a fixed date does not apply

Tracking Draws

Each draw displays its current status -- Pending, Paid, or Overdue. When you record an incoming payment, Kantivo automatically suggests the next unpaid draw so you can apply funds in sequence without manual searching.

Automated Payment Reminders

Kantivo can dispatch reminder emails on your behalf each morning at 8:00 AM for any invoices that remain unpaid. Your computer must be running at that time for reminders to go out.

Activating Reminders

1. Navigate to Settings and open Company Preferences
2. Locate the Payment Reminders area
3. Toggle on Enable Automatic Payment Reminders
4. Adjust the reminder timing to suit your collection policy

Scheduling Options

• Pre-Due Reminder: Sends a courtesy notice a configurable number of days before the due date (3 days by default)
• Overdue Notices: Follows up at 7, 14, and/or 30 days after the payment deadline has passed

Reminder Content

Customers receive a clean, professional email containing:

• The invoice number along with the balance still owed
• The original payment deadline
• How many days remain before the due date, or how many days payment is overdue
• Your business name and contact details

Invoice Status

Editing & Deleting Invoices

• Draft invoices: Fully editable and may be removed at any point
• Sent invoices: Still editable; the customer receives an update notification when changes are saved
• Paid invoices: Cannot be removed from the system -- use the void function instead to reverse the transaction

Multi-Currency Invoices

Kantivo supports issuing invoices in currencies other than your home currency, which is valuable when working with international clients:

1. When building a new invoice, pick the desired currency from the dropdown selector
2. The current exchange rate is fetched and displayed automatically
3. Every line item and total on the invoice appears in the chosen foreign currency
4. Kantivo simultaneously calculates the equivalent in your base currency so your general ledger stays accurate