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EVRST Invoice

Help & Troubleshooting

Common Tasks: How-To Guide

Step-by-step answers to the most common tasks.

Maintained by , Founder · Updated

I Made a Mistake on an Unpaid Invoice - How Do I Fix It?

  1. Open the invoice in your Invoices list

  2. Click to view details

  3. Click the edit pencil icon

  4. Adjust quantities, prices, or items as needed

  5. Click Save

  6. If it was already sent to the customer, you may want to send an updated copy

I Received a Partial Payment - How Do I Record It?

  1. Open the invoice

  2. Click Record Payment

  3. Enter the amount received

  4. Choose the payment method (cash, check, transfer, etc.)

  5. Save

EVRST tracks this as Partially Paid. The balance owed remains visible in your Aging report.

You cannot record more than is still owed. If a customer hands over more cash than the bill, enter the amount owed as the payment and put the cash you were given in Amount Tendered; EVRST works out the change. The extra cash is change, not a payment, and it never counts towards what the invoice has been paid.

I Need to Issue a Credit Note (Refund)

  1. Open the paid invoice

  2. Click Create Credit (or Create Refund)

  3. Select the lines to credit back

  4. Optionally process a refund payment

  5. Save

EVRST creates a credit note with its own number, for example CN-2026-0001. It references the original invoice, lists the lines coming back, and shows the tax being reversed. Print it on A4 or on your receipt printer from the invoice screen, or from Credit Notes in the sidebar, and give it to the customer.

The original invoice is never rewritten. It keeps the figures it was issued with, and gains a short block listing the credit notes raised against it and what is left after them. That block prints on both the A4 sheet and the receipt-printer slip, so a walk-in customer handed a slip can see the refund on it. This is deliberate: an invoice records a sale that happened on a date and has already gone into your tax return, so it is not restated later. The credit note is the document that records the reversal, which is what the tax rules ask for.

Stock is adjusted if you chose to return the goods to stock.

Refunding an overpayment is different. This happens when an invoice was paid in full and then edited down, so the money you already collected is more than it now comes to. Handing that surplus back is not a return of goods, so EVRST issues a refund receipt instead of a credit note. It carries no tax lines, because no sale was reduced. Open the invoice, click Refund overpayment in the orange banner, and confirm. The amount comes pre-filled with the whole surplus; lower it if you are only giving part back now, and the banner will keep showing the rest until it is settled.

Refunds taken before this feature existed were given numbers automatically the first time you opened the updated app, so your older ones can be printed as well.

Finding a Credit Note Later

Credit Notes in the sidebar lists every one you have raised. Narrow it to a period, to a customer, or to one kind of document, and search by credit note number, invoice number or customer name. The figures across the top cover everything you have filtered to, not just the page on screen.

Credit notes and refund receipts are counted separately, because only the first kind reverses tax. Adding them together would give you a figure you could not put on a return.

Your filters are kept in the address bar, so you can bookmark the view or send someone a link to it. Following a credit note through to its invoice and pressing back brings you straight to the same filtered page.

There is no New Credit Note button and there never will be. A credit note is created when you refund an invoice, so that there is only one way to credit a customer.

Exporting. The Export CSV button saves everything matching your filters, not just the page on screen, so narrowing to a quarter gives you the quarter. The file begins with the filters written out and the totals, split into credit notes and refund receipts, which is the form an accountant or auditor will ask for. The Owed back tab exports too, as a statement of what you currently owe customers.

Money You Still Owe Back

The Owed back tab on the same screen lists every invoice that was paid in full and then edited down, where the surplus is still sitting with you. The biggest is listed first, each row shows what is still owed, and the button beside it takes you to the invoice to hand the money back.

This exists because a surplus is easy to forget. Without it you would have to remember which invoice you edited.

I Want to Void a Purchase Invoice I Posted by Mistake

  1. Open the Purchase Invoice

  2. Click Void

  3. Choose whether to reverse stock (return to vendor) or keep it (you will adjust manually)

  4. Add a reason for the audit trail

  5. Confirm

The purchase is marked void, excluded from spending reports, but kept for audit.

A Customer Wants a Better Price - What Are My Options?

Four different tools, and picking the right one saves a lot of correcting later:

You want to Use Where

Knock money off one line

Manual line discount

The discount column on the invoice line

Knock an agreed amount off the whole bill

Manual invoice discount

The discount box under the totals

Give everyone the same offer for a while

Discount code, or an item / category promotion

Settings > Modules, or Settings > Master Data > Categories

Reward what is in the basket (buy two get one free)

Promotion rule

Settings > Master Data > Promotions

For the haggled case - the bill comes to 5.900 and you settle on 5.500 - type 0.400 in the discount box under the totals, check the New total line, and apply. See "A Negotiated Amount off the Whole Invoice" above.

I Am Running a Promotion - How Do I Set It Up?

  1. Go to Settings > Master Data > Promotions

  2. Click Create Promotion

  3. Name it (e.g., "Summer Sale")

  4. Set dates (start and end)

  5. Define the trigger - which items or categories

  6. Define the reward - free item, % off, or fixed amount

  7. Set usage limits if you want (e.g., max 5 per customer)

  8. Save

The promotion runs automatically at checkout. No manual entry needed.

I Want to Know If I Am Profitable

  1. Go to Reports

  2. Open the Profit tab

  3. Set your date range (month, quarter, year)

  4. Review the numbers

The Profit report shows your gross profit: net sales (excluding VAT, after refunds) minus the real cost of the goods you sold (COGS). It also breaks profit down by item so you can see which products actually earn their keep.

  • Gross Margin - (Revenue - COGS) / Revenue. A healthy figure depends on your trade, often 30-50% in retail

  • By Item - which products carry the margin and which are being sold at thin or negative margins

  • Trend - compare periods to see if margins are improving or slipping

If margins are dropping, investigate what is changing: supplier costs, selling prices, discounts, loyalty redemptions, or sales mix.

The Profit report is a gross-profit view (sales minus cost of goods). It does not subtract running costs like rent or wages, so it is not a full profit-and-loss statement. To keep a record of those outflows, enter them as expense vouchers and read them back in the Vouchers report.

I Need to Find All Invoices From a Specific Customer

  1. Open Invoices

  2. Use the Filter button or search box at the top

  3. Search by customer name

  4. All their invoices appear in the list

  5. Click one to view full details, payment history, notes

I Want to Back Up My Data Before the Weekend

Two options:

Quick Local Backup:

  1. Go to Settings > Backup

  2. Click Backup Now

A backup file is saved to a safe location.

Cloud Backup:

  1. Set up Google Drive connection in Settings > Backup

  2. Toggle Cloud Backup on

  3. Set schedule to daily or manual

My Staff Member Quit - How Do I Disable Their Login?

  1. Go to Settings > Team & Permissions

  2. Find the user in the list

  3. Click the disable icon (or right-click > Disable)

  4. They can no longer log in

  5. Their historical data remains in audit logs for records

I Bought a License During My Trial - How Do I Switch Over?

  1. Go to Settings > License

  2. Click Activate Purchased License

  3. Enter your license key and the email you purchased with

  4. Activate

Everything you entered during the trial stays exactly as it is. Do not uninstall, do not start a fresh database, and do not deactivate anything first. If the key is mistyped or the internet drops mid-activation, your trial simply carries on and you can try again.

I Run a Repair Shop - How Do I Track a Job From Drop-Off to Payment?

  1. Turn on Service Tickets under Settings > Modules & Features, and add your technicians under Settings > Master Data > Technicians

  2. When a customer drops off a device or vehicle, create a New Ticket, record the asset and the reported fault, assign a technician, and print the job card for the customer

  3. As work progresses, move the ticket through its stages and add notes so anyone can see where the job stands

  4. When the work is done, open the ticket and click Bill to Invoice, then take payment

  5. The parts deduct from stock, the revenue lands in your reports, and the full history stays on the customer’s profile

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