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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.

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

The original invoice stays in your records. The credit is linked to it. Stock is adjusted if necessary.

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.

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. Click Profit Report

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

  4. Review the numbers

Look at:

  • Gross Margin - (Revenue - COGS) / Revenue - should be 30-50% depending on your industry

  • Operating Margin - After expenses, how much profit is left

  • Trend - Is it improving or declining?

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

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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