EVRST Invoice logo
EVRST Invoice

Selling & Billing

Core Workflow: Invoices

Create, manage, and understand the status of invoices.

Maintained by , Founder · Updated

Creating Your First Invoice

Invoices are the heart of EVRST. This is how you record a sale and track payment.

Step 1: Start a New Invoice

  1. Click Invoices in the left sidebar

  2. Click the green Create New button

  3. Select your customer (or create one on the fly)

  4. The invoice header fills in automatically with your company details

Step 2: Add Line Items

  1. In the line items table, click the + Add Item button

  2. Type or search for a product/service

  3. Enter the quantity

  4. Price auto-fills from your item master data

  5. Any discounts or taxes calculate automatically

You can add a discount to individual lines or to the entire invoice. If you want to track how much you saved your customer with loyalty or promotions, add that discount right here.

Remembering What a Customer Paid Last Time

When you add an item for a customer who has bought that same item before, EVRST shows their last price and the date underneath the price box, with a button to open that earlier invoice and check the details.

It never changes the price for you. It only tells you what happened last time, so you are not caught out quoting a returning customer a higher price than they remember, or silently repeating a one-off discount you did not mean to make permanent.

This is on by default and can be turned off in Settings > Invoice ("Show previous purchase price for returning customers"). It only appears for named customers, not walk-in sales.

Step 3: Payment & Status

  1. Once the invoice is complete, mark it as Draft, Sent, Pending, or Paid

  2. If payment is received immediately, click Record Payment to mark it paid and track the payment method

  3. Save the invoice

That is it. The invoice is now in your system and you can print, email, or share it with your customer.

Managing Invoices

All invoices appear in a searchable list. You can:

  • Filter by date, status, or customer

  • Click any invoice to view full details

  • Print or email directly from the detail page

  • Modify an unpaid invoice anytime

  • Process refunds or credits for paid invoices

Once an invoice is printed and sent to a customer, avoid changing quantities or prices. If you need to adjust, issue a credit note instead.

Understanding Invoice Status

  • Draft - Not yet sent. Edit or delete freely.

  • Sent - You have communicated it to the customer. Stays editable until paid.

  • Pending - Waiting for payment. Can still edit unpaid amounts.

  • Paid - Payment recorded. Editable for adjustments but locked from deletion.

  • Refunded - Refund issued. Appears in reports as a reversal.

Frequently asked questions

Can I edit an invoice after it has been sent?

An unpaid invoice can be modified at any time, and a paid invoice stays editable for adjustments but cannot be deleted. Once an invoice has been printed and sent to a customer, avoid changing quantities or prices. Issue a credit note instead.

What do the invoice statuses mean?

Draft is not yet sent and can be edited or deleted freely. Sent means you have communicated it to the customer and it stays editable until paid. Pending is awaiting payment. Paid has a payment recorded and is locked from deletion. Refunded means a refund was issued and appears in reports as a reversal.

Does EVRST show me what a customer paid last time?

Yes. When you add an item for a customer who has bought it before, EVRST shows their last price and date under the price box, with a link to that earlier invoice. It never changes the price for you. It can be turned off in Settings > Invoice, and it only appears for named customers, not walk-in sales.

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