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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, set whether it is a cash sale (paid now) or on account (paid later)

  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.

If a customer pays part in cash and part by card, turn on Split payment on the payment step and enter each amount. EVRST records one payment line per method and only lets you confirm once the parts add up to the full total. The same split option is available at the POS till.

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, refund the invoice instead. That produces a credit note, which is the correct way to reverse part or all of a sale without rewriting a document the customer already has.

Understanding Invoice Status

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

  • Pending - Sent and awaiting payment. Still editable while unpaid.

  • Partially Paid - Some payment received, a balance remains. The outstanding amount shows in your Aging report.

  • Paid - Fully settled. Editable for adjustments but protected from deletion.

  • Overdue - Pending or partially paid and past its due date. EVRST works this out for you; you never set it by hand.

  • Refunded / Partially Refunded - A refund was issued against the sale. Appears in reports as a reversal.

  • Cancelled / Void - The sale was withdrawn. Kept for the record but excluded from your figures.

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 finalised and can be edited or deleted freely. Pending is sent and awaiting payment, and stays editable while unpaid. Partially Paid means some payment was received and a balance remains. Paid is fully settled and protected from deletion. Overdue is worked out for you from the due date. Refunded means a refund was issued and appears in reports as a reversal, and Cancelled or Void means the sale was withdrawn but kept for the record.

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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