FAQ: Invoice Basics

Q: Can I edit an invoice after I confirm it? A: No. Once confirmed, an invoice is locked—you cannot change line items, customer, amounts, or dates. If you must correct something, you can cancel the invoice and create a new one, or issue a credit note (refund) to adjust the balance. Always review your invoice carefully before confirming.

Q: What's the difference between an invoice and a sales receipt? A: An invoice is for credit sales—the customer pays later. A sales receipt is for immediate payment (e.g., cash or debit card on the spot). Both are tracked in your accounting, but invoices create accounts receivable and receipts do not.

Q: How long should I keep copies of invoices? A: This depends on your tax authority's requirements. In most countries, you should keep invoices for 3–7 years for audit and tax purposes. Check your local regulations.

Q: Can I send an invoice to a customer by email? A: Usystems does not have a built-in email feature for invoices. You can print or export an invoice and send it manually. Some businesses print to PDF and attach it to an email.

Q: What happens if a customer disputes an invoice? A: If the customer claims an error or returns goods, you can issue a credit note (partial refund) or a full refund. This adjusts the balance they owe. Communicate with the customer to agree on the adjustment before issuing the credit.

Q: Can I have different payment terms for different customers? A: Yes. Each invoice has a "Payment Terms" field (e.g., Net 30, Net 60, Due on receipt) that you set per invoice. You can also set a default for each customer in their master record, which auto-fills when you create an invoice for them.

Q: What if I void or delete an invoice by mistake? A: Contact your admin immediately. Admins can recover cancelled invoices in most cases, but you should not rely on this. Always double-check before confirming an invoice.

Q: Do invoices automatically include tax? A: Only if your admin has configured tax rules for your business. Not all invoices have tax—it depends on the product, customer location, and local tax law. Review your invoice to see if tax was calculated.