Create an Invoice in Zuviq Book — Issue, Payment and Email

This is the invoice walkthrough written out. If you would rather read than watch, everything the video shows is below — and the four questions people ask most (which fields are required, why Issue locks the invoice, why it says Partial, and what the customer can actually do with the link) are answered before the transcript starts.

The short answer

An invoice in Zuviq Book is four steps: create it, issue it, take the payment, send it. Creating is picking a customer and adding lines. Issuing is the step that matters — it posts the ledger entry, takes the stock out and locks the document. Payment is recorded as its own row, and Paid, Partial and Overdue are worked out from those rows; you never type a status. Sending mints a private link the customer can open on any phone, and optionally emails the PDF.

Before you start

• The customer exists, with an email address if you plan to email the invoice.
• The items are in the catalogue with stock on the shelf — an invoice will not sell what you do not hold.
• If the item is serial-tracked (a phone, a laptop), the units are registered against it.
• Settings → Email is configured for your organization, or the email step will fail.

The header, field by field

• Customer — picked, not typed. The picker also shows what that customer already owes you, which is the one figure worth knowing before you bill them. Company, phone, email and address fill in from the customer record.
• Invoice No — empty until you save. It is generated from the series in Settings, so leave it alone.
• Invoice Date and Due Date — the only two fields you must fill. Due Date cannot be earlier than the invoice date.
• Currency — defaults to the organization's currency.
• Tax Treatment — decides whether tax is added on top of the line price or is already inside it. Change it and every line is re-read.
• Reference — the customer's own PO or reference number.
• Project, Salesperson, Delivery Terms, Notes — optional, but they print on the invoice and they are how you find the bill again in six months.

Adding lines, and why a variant is a separate row

Tap a tile in the catalogue, or type a name, a code or a barcode and press Enter. Quantity, unit price, discount (percentage or a fixed amount, toggled on the line) and tax are all editable per line, and the line total updates as you type.

An item with variants is not a dropdown. Each storage and each colour is its own catalogue row with its own stock, so you pick iPhone 15 Pro Max — 256GB / Black, not “iPhone”. That is what makes the stock count mean something: if that one combination runs out, its tile says Out and the line cannot be oversold.

Serial / IMEI and warranty

A serial-tracked item shows a chip under the line — for example 0 / 1 — counting the numbers attached against the quantity sold. Click it, then scan or paste the IMEI. The chip turns to 1 / 1 and the warranty, which is set on the item, prints from the invoice date.

This is the difference between selling a phone and knowing exactly which phone that customer walked out with — the only thing that answers a warranty claim a year later.

The totals

Under the lines the arithmetic runs top to bottom: subtotal, discount, tax, shipping or other charges, adjustment, then the total. Below it, what has been received and what is still outstanding. Read down, it is the sum itself — which two columns side by side never were.

Save Draft, then Issue

Save Draft keeps the invoice editable. Nothing has posted, no stock has moved, and the customer cannot see it.

Issue Invoice is the real step. It posts the ledger entry, takes the stock out and locks the invoice — no more editing. From that point you cancel an invoice rather than change it, because the books have already moved. It asks you once before doing it.

Recording a payment

Add Payment takes the amount, the date, the method and a reference (a bKash number, a cheque number). You can take part of it: record 150,000 against a 449,000 invoice and the invoice says Partial. Paid, Due and Overdue are all calculated from these rows, never typed, so the invoice cannot disagree with the money. The payment history sits on the invoice for both you and the customer.

Sending it

Press Send and Zuviq Book mints the customer's private link. Copy Link puts it on your clipboard for WhatsApp or SMS. Tick Email to Customer and the PDF goes with the message. The log underneath tells you whether the mail was actually delivered, and the line above says Link is live — plus the date the customer opened it. A bill you know was read is a bill you can follow up properly.

What the customer sees

The link opens a page with no login: the invoice, the payment history, a print button and a PDF download. There are no Accept or Reject buttons — those belong on a quotation, not a bill. They pay you however you agreed, and you record it against the invoice.

Four mistakes worth avoiding

• Issuing before the lines are right. Draft is free to change; an issued invoice is not.
• Thinking a draft is sent. A draft has no public link and no email. Only Send creates one.
• Waiting for the customer to “accept” an invoice. They cannot; there is nothing to accept.
• Using Add stock for goods you bought. A purchase belongs in a goods receipt, so the supplier bill and the stock agree.

Watch the video

The same walkthrough on video, with every click — on a real phone shop, ABC Electronics. The product being sold is an iPhone with variants and IMEIs.

Not set up yet? Start the free 7-day trial — no card. The item side of this story is in Add a Product — Catalogue, Units and Opening Stock; the buying side is in the electronics shop guide.

Full transcript

What the video covers

Here is a full invoice, start to finish — make it, issue it, take the payment, and send it to the customer.

Picking the customer

Open Invoices, then New Invoice. First, pick the customer. You pick — you never type the name. The list shows what each customer already owes you, which is the one thing worth knowing before you bill them. I pick Karim Store. Company, phone, email and address fill in by themselves. If this is a new customer, you add them from this same box.

The invoice header

Now the invoice itself. The number is empty — it is generated when you save, so leave it. Invoice Date and Due Date are the only two you must fill. I set the due date two weeks out. Currency and Tax Treatment are already set for this company, and Tax Treatment decides whether tax is added on top or already inside the price. Reference is the customer's own PO number, if they gave you one. Project, Salesperson, Delivery Terms and Notes are optional — they print on the invoice, and they are how you find this bill again in six months.

Adding items

Now the items. On the left is your catalogue — tap a tile, or type a name, a code or a barcode and press Enter. This is an iPhone, and the iPhone comes in variants. Each storage and each colour is its own row with its own stock, so I pick iPhone 15 Pro Max, 256 gigabyte, black — not just iPhone. Quantity, unit price, discount and tax are all on the line, and the line total updates as you type. Watch the stock count on the tile: if a variant runs out, it says Out, and you cannot oversell it.

Serial, IMEI and warranty

This iPhone is a serial-tracked item. Click the serial option under the invoice item and enter or scan its IMEI number. That is it — the serial number is now linked to the invoice, so you can easily identify exactly who this phone was sold to. The customer here is showing the warranty information. I am adjusting the serial quantity here; we need to add another serial number.

The totals

Under the lines, the arithmetic runs top to bottom: subtotal, discount, tax, shipping or others, then adjustment, then the total. Below it, what has been received and what is still outstanding. Read down — it is the sum itself.

Save Draft and Issue

Save Draft keeps it editable — nothing has left the building yet. Invoice created successfully. Issue Invoice is the real step. It posts to the ledger, takes the stock out, and locks the invoice. No more editing. It asks you once, and then it is done. From here you cancel an invoice, you do not change it, because the books have already moved.

Taking a payment

Add Payment: the amount, the date, the method. So the invoice now says Partial. Paid, Due and Overdue are worked out from these payment rows. You never type a status, so the invoice cannot disagree with the money.

Sending it

Now send it. Send creates the customer's private link. Copy Link puts it on your clipboard for WhatsApp. If you want email, tick Email to Customer — the PDF goes with it. The log underneath tells you whether the mail was actually delivered. And this line, Link is live, tells you the moment the customer opens it.

What the customer sees

The customer opens the link on their phone, reads it, and pays. Draft, issue, pay, send — that is the whole invoice, and it all posts itself. Start free for seven days, link in the description.