Invoicing¶

Last Updated: February 2026

The Invoicing module handles all billing operations — customer invoices, vendor bills, payments, and credit notes. At Scott Recycling, it also integrates with QuickBooks Online for accounting sync. This is where money flows in and out of the system.

What Invoicing Does¶

Customer Invoices — Bill customers for services rendered
Vendor Bills — Record bills received from suppliers
Credit Notes — Reverse or adjust invoices and bills
Payments — Register customer payments and vendor payments
QuickBooks Sync — Push invoices to QBO (Scott Recycling custom feature)

Invoicing
├── Dashboard                    (journal overview with key metrics)
├── Customers
│   ├── Customer Invoices        (outgoing invoices)
│   ├── Credit Notes             (invoice reversals)
│   ├── Payments                 (received payments)
│   ├── Products                 (sellable items)
│   └── Customers                (customer list)
├── Vendors
│   ├── Vendor Bills             (incoming bills)
│   ├── Credit Notes             (bill reversals)
│   ├── Payments                 (outgoing payments)
│   ├── Products                 (purchasable items)
│   └── Vendors                  (vendor list)
├── Accounting                   (journal entries — accounting users only)
├── Reporting                    (invoice analysis, tax reports)
└── Configuration                (managers only)
    ├── Settings
    ├── Payment Terms
    ├── Taxes
    ├── Journals
    ├── Chart of Accounts
    └── Fiscal Positions

Customer Invoices¶

Invoice Lifecycle¶

Draft → Posted → Paid
                  ↓
            (or Partial → Paid)

State	Meaning
Draft	Invoice is being prepared — all fields editable
Posted	Invoice is confirmed and sent to the customer — locked for editing
Paid	Full payment received
In Payment	Payment registered but not yet reconciled
Partial	Some payment received, balance outstanding
Cancelled	Invoice voided

Creating a Customer Invoice¶

Go to Invoicing > Customers > Customer Invoices
Click New
Select the Customer
Add Invoice Lines:
- Select a Product (or type a description)
- Set Quantity and Unit Price
- Apply Taxes as needed
Review the totals
Click Confirm to post the invoice
Click Send & Print to email or print a PDF

Invoice Form — Key Fields¶

Field	Description	Example
Customer	Who is being billed	"ABC Recycling Co."
Invoice Date	Date of the invoice	02/24/2026
Due Date / Payment Terms	When payment is expected	Net 30
Payment Reference	Reference for the payment	"INV-2026-0042"
Journal	Accounting journal	"Customer Invoices"

Invoice Lines¶

Column	Description
Product	Item or service being billed
Description	Line item description
Quantity	Number of units
Unit Price	Price per unit
Taxes	Applicable tax codes
Subtotal	Line total (qty x price - discount)

Vendor Bills¶

Vendor bills record what you owe to suppliers.

Creating a Vendor Bill¶

Go to Invoicing > Vendors > Vendor Bills
Click New
Select the Vendor
Enter the Bill Reference (the vendor's invoice number)
Set the Bill Date
Add line items with products, quantities, and prices
Click Confirm to post

Duplicate Detection

Odoo warns you if a bill looks like a duplicate (same vendor + similar amount + similar date). Always check the warning before confirming.

Payments¶

Registering a Customer Payment¶

Open a posted customer invoice
Click Register Payment
Set the Amount, Date, and Payment Method (bank transfer, check, cash, etc.)
Click Create Payment
The invoice updates to Paid (or Partial if the amount is less than the total)

Registering a Vendor Payment¶

Same process from a vendor bill — open the bill and click Register Payment.

Payment Methods¶

Method	Use Case
Bank Transfer	Standard bank-to-bank payment
Check	Physical check payments
Cash	Cash transactions
Electronic	Wire transfers, ACH
Manual	Other methods (requires "Mark as Sent")

Credit Notes¶

Credit notes reverse or adjust an existing invoice or bill.

Creating a Credit Note¶

Open the posted invoice or bill you want to reverse
Click Credit Note (or Reverse Entry)
Choose the reason and method:
- Full refund — Creates a credit note for the entire amount
- Partial refund — Adjust the amount as needed
Confirm the credit note

QuickBooks Sync (Scott Recycling)¶

Customer invoices can be synced to QuickBooks Online:

Open a posted customer invoice
Go to the QuickBooks tab
Click Sync to QuickBooks
The sync status and timestamp update on the form
To check payment status from QBO, click Pull Payment Status

QBO Sync Requirements

Only posted customer invoices can be synced. The QuickBooks tab and sync buttons are visible to users with the QBO User or QBO Manager group.

Key Reports¶

Report	What It Shows	Location
Invoice Analysis	Revenue breakdown by product, customer, salesperson, period	Reporting > Invoice Analysis
Tax Report	Tax collected/owed by period	Reporting > Tax Reports
Aged Receivable	Outstanding customer balances by aging period	Reporting
Aged Payable	Outstanding vendor balances by aging period	Reporting

Common Tasks¶

Finding an Invoice¶

Go to Invoicing > Customers > Customer Invoices
Use the search bar to search by invoice number, customer name, or amount
Filter by Draft, Posted, or Paid status

Checking What's Owed¶

Use the Payment Status filter:

Not Paid — Outstanding invoices
Partial — Partially paid invoices
Overdue — Past due date and not fully paid

Tips¶

Always Enter Vendor Bill References

Enter the vendor's invoice number in the Bill Reference field. This helps with duplicate detection and makes it easy to match bills with vendor statements.

Use Payment Terms

Set up payment terms (Net 30, Net 60, etc.) on customer and vendor records. Odoo will auto-calculate due dates on every invoice.

Security¶

Group	Access
Invoicing (User)	Create and post invoices/bills, register payments
Invoicing (Manager)	Full access including configuration, tax setup, journal management
Accounting (Read-Only)	View invoices and journal entries without editing
QBO User	View QuickBooks sync status
QBO Manager	Trigger QuickBooks sync operations