Create an account invoice for a cash customer

Customers who normally pay at pickup can have an individual invoice changed to an account invoice, allowing payment at a later date or in instalments. This guide shows you how to create an account invoice for a cash customer.

Step 1: Change the Account Type

  1. Open the invoice for the customer.
  2. Click the button below Account Type to change from Cash to Account.
  3. This can be done at any stage before processing the invoice.

Workshop Software screen showing to change the invoice from a cash invoice to an account invoice, click on the...

Step 2: Process the Invoice

  1. Complete the invoice as normal with all line items.
  2. Click Process — the invoice will finalise with a balance due.
  3. The customer will now show an account balance.

Workshop Software screen showing when you have completed the invoice, click on 'process' and the invoice will ...

Step 3: Verify the Account Balance

  1. Look up the customer record.
  2. You will see the account balance owing.

Workshop Software screen showing now when you look up the customer, you will see that they have an account bal...

Step 4: Record Payment (When Received)

  1. When the customer pays, create a Customer Payment to allocate the payment to the invoice.
  2. See How to Allocate a Payment to an Invoice for details.

Good to Know

  • Changing the account type must be done before processing the invoice.
  • Once processed as an account invoice, the customer’s balance will update to reflect the amount owing.
  • You can run debtor reports to track all outstanding account balances across your customer base.

Frequently Asked Questions

Can I change an account invoice back to cash?

You would need to unprocess the invoice first, then change the account type back to Cash before reprocessing.

Will this affect the customer’s default account type?

No, this change only affects the individual invoice. The customer’s default account type remains unchanged for future invoices.

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