Invoice generation, templates, and sending

Modeve ERP makes creating and sending professional invoices quick and easy, helping you get paid faster.

1. Creating a New Invoice

There are several ways to create an invoice:

1. From the Finance Module

   • Go to left sidebar → Finance or Invoices.

   • Click + New Invoice.

2. From a Project or Client

   • Open a project or client profile.

   • Go to Invoices tab → Create Invoice.

Invoice Form Fields:

• Invoice Number (auto-generated)

• Client / Company

• Issue Date and Due Date

• Project (link to specific project)

• Items / Services — Add line items with description, quantity, rate, and amount

• Taxes (e.g., VAT or tax settings configured by admin)

• Discount (if applicable)

• Notes / Payment instructions

• Attachments (e.g., supporting documents)

Preview the invoice before saving.

2. Using Invoice Templates

1. Create a well-formatted invoice once.

2. Save it as a Template (look for “Save as Template” option).

3. For future invoices, select your template to pre-fill common items, terms, and layout.

This is especially useful for recurring services or standard franchise fees.

3. Sending Invoices

1. After saving the invoice (status = Draft), change status to Sent.

2. Click Send Invoice.

3. Choose delivery method:

   • Email to client (with PDF attached)

   • Share portal link (client can view in their Client Portal)

4. Add a personal message if needed.

5. Send.

The system records when the invoice was sent and tracks its status (Sent → Viewed → Paid → Overdue).

4. Managing Invoices

• List View — Filter by status (Draft, Sent, Paid, Overdue, Cancelled).

• Recurring Invoices — Set up automatic monthly/quarterly invoices.

• Partial Payments — Record payments received.

• Reminders — Automatic overdue reminders can be sent.

5. Best Practices

• Use clear descriptions for line items.

• Send invoices promptly after milestones or month-end.

• Link every invoice to the correct project/client.

• Review invoice reports regularly to follow up on overdue payments.

• Customize templates with your company logo and branding.

6. Export & Printing

• Download PDF for official records.

• Export invoice list to Excel for accounting.

Tip: For franchised learning centres, set up recurring invoices for monthly management fees to maintain steady cash flow.

Need Help?
Contact your company Modeve administrator for payment gateway setup or custom invoice templates.