> ## Documentation Index
> Fetch the complete documentation index at: https://docs.snishop.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create and Send Professional Invoices to Your Clients

> Build professional PDF invoices, attach Xendit payment links, send automated WhatsApp reminders to clients, and track payment status in Snishop ERP.

Getting paid on time starts with sending a clear, professional invoice — and following up automatically so nothing slips through the cracks. Snishop ERP's Invoices module lets you build itemized invoices in minutes, attach a Xendit online payment link so clients can pay instantly, and set up WhatsApp reminders that fire automatically around the due date. This guide covers the full invoicing workflow from creation to collection.

## Creating and Sending an Invoice

**1. Go to the Invoices Module**

Click **Invoices** in the left sidebar. The invoice list page shows all your existing invoices with their current status, amounts, and due dates.

**2. Click '+ Buat Invoice'**

Click the **+ Buat Invoice** (Create Invoice) button in the top-right corner. A new invoice form opens.

**3. Select or Create a Client**

In the **Klien** field, start typing the client's name or company. If they're in your contacts, select them from the autocomplete dropdown — their billing address, email, and WhatsApp number populate automatically.

If this is a new client, click **+ Tambah Klien Baru** to create a contact record on the spot. Fill in their name, contact details, and billing address, then continue building the invoice.

> [!TIP]
>
> Save every client's complete details — including their WhatsApp number and NPWP — when you first create them. Future invoices to that client will pre-fill all their information automatically, cutting your invoice creation time to under a minute.

**4. Add Line Items**

Click **+ Tambah Item** to add products or services to the invoice. For each line item, enter:

* **Produk / Jasa** — Search your product catalog or type a custom description.
* **Qty** — Quantity.
* **Harga Satuan** — Unit price (auto-filled from the product catalog if you select an existing product).
* **Subtotal** — Calculated automatically.

Add as many line items as needed. Drag rows to reorder them.

**5. Apply Discount or Tax**

* **Diskon** — Enter a percentage or flat Rupiah discount at the line-item level or as an invoice-level discount.
* **PPN (11%)** — Toggle **Kena PPN** on to apply the current Indonesian VAT rate of 11% to the invoice total. Snishop ERP calculates PPN automatically and displays it as a separate line below the subtotal, keeping your invoice compliant.

**6. Set the Payment Due Date**

Click the **Jatuh Tempo** calendar field and select the due date. You can also choose from preset payment terms: *Net 7*, *Net 14*, *Net 30*, or custom.

**7. Enable Xendit Payment Link (Optional)**

Toggle **Aktifkan Link Pembayaran** to on. This embeds a Xendit-powered payment link in the invoice PDF and WhatsApp message. Your client can pay via:

* **Transfer Bank** (Virtual Account: BCA, BRI, BNI, Mandiri, and more)
* **QRIS**
* **Kartu Kredit / Debit**
* **E-Wallet** (OVO, GoPay, DANA, ShopeePay)

Payments are automatically reconciled against the invoice — when your client pays, the invoice status updates to **Paid** instantly.

> Xendit integration requires a connected Xendit account. Go to **Pengaturan > Integrasi > Xendit** to link your account.

**8. Preview, Download, or Send**

Click **Preview** to see exactly how the PDF looks. When you're satisfied:

* Click **Download PDF** to save the invoice file to your device.
* Click **Kirim via WhatsApp** to send the invoice — with or without a payment link — directly to the client's registered WhatsApp number. Snishop ERP formats a professional message including the invoice number, amount, due date, and payment link.

The invoice status changes from **Draft** to **Terkirim** (Sent) as soon as you send it.

***

## Invoice Lifecycle

Every invoice in Snishop ERP moves through a defined set of statuses so you always know where you stand with each client:

| Status | Meaning |
| - | - |
| **Draft** | Invoice is created but not yet sent to the client. Still fully editable. |
| **Terkirim (Sent)** | Invoice has been delivered to the client via WhatsApp or download. |
| **Dibayar Sebagian (Partially Paid)** | Client has made a partial payment — remaining balance is still outstanding. |
| **Lunas (Paid)** | Invoice is fully settled. Automatically set when full payment is received via Xendit, or manually marked by an Admin. |
| **Jatuh Tempo (Overdue)** | Due date has passed with no full payment. The invoice appears in your overdue dashboard for follow-up. |

***

## Automatic Payment Reminders

You don't need to manually chase clients. Snishop ERP can send automated WhatsApp reminders based on rules you configure:

1. Go to **Invoices > Pengaturan Reminder**.
2. Create rules such as:
   * *Send a reminder **3 days before** the due date.*
   * *Send a reminder **on** the due date if unpaid.*
   * *Send a reminder **7 days after** the due date if still unpaid.*
3. The system sends a personalized WhatsApp message to the client's number, referencing the specific invoice, outstanding amount, and payment link.

Reminders are sent automatically — no action needed on your part after the rules are set.

***

## Creating a Quotation

If your sales process starts with a quote before issuing a formal invoice, use the **Quotation** (Penawaran) feature — it follows the exact same form as an invoice but carries a different document header and status track.

**To create a quotation:**

1. Go to **Invoices > Penawaran**.
2. Click **+ Buat Penawaran** and fill in the client, line items, and validity date (the date the quote expires).
3. Send it to the client via WhatsApp or PDF download.

**To convert a quotation to an invoice:**

* Open the accepted quotation and click **Konversi ke Invoice**. All line items, client details, and pricing carry over automatically — you only need to set the invoice date and due date.
* The original quotation is linked to the new invoice for reference.

> [!NOTE]
>
> Invoices are tied to your **active workspace**. If you manage multiple business entities under separate Snishop ERP workspaces, make sure you've selected the correct workspace before creating an invoice — you cannot move an invoice between workspaces after it's been saved.


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