> ## 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.

# Invoices & Quotations: Get Paid Faster with Snishop ERP

> Create professional PDF invoices and quotations, track payment status, and send automated reminders via WhatsApp with Snishop ERP.

The Snishop ERP Invoices module helps you get paid faster by making it easy to create professional billing documents, track who has paid and who hasn't, and follow up automatically — all without switching between separate tools. Whether you invoice one client or dozens, every document is stored, searchable, and linked to your financial records so your books stay accurate without extra effort.

## Creating an Invoice

**1. Open the Invoices Module**

Click **Invoices** in the sidebar. You will see the invoice list, filtered by status. Click **+ New Invoice** in the top-right corner.

**2. Select a Customer**

Start typing the customer's name in the **Customer** field. Snishop ERP searches your CRM contacts and auto-fills the billing address and contact details. If the customer does not exist yet, click **+ Add New Customer** to create a record on the spot.

**3. Add Line Items**

Click **+ Add Item** to add products or services to the invoice. Each line includes:

* **Product / Service Name**
* **Quantity**
* **Unit Price**
* **Discount** (optional, per line or invoice-wide)
* **Tax** (PPN 11% or custom rate)

Snishop ERP calculates subtotals, tax, and the grand total automatically.

**4. Set Invoice Details**

Fill in the remaining fields:

* **Invoice Number** — auto-generated, but editable if you follow your own numbering sequence
* **Invoice Date** — defaults to today
* **Due Date** — set your payment terms (e.g., Net 7, Net 30, or a specific date)
* **Notes** — add payment instructions, bank account details, or a personal message
* **Payment Link** — optionally embed a Xendit payment link so the customer can pay online directly from the invoice

**5. Save and Send**

Click **Save as Draft** to review before sending, or click **Save & Send** to generate the PDF and deliver it to the customer immediately via email or WhatsApp.

## Invoice States

Every invoice in Snishop ERP moves through a clear lifecycle so you always know where you stand with each customer:

| Status | Meaning |
| - | - |
| **Draft** | Invoice is created but not yet sent to the customer — still editable |
| **Sent** | Invoice has been delivered to the customer and is awaiting payment |
| **Paid** | Full payment has been received and recorded against this invoice |
| **Overdue** | The due date has passed and the invoice is still unpaid — triggers reminder flows |

You can manually update the status of any invoice, or let Snishop ERP update it automatically when a payment is recorded (for invoices paid via Xendit payment link, status updates to **Paid** in real time).

## Quotations

Quotations (also called proposals or estimates) are pre-sale documents you send to a potential customer before they have agreed to buy. In Snishop ERP, quotations share the same creation flow as invoices but are clearly marked as non-binding.

* Create a quotation from **Invoices → Quotations → + New Quotation**.
* Once the customer approves, convert the quotation to a live invoice with a single click — all line items carry over automatically.
* Quotations have their own status: **Draft**, **Sent**, **Accepted**, and **Declined**.

## Payment Status Tracking

The invoice list gives you a real-time overview of your receivables health:

* Use the **status filter** tabs (All, Draft, Sent, Paid, Overdue) to focus on what needs your attention.
* Each invoice shows the total amount, current status, and the due date so you can quickly spot what needs follow-up.
* Use the search bar to find any invoice by number or customer name, or sort by date, amount, or customer.

## WhatsApp Reminders

Snishop ERP can send automatic payment reminders to customers via WhatsApp, so you do not have to chase overdue invoices manually.

To configure reminders:

1. Go to **Invoices → Reminder Settings**.
2. Set up reminder rules — for example: send a reminder 3 days before the due date, on the due date, and 7 days after.
3. Customize the message template for each reminder trigger.
4. Enable the rule and Snishop ERP handles the rest.

> [!NOTE]
>
> WhatsApp reminders require the WhatsApp integration to be configured and active under **Settings → Integrations → WhatsApp**. If WhatsApp is not set up, reminders will fall back to email delivery. Contact your system administrator to enable WhatsApp integration if it is not yet active for your account.

## PDF Export

Every invoice and quotation can be exported as a professionally formatted PDF:

* Open any invoice and click the **Download PDF** button.
* The PDF includes your company logo, address, and bank account details (pulled from Company Settings).
* Exported PDFs are also saved automatically in the invoice's document history, so you can re-download them at any time.


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