Invoicing

Invoicing in GBooks Air covers the whole loop: build an invoice, send a clean PDF, record the payment, and see what's still outstanding — with sales tax handled correctly the entire way through.

Creating an invoice

From Invoices → New:

1. Pick or add the customer. Their details get remembered for next time.
2. Add line items — a short description, quantity, unit price. Totals compute as you go.
3. Confirm the tax treatment. Your provincial default applies on its own; override it per line for out-of-province customers or anything zero-rated or exempt. Your GST/HST number prints automatically once it's set in Settings.
4. Set your terms and due date. Net 15 and Net 30 cover most cases, and the due date is what drives your A/R aging.

Invoice numbering

Numbers auto-increment (INV-0001, INV-0002...) and you set where the sequence starts — begin at 0480 if you'd rather not advertise that a client is your second customer ever. Keep the sequence gapless. Sequential invoice numbers are one of the first things a CRA reviewer checks for.

Generating and sending the PDF

One click gives you a professional PDF — logo, business details, tax registration, line items, tax breakdown, payment terms — generated entirely on your device, with nothing uploaded anywhere. Send it however you normally reach the client; most people just attach it to an email.

Recording payment

When the money lands, mark the invoice paid, fully or partially (partial payments keep tracking the remaining balance). If the deposit also shows up in a bank CSV import, match the two instead of recording the income twice. Marking an invoice paid is what actually moves the revenue from receivable to received in your reports.

Keeping on top of what's owed

The invoice list shows status at a glance — draft, sent, partially paid, paid, overdue — and the A/R aging report buckets outstanding balances by how long they've been sitting there (current, 30, 60, 90+ days). Anything drifting past 60 days deserves a phone call, not another emailed PDF. See Customer statements for the document that makes that nudge feel routine instead of awkward.

Quotes first?

If your work starts with an estimate, build it as a quote instead. Once the client says yes, converting it to an invoice is one click, and everything carries over.