Invoice documents

Create, send, download, duplicate, and void polished invoice documents from the Invoice Docs surface without turning on AR tracking.

Invoice Docs is LedgerHQ's lightweight way to produce a clean, branded invoice document for a customer. It is deliberately narrow: you draft an invoice, send it as a styled PDF, and keep the record so you can view, edit, duplicate, or download it later. It is meant for firms that want a presentable invoice PDF without turning on full accounts-receivable tracking, aging, or payment application.

Open Invoice Docs from the left navigation. The route is /sales. Think of each invoice here as a document you own and can reuse, not as an open receivable the ledger chases. Because the surface stays document-first, it does not manage collections, apply customer payments, or age balances.

LedgerHQ Invoice Documents list showing invoice number, customer, dates, status, and total columns with the New Invoice Document button

What The Invoice List Shows

The main page is titled Invoice Documents. Each row shows the invoice Number, the Customer, the issue Date, the Due date, a Status badge, and the Total. Amounts are stored and displayed in integer cents, so totals are always exact.

Status filter tabs sit above the table: All, Draft, Sent, and Void. Use them to narrow the list to the documents you are working on. You can also search by invoice number or customer name, set a From and To date range, and sort by newest, oldest, due date, amount, or invoice number. The list loads more rows as you scroll, and a running count shows how many of the total documents are currently loaded.

A status badge can read draft, sent, partial, paid, overdue, or void. In this document-first workflow the badges you will most often see are draft, sent, and void; the remaining states exist so a document can carry a status if one is set.

Create An Invoice Document

Select New Invoice Document from the list, or New Invoice Document on the empty-state screen. The create panel opens with the heading New Invoice and the note "Create a sales invoice for your customer." Fill in:

Customer — required. Pick the contact the invoice is billed to.
Reference — optional, such as a PO number.
Issue Date — defaults to today.
Due Date — defaults to 30 days out; adjust as needed.
Line Items — a description, quantity, and unit price per line, each coded to a revenue account (and a tax rate where you use one).
Notes — optional text shown to the customer.

Select Create Invoice to save. The new document opens so you can review it, edit details, and send it.

LedgerHQ New Invoice create panel with customer, reference, issue and due dates, line items, and notes fields

Review The Invoice Detail

Opening an invoice shows the document itself: a Bill to block for the customer, the invoice number, issued and due dates, an optional reference, the line items with their coded accounts, and a totals section with Subtotal, Tax where present, and Total. This is the same layout the customer sees in the exported PDF.

The action row at the top offers Send (for drafts), Download PDF, Duplicate, and Void. If LedgerHQ detects missing or inconsistent invoice fields, an Invoice Compliance panel appears above the document listing what to check before you send. You can dismiss it, but it is worth reading first.

LedgerHQ invoice detail page with the rendered document, status badge, and Send, Download PDF, Duplicate, and Void actions

Edit The Sender And Recipient Details

Once an invoice has been sent, the detail page shows a Document Details section with a From (sender) block and a Bill to (recipient) block. Select Edit to open the Edit Document Details sheet, where you can set the sender name, address, email, phone, tax ID or VAT number, and registration number, and the recipient name, address, email, and tax number.

These snapshot fields control exactly what prints on the invoice document. Set them when the customer needs a specific legal name, address, or tax number on the invoice, or when the sending entity differs from the default.

Send An Invoice

A draft invoice shows a Send action. Sending opens a dialog that uses the customer's email address and attaches the styled invoice PDF. After a send, the invoice moves to sent status and the delivery is recorded in the invoice's Email History on the detail page, so you always have a record of what went out and when.

Sending an invoice emails the customer. Confirm the customer's email address, the amounts, the dates, and the sender and recipient details before you select Send — a sent document has already reached the customer.

Download, Duplicate, And Void

Download PDF produces the polished invoice PDF for saving or sharing outside the app. Duplicate creates a fresh draft that copies the customer, reference, notes, and line items, with new issue and due dates, so recurring billing to the same customer is a two-click job. Void marks an invoice as void; it is confirmed first and cannot be undone, so use it only when a document should no longer be treated as a live invoice.

Invoice Docs is document-first. If your firm needs full receivables tracking — customer statements, payment application, and aging — treat these invoices as source documents and record the corresponding accounting in journal entries and the account registers, then review results in Reports.

What To Watch

Before sending, read any Invoice Compliance warnings, confirm each line is coded to the intended revenue account, and check the customer email. After sending, use the invoice's Email History to confirm delivery. When a customer needs a corrected invoice, prefer Duplicate to a clean new draft over reworking a document the customer has already received, and Void the superseded one so the list stays accurate.