Invoices

Prosaic helps you create, finalise, send, and track PDF invoices, then connect the payment back to bank reconciliation. It is designed for straightforward invoicing rather than full accounts receivable management.

Go to Invoices in the main navigation to see invoices for the clients in your current view.

• Receivables overview
• Creating an invoice
• Working with line items
• Saving, finalising, and sending
• Invoice statuses
• Matching payments in bank reconciliation
• Managing invoices
• Invoice PDFs in Files

Receivables overview

The top of the Invoices page shows four indicators to help you decide what needs attention:

• Outstanding balance — sent invoices that are still awaiting payment, including overdue invoices
• Overdue — sent, unpaid invoices that are past their due date
• Due in the next 7 days — sent, unpaid invoices due today or within the following seven days
• Ready to send — finalised invoices that have not yet been sent

The cards respond to the search and filters currently applied to the invoice list. Select the link on a card to filter the list to those invoices while keeping any search or entity filter you already applied.

You can also search the list, filter by entity, status, or due date, and choose which columns are visible. Your column choices are remembered for the workspace.

Creating an invoice

Select Create invoice in the top right of the Invoices page.

Invoice details

Select the entity issuing the invoice. Prosaic fills the next invoice number configured for that entity and defaults the issue date to today. You can change the number, issue date, and optional due date.

Recipient

Enter the recipient’s name, email address, and postal address. Only the name is required, and only when you finalise — a draft can be saved without one.

Recipient details are entered on each invoice for now — to reuse them, duplicate an earlier invoice to the same customer. Saved contacts are on the way.

Tax treatment

Choose whether amounts are Tax inclusive, Tax exclusive, or No tax. For a GST-registered entity, each line can use 15% GST or No GST. Prosaic selects No tax automatically when you create an invoice for an entity that is not GST registered.

Bank account and notes

Expand Bank account & notes to add optional payment details:

• Bank account — adds bank-transfer instructions to the invoice and helps Prosaic match the payment to a bank transaction
• Notes — adds payment terms or other information to the invoice

Only bank accounts linked to the selected entity and carrying an account number are available.

Previewing the invoice

Select Preview at the top of the page to check the invoice as it will appear to the recipient. You can also use Cmd + P on Mac or Ctrl + P on Windows.

Working with line items

Add one or more lines with a description, account, quantity, unit price, and tax rate. Prosaic calculates each line amount, subtotal, GST, and total as you work.

The Account records how the income should be coded when the invoice payment is reconciled. Every line needs a description and account before you can finalise the invoice.

You can drag lines into a different order, delete lines you no longer need, or select Add another line.

Saving, finalising, and sending

Saving a draft

A draft can be incomplete and edited later — only the entity is required to save it. Select Save draft, or open the adjacent menu and choose Save draft & add another when entering several invoices.

Saving a draft takes the next invoice number from the entity’s sequence and generates a PDF, so drafts already appear in Files. They are not receivables yet, and they never show as overdue.

Finalising

Finalising turns the draft into a real receivable and locks it: the number, figures, and coding can no longer be edited. Before Prosaic can finalise an invoice, it needs a recipient name and at least one complete line with a description and account.

Select Finalise, or open the adjacent menu to choose Finalise & send or Finalise & add another. The form remembers whether you last used Finalise or Finalise & send as the main action.

Sending

To send a finalised invoice, open its actions menu and select Send Invoice. In the send dialog you can:

• send to up to 10 email addresses — the recipient’s email is filled in if the invoice has one, and you can add, change, or remove addresses here
• edit the suggested message, which is drafted for you from the invoice details
• select Add recipient email to restore the email saved on the invoice if you removed it, or CC yourself to include your email address as a CC

The invoice PDF is attached to the email, and the attachment name is shown before you send. Sending marks the invoice as Sent; sending it again refreshes the sent date.

If you send the invoice outside Prosaic, for example by post or from your own email, open the Actions menu on it's row in the invoices list and select Mark as sent. This records the invoice as sent without sending an email from Prosaic. The option is available while the invoice is finalised and has not yet been marked as sent.

Invoice statuses

Invoices move through a simple lifecycle:

Matching payments in bank reconciliation

When an incoming bank transaction looks like it pays a finalised, unpaid invoice, Prosaic suggests that invoice during reconciliation. To be suggested, the invoice must belong to the same entity, have every line coded to an account, and its total must match the payment exactly. The payment also has to land in a sensible window — from a few days before the issue date through to a couple of weeks past the due date. A matching customer name, or a payment made into the bank account the invoice nominated, raises Prosaic’s confidence in the match.

Selecting the invoice brings its line descriptions, accounts, and GST coding into the reconciliation. Review the coding, then reconcile the transaction as usual.

If the payment covers the full combined total of the invoice or invoices attached to the transaction, Prosaic marks them as Paid. Short payments do not change the status, because partial payments are not currently tracked. If you undo the reconciliation or detach the paid invoice, the invoice goes back to Sent — or to Finalised, if it had never been sent.

Managing invoices

Select an invoice row to open it. Drafts open in the editable invoice form. Finalised, sent, overdue, paid, and voided invoices open in a read-only Invoice details view.

Use the actions menu on an invoice row to:

• edit or delete a draft
• duplicate any invoice
• finalise a draft, with or without sending it
• send a finalised invoice
• mark a finalised invoice as sent when you deliver it outside Prosaic
• mark a finalised, sent, or overdue invoice as paid
• void a finalised, sent, or overdue invoice when it needs to be cancelled

Duplicating copies the entity, recipient, line items, coding, tax treatment, bank account, and notes. Prosaic assigns a new invoice number, changes the issue date to today, and keeps the same number of days between issue and due dates.

Deleting a draft removes the invoice and its PDF. Finalised, sent, overdue, paid, and voided invoices cannot be edited or deleted. Duplicate the invoice and adjust the copy instead.

Invoice PDFs in Files

Every invoice PDF is stored in the workspace’s Files repository, tagged with an Invoice badge and its current status. From there you can preview or download the PDF and filter files by invoice status.

To open the invoice from its PDF, select ⋯ → Go to invoice. A draft opens for editing. Any other invoice opens in read-only Invoice details, where you can review it before returning to Invoices for its actions.

Coming next

Invoicing is being built out in stages. This is what we’re working on next:

• Editing after the draft stage — correcting a finalised invoice without starting again. The figures will lock once a payment has been matched to the invoice, but details like the recipient and notes will stay editable.
• Contacts — a saved list of the people and businesses your clients invoice, so you choose a customer instead of retyping their details. For registered businesses we’ll look them up by NZBN, so the name and address come in already verified.
• Part payments — a payment that only partly settles an invoice will show the amount still owing, instead of leaving the invoice as Sent until the balance arrives. The same work lets one payment settle several invoices, and several payments settle one.

If something here would make a real difference to how you invoice, let us know — it helps us decide what to build next.

Need help? Please contact your accountant or bookkeeper, or use the 💬 in-app help button to reach the Prosaic team.