Invoices

What it is

Invoicing in Prosaic is a simple tool for creating, sending, and tracking PDF invoices. It's designed for clients who need to produce professional invoices quickly — not a full accounts receivable system.

It lives inside Files — invoices are workspace files with extra status tracking.

Creating an invoice

Navigate to Files and click Create Invoice in the top right.

The invoice form has four sections:

Invoice Details

Select the entity (business) issuing the invoice, enter an invoice number (free text, e.g. INV-001 ), set the issue date (defaults to today) and an optional due date.

Recipient

Name (required), email (optional, needed for sending), and address (optional).

Line Items

Add one or more lines with description, quantity, unit price, and tax rate. Choose the tax mode above the line items:

• Tax exclusive — amounts are before GST (default)
• Tax inclusive — amounts include GST
• No tax — no GST applies

Each line can be individually set to 15% GST or No GST. Subtotal, GST, and total are calculated live as you type.

Notes

Free text for payment terms, bank details, or anything else you want on the invoice.

Live preview

A preview appears beside the form showing roughly how the PDF will look, including the entity's GST number if one is set on the entity.

Saving the invoice

When you're done, you have two options:

• Create Invoice — generates the PDF and takes you back to Files
• Create & Send — generates the PDF and immediately opens the send dialog

A PDF is generated automatically and stored as a file in the workspace. It includes the entity name, GST number, recipient details, dates, a line item table with totals, and any notes.

Sending an invoice by email

You can email an invoice from the send dialog (opened via Create & Send, or the mail icon on any invoice row in Files).

• Enter up to 10 recipient email addresses
• Customise the message
• Optionally CC yourself
• The PDF is attached to the email

Sending automatically marks the invoice as Sent. You cannot send an invoice that's already been marked as Paid.

Invoice statuses

Invoices move through a simple lifecycle:

Managing invoices in Files

Invoice PDFs appear in the Files list with an Invoice badge and a status badge. From each invoice row you can:

• Preview — view the PDF inline
• Download — download the PDF
• Send — open the send dialog (if not already paid)
• Mark as Sent — manually set status to Sent (only when status is Created)
• Mark as Paid — manually set status to Paid
• Duplicate Invoice — opens the create form pre-filled with the same details (issue date resets to today)
• Delete — removes the invoice and its PDF from the workspace

Duplicating invoices

Use Duplicate Invoice from the row menu to create a new invoice based on an existing one. All details carry over except the issue date, which resets to today. Useful for recurring invoices to the same recipient.

What invoicing is NOT

This is deliberately simple. It is not a full accounts receivable workflow.

• No contacts database — recipient details are entered per invoice (or carried over via duplicate)
• No invoice templates — each invoice starts from scratch or from a duplicate
• No editing after creation — to fix an invoice, delete it and create a new one (or duplicate and adjust)
• No payment processing — "Paid" is a manual status change, not an online payment flow
• No accounts receivable ledger — no aged receivables, debtor tracking, or statement generation
• No multi-currency — invoices display in NZD

Coming soon

• Auto-numbering — automatic sequential invoice numbers
• Bank payment matching — match invoices against received bank payments

Please 💬 our team if you have questions or suggestions