Accounting and invoicing

Accounts has two screens: Invoices and Payments. An invoice is raised against a project, and payments are recorded separately.

This is invoicing, not bookkeeping. There is no ledger, no chart of accounts and no VAT return in Vinstra Flow.

Raise an invoice

Invoice form, at account/invoice/add. Placeholder image.

1. Go to Accounts, Invoices.
2. Select Add.
3. Fill in the header:
   • Company, the trading name the invoice goes out under. This decides the logo on the document.
   • Contact name.
   • Date.
   • Project, the job being invoiced.
   • For, what the invoice covers.
   • Site address.
   • Status.
4. Add the lines. Each carries:
   • Item.
   • Quantity and Unit type.
   • Unit price, or Price per kg with Weight in kg for anything invoiced by weight.
   • Discount amount or Discount percentage.
   • Total price.
5. Select Save.

Set the project. An invoice with no project is not tied to any job, and nothing later will connect the two for you.

Record a payment

Payment form, at account/payment/add. Placeholder image.

1. Go to Accounts, Payments.
2. Select Add.
3. Record the payment and save.

Payments are their own records rather than something you enter on the invoice. Raising the invoice and recording the money are two separate jobs, often done by two different people.

Print an invoice

The application has invoice PDF handling, so an invoice can be produced as a document from its record. The logo comes from the company on the invoice, so check Company setup before the first one goes out.

Invoice at the right moment

The project statuses give you the cue. Completed, Balance Due exists precisely because work is finished and money is outstanding. A practical sequence:

1. Work finishes and the last gate pass is raised.
2. Set the project to Completed, Balance Due with a reason.
3. Raise the invoice against that project.
4. Record payments as they arrive.

What is not here

• No ledger, trial balance or chart of accounts.
• No tax handling. There is no VAT number field and no tax rate on a line.
• No credit notes.
• No statements or automatic reminders.
• No accounting integration. Nothing exports to an accounts package, so whoever does your books will be re keying from these documents.

Treat Vinstra Flow as the place invoices are raised from the job, and your accounts package as the place they are accounted for.