Invoice and receipt tools: seven document types in one editor

Invoice and receipt tools, one per document

Each tool is the same editor configured for one document type; the first sentence of each entry is what the editor shows when you first open it.

• Invoice. An invoice asks a client to pay for goods or services you have already supplied. Bill to block, due date or terms, up to three tax lines, and a Paid stamp once settled.
• Receipt. A receipt confirms that a payment was received: who paid, how much, when and by what method. Received from block, Payment date, method and reference, the invoice it settles, and a Paid mark.
• Estimate. An estimate (or quote) tells a customer what a job will cost before you do it; it is not a request for payment. Prepared for block, a Valid until date and an Accepted by signature line.
• Purchase order. A purchase order is the buyer’s written order to a vendor: what to supply, at what price, and where to ship it. Buyer and Vendor blocks, a Ship to address, a delivery date and an authorised-by line.
• Credit note. A credit note cancels all or part of an invoice you already issued, for example after a return or a pricing error. Credit to block, Original invoice number, and totals shown as a credit rather than an amount due.
• Proforma invoice. A proforma invoice is a preliminary bill sent before goods ship or work starts, often to request a deposit or for customs; it is not a tax invoice. To block, a Ship to address, a validity date and an Amount to pay line.
• Delivery note. A delivery note (packing slip) lists what was shipped so the receiver can check the goods; it shows quantities, not prices. Deliver to block, delivery date, the related order or invoice, and a Received by line.

How the documents connect

Most jobs pass through more than one document. An estimate becomes an invoice with Convert to invoice: the line items, client and notes carry over and the new document takes the next invoice number. When the client pays, Mark as paid sets the status and offers to create the receipt from the same details, with the payment date and method filled in. If an invoice was wrong, Convert to credit note produces one that references the original invoice number and mirrors its tax treatment. Purchase orders, proforma invoices and delivery notes can each be converted to an invoice as well.

Numbering is kept separately for each type (INV-, REC-, EST-, PO-, CN-, PRO- and DN-), so each runs in its own unbroken sequence, and the editor warns if a number already exists in your history.

Local history, export and import

Every document is autosaved on this device and listed under Recent documents with its type, number, client, total, date and status (Draft, Sent, Paid or Void). From there you can open, duplicate, download again or delete it; the PDF is regenerated from the stored data.

Because there is no account, backup is yours to do: Export data writes everything (profile, clients, documents, templates, settings and counters) to one JSON file, and Import data merges a file back in, asking before it overwrites anything.

Which tool to start with

If money is owed to you, start with the invoice; if it has already been paid, the receipt; if the work is not yet agreed, the estimate, converted later. The other four are for specific moments: ordering (purchase order), correcting (credit note), a deposit or customs paperwork before shipping (proforma invoice) and the delivery itself (delivery note).