How do I create an invoice and record a payment?

Create invoices from the Invoices page with New invoice, or turn an accepted quote into one by opening the quote and choosing Convert to invoice. When money comes in, open the invoice and use Record payment to log it against the invoice. If you've connected Xero or QuickBooks, they hold your payment records instead — record the payment there and Sophiie picks it up, and Record payment doesn't appear in Sophiie for those accounts. Invoices needs to be set up and switched on before you can create one.

Creating an invoice

1. Go to the Invoices page and click New invoice.
2. To invoice an accepted quote instead, open the quote and choose Convert to invoice — the invoice builder opens already filled in with the quote's details, so you're not retyping line items.
3. Choose the customer and add what you're charging for.
4. The due date follows your payment terms, which default from Settings → Invoices → Invoice basics — see "How do I set my quote and invoice defaults?".
5. Send it. Your customer gets a public link they can open in any browser — no Sophiie account needed. (For how invoices are tracked from there, see "How do invoices work in Sophiie?")

You can also start an invoice straight from finished work: on the Jobs page, a job marked Complete has a New invoice button on its row.

Recording a payment

1. Open the invoice on the Invoices page.
2. Click Record payment.
3. Fill in the Amount and the Payment date, then pick a Method: Cash, Bank transfer, Card or Other (Bank transfer starts selected). Reference and Account — which account the money landed in — are optional.
4. Select Record — the button shows the amount that will be recorded, and if you type more than the amount still owing, only the amount owing is recorded. A payment that settles the invoice in full moves it to Paid — and any scheduled payment reminders for that invoice are cancelled automatically.

Common Questions

Do I have to start from the Invoices page?

No. A Complete job on the Jobs page has a New invoice button on its row, and you can also ask Sophiie Assistant to create an invoice for you — anything it prepares goes through your approval first.

What happens to payment reminders once I record a payment?

A payment that settles the invoice in full cancels everything still scheduled — no reminders chase a paid invoice. See "How do I set up automatic payment reminders for unpaid invoices?".

I take payments through my accounting system — do I still record them here?

If you've connected Xero or QuickBooks, record the payment there — Sophiie reads it back and updates the invoice, and Record payment doesn't appear in Sophiie. With a job-management system you can do either. If you run more than one integration, exactly one provider syncs your quotes and invoices — see "Which system syncs my quotes and invoices if I have more than one integration?".

Can I turn a quote into an invoice without redoing the line items?

Yes. Open the accepted quote and choose Convert to invoice — its line items carry across, so you're not retyping them. Each quote can have one invoice.

Can I record part of a payment?

Yes. Enter the amount received and Sophiie shows the balance still due, with a note that the rest remains owing. The invoice is tagged Partially paid until it's settled in full.

Need More Help?

If a payment won't record or an invoice isn't moving to Paid when you expect, ask Sophiie Assistant in your dashboard first — she can guide you or make the change for you. Still stuck? Email support@sophiie.ai or call +61 7 5620 4640.