Invoice detail
View invoice details, track payments, manage compliance status, and review linked journal entries
Invoice detail
Use the invoice detail page to review a single invoice, track payment progress, manage credit and debit notes, monitor export compliance, and access linked journal entries.
Table of contents
- Invoice header
- Invoice details card
- Client details card
- Payment summary
- Progress bar for partial payments
- INR conversion
- Recording a payment
- Compliance status (export invoices)
- Payment history
- Credit and debit notes
- Linked journal entries
- Activity timeline
- Tips
- Related articles
Invoice header
The header at the top of the page shows:
| Element | Description |
|---|---|
| Invoice number | The unique invoice identifier (e.g., INV-001) |
| Client name | The client this invoice belongs to, shown below the invoice number |
| Status badge | Current invoice status -- Draft, Sent, Paid, Overdue, or Cancelled |
| Payment status badge | Payment progress -- Unpaid, Partial Payment, or Fully Paid |
Use the back arrow button to return to the invoice list.
Invoice details card
The invoice details card shows the core invoice information in a two-column grid.
| Field | Description |
|---|---|
| Invoice date | The date the invoice was issued, formatted as dd MMM yyyy |
| Invoice type | Either "Export" or "Domestic" |
| HSN/SAC code | The Harmonized System or Service Accounting Code for the invoiced service or product |
| Currency | The invoice currency (e.g., USD, EUR, INR) |
| Purpose code | The EXIM purpose code, shown only for export invoices |
Below the grid, the card displays:
- Service description -- a summary of the service or product invoiced
- Notes -- any additional notes attached to the invoice, shown only when present
Client details card
The client details card displays the billing party information.
| Field | Description |
|---|---|
| Company name | The client's registered business name |
| Address | Full client address, shown when available |
| Country | Client's country of residence or registration |
| Client's contact email, shown when available | |
| GSTIN | The client's GST Identification Number, shown only for clients that have one on file |
Payment summary
The payment summary card tracks the financial status of the invoice. It shows amounts in the invoice's currency.
| Row | Description |
|---|---|
| Invoice amount | The original invoiced amount in the foreign or domestic currency |
| Credit notes | Total issued credit note adjustments (reduces balance). Shown in blue only when credit notes exist. |
| Debit notes | Total issued debit note adjustments (increases balance). Shown in purple only when debit notes exist. |
| Adjusted amount | The invoice amount after credit and debit note adjustments. Shown only when notes have been applied. |
| Amount paid | Sum of all payments received so far. Shown in green only when greater than zero. |
| Amount due | The remaining balance to collect. Highlighted in orange when greater than zero. |
Progress bar for partial payments
When an invoice has a "Partial Payment" status, a progress bar appears below the payment summary. The bar fills proportionally to the percentage of the adjusted amount that has been paid, with the exact percentage displayed alongside the bar.
INR conversion
Below the progress bar, the payment summary shows exchange rate and INR equivalents:
| Field | Description |
|---|---|
| Invoice rate | The exchange rate used on the invoice (e.g., "1 USD = 83.50 INR") |
| Invoice amount (INR) | The invoice amount converted to INR at the invoice rate |
| Received (INR) | The total INR amount received across all payments. Shown in green only when payments exist. |
Recording a payment
When the invoice is not fully paid, a Record Payment button appears at the bottom of the payment summary card. Click it to open the payment recording page where you enter payment details, exchange rates, and bank account information.
Compliance status (export invoices)
For export invoices, a compliance card appears alongside the payment summary. It tracks regulatory filing requirements with status badges and deadlines for each item.
| Item | Description |
|---|---|
| SOFTEX filing | Status of the SOFTEX form submission (Pending, Submitted, Certified, or Rejected). Shows days remaining or overdue count. Click Update Status to change, or the edit icon to adjust the deadline. |
| e-FIRC | Electronic Foreign Inward Remittance Certificate status. Shows "Received" with the FIRC number, "Pending Collection" when the invoice is paid but no FIRC is on file, or "Awaiting Payment" when payment has not been received. |
| EDPMS status | Export Data Processing and Monitoring System status (Open, Partially Realized, Fully Realized, Caution Listed, or Closed). |
| BRC | Bank Realization Certificate status (Pending, Applied, Received, or Not Required). |
| Realization tracking | An embedded tracker that shows the realization percentage against the FEMA deadline. |
| EDF filing | Export Declaration Form status, shown only for invoices under the post-2026 compliance regime. |
| Realization deadline | The FEMA realization deadline with a countdown badge showing days remaining or overdue. Click the edit icon to change the date. |
| LUT reference | Letter of Undertaking reference number, shown when available. |
| Compliance notes | Free-text notes related to compliance, shown when available. |
A risk badge in the card header indicates the overall compliance risk level (low, medium, or high) based on the combined status of all items.
Payment history
The payment history card lists all payments received for the invoice in a table.
| Column | Description |
|---|---|
| Date | The date the payment was received |
| Receipt # | The auto-generated receipt number |
| Reference | The e-FIRC or UTR reference from the bank |
| Gross (currency) | The gross amount received in the invoice's currency |
| Bank charges | Bank deductions on the remittance, shown in red |
| Net (currency) | The net amount after bank charges |
| Exchange rate | The conversion rate applied to this payment |
| Net (INR) | The net amount credited in INR, shown in green |
| Bank account | The account code and name where the payment was deposited |
A download icon on each row lets you generate a PDF receipt for that payment.
A totals row at the bottom sums the gross amount, bank charges, net foreign amount, and net INR across all payments.
When no payments exist, an empty state appears with a Record First Payment button.
Credit and debit notes
The credit/debit notes card lists all adjustment notes issued against the invoice. Each note shows its type, status (Draft, Issued, or Cancelled), reason, amount, and date.
You can perform the following actions from the note list:
- Issue -- finalize a draft note so it adjusts the invoice balance
- Cancel -- void an issued note
- Delete -- permanently remove a draft note
When no notes exist, click Create Note to navigate to the note creation form.
Linked journal entries
When the invoice or any of its payments have linked journal entries, a card appears with a link to the transactions page. Click View Journal Entries to see all accounting entries associated with this invoice.
This card is hidden when no journal entries are linked.
Activity timeline
At the bottom of the page, the activity timeline shows a chronological log of all actions taken on the invoice. Events include creation, status changes, payments recorded, reminders sent, notes issued, document uploads, and compliance updates. Each entry shows the action, a description, and a relative timestamp.
Tips
- Check the compliance card regularly for export invoices. Overdue SOFTEX deadlines or missed realization dates can result in regulatory penalties.
- Download payment receipts after each payment. The receipt PDF includes payment details, exchange rate, and bank account for your records.
- Review credit and debit note totals before recording a final payment. Notes adjust the invoice balance, so the amount due may differ from the original invoice amount.
- Use the activity timeline to audit changes. Every action on the invoice is logged, making it easy to trace who did what and when.
Related articles
- Payment tracking -- Record payments with foreign currency support and consolidated remittances
- Credit and debit notes -- Adjust invoice amounts with credit or debit notes
- Multi-currency support -- Working with foreign currency invoices
- Client management -- Add and manage client details