Refrens helps you create multiple types of documents such as Quotations & Estimates, Invoices, Proforma Invoices (PI), Payment Receipts, Payout Receipts, Sales Orders (SO), Purchase Orders (PO), Delivery Notes/Challans, Credit Notes, Debit Notes, and Purchases & Expenses (Bills).

 

In this article, we will discuss how to create invoices. You can follow the same process for creating other documents as well.

Step 1) Navigate to Invoice Dashboard 


Go to the Sidebar > Accounting > Invoices:




On the Invoice dashboard, click on “Create New Invoice”:



Once you click on  “Create New Invoice”, you will be redirected to the Invoice creation page:




Step 2) Fill Out Invoice Details:




To add all these details, just click on the respective field and add the data:


  • Invoice Title: By default, the invoice title is set as “Invoice,” but you can change it according to your business requirements.  (e.g., "Tax Invoice" or "Sales Invoice")

  • Invoice Number: The default invoice number is auto-generated based on your last saved invoice.


For example, if your previous invoice number was IG002, the system automatically generates the next one as IG003.

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  • Invoice Date: The default invoice date is set to the day you create the document.

However, you can manually change it to reflect an earlier or future date if needed.

  • Due Date: By default, the system sets the due date to 15 days from the invoice creation date. You can easily change this by clicking on the Due Date Configuration:




Step 3) Add Business Logo


To add your business logo, click on “Add Business Logo” and select an image:



Ensure that the resolution of the image is 1080*1080 and is in PNG or JPEG format:




After uploading your logo, you can either upload an original image or edit the one you selected.

Once done, click on “Save Cropped Image”.


Step 4) Add Client Information


Select an existing client from the drop-down or click "Add New Client" to add a new client:




Learn More about adding/editing Billing Details >


Step 5) Add Shipping Details 


If your shipping address differs from the billing address, you can add it separately by clicking on the “Add Shipping Details” checkbox:


Learn more about adding shipping details>


Step 6) Configure Taxes, Currency, Number, and Column/Formulas:





  1. Configure Tax: 


If you want to add tax% to your documents (GST, VAT, etc.), click on “Configure Tax” and add the tax applicable in your country.



Additional Resources:



       2. Currency:


If you're working with international clients, you can create documents in their preferred currency from the “Currency” selection dropdown:




Learn more about updating Currency in your documents >  


        3. Number/Currency Format:


You can change the currency format (Roman or Arabic, Millions or Lakhs), decimal points, currency symbol, and document amount in words (Millions vs Lakhs) from the “Number/Currency Format” option:



Learn more about changing the number and currency format >.


   4. Edit Columns/Formulas:


You can customize columns and formulas according to your business requirements from the “Edit Columns/Formulas” option:



 Learn More:



Step 7) Add Products/Services


Here, you can add the items you're billing for. You can either select products/services already saved in your inventory or enter new ones manually:


Learn more about adding items to your document >


Step 8) Additional Discounts/Charges 


If you want to add additional discounts or charges, you can add them from the “Additional Discounts/Charges” option:

Learn more about adding discounts/additional charges  >


Step 9) Signature and Additional Footer Details


You can add a signature to your document by either uploading it as an image or drawing it using the signature pad:


Learn more about adding signatures to your document >


Step 10) Add Terms & Conditions 


Adding terms and conditions ensures clarity and transparency in your transactions.

You can either add the terms & conditions manually, OR just search & select from the T&Cs you had used in previous documents:



The great part? Once saved, the same terms and conditions will automatically carry forward to your future documents as well! This helps you save time by avoiding manual typing each time.


Step 11) Add Notes, Attachments, Contact Details, and Additional Details


  1. Add Notes

    Include personalized messages or context for your client:


  1. Add Attachments


Use this to attach supplementary documents:

Note: The attached files (Max 10 MB size) will not appear as a separate document. Instead, they will be available as clickable links within the document.   

  1. Add Additional Info 


If you want to add more fields to your document, you can do so with the “Add Additional Info” option:



  1. Add Contact Details 


Add your contact number and email address for your client/vendor’s reference:


Step 12) Recurring document 


If you are creating documents (Invoices, Proforma, Purchases/Expenses) that are recurring in nature, turn the recurring document toggle on. 

Once done, the system will automatically create the document at your preferred recurrence period:



Learn more about Recurring Documents >


Step 13) Review and Save 


Once you are done adding all the details, review it, and click on “Save and Continue.”:




Step 14) Add Banking Details 


You can also add payment details (Bank, UPI, Payment Links) to documents to make it easier for clients to make the payment.

Learn more about adding banking details to your documents >


Step 15) Customize Documents


Once you save your document, you can also customize the template, fonts, colors, script, and more to fit your brand guidelines.


Learn more about customizing documents >




That’s it! 


In case you still have questions, reach out to us at care@refrens.com or contact us via live chat support for quicker assistance.