Print an invoice

You can print a saved invoice in several layouts: a till slip for an 80 mm receipt printer, four full-page A4 layouts, and a demand notice for an unpaid invoice.

Every printout shows two separate facts:

• The title says how the sale was made, and never changes:
  • CASH INVOICE: paid in full at the time of the sale.
  • CREDIT INVOICE: not paid in full at the sale. It stays a credit invoice even after the customer pays it off with receipts.
• The status says how far it has been paid: Unpaid, Part paid or Paid in full. It is printed beside the invoice number, and the A4 layouts also show a large, faint PAID (green) or PART PAID (amber) across the page.

Before you start

• The invoice must be saved before you can print it.
• To show your logo, upload it once under Setup → Organization, in the Primary Logo box.

Steps

1. Open the invoice from Sales → Invoices, or from the guest's folio.
2. Click the small arrow next to Print and choose a layout:
   • POS (80mm thermal): a till slip for a receipt printer. Each item shows the quantity, the price and the line amount.
   • POS (without Gross column): the same slip without the gross figure that appears beside a discounted or taxed line.
   • Standard A4: logo and company details centred at the top.
   • A4 Letterhead: a coloured strip with your logo on the left and your company details on the right, for plain paper.
   • A4 Imprint: for paper that already has your letterhead printed on it. The top of the page is left blank for it.
   • A4 Multi-address: the billing address and the delivery address side by side.
   • Demand Notice: a formal letter asking the customer to pay the outstanding balance.
3. Check the preview, then print or download it.

What the invoice shows

• Each line is printed with the item name. The item's long sales description (filled in on the sale screen) is not printed, so an invoice does not read like a catalogue. If you typed your own description on a line, that is printed instead; anything added after the sales description (for example a batch and expiry date) is printed after the item name.
• Each line shows what the customer bought. An item sold by the carton shows the number of cartons and the carton price.
• A room shows the number of nights billed. Nights not yet billed are left out.
• The totals show each tax by name, for example VAT (7.5%), then any service charge and discount, then the total.
• On a cash invoice, the payments are listed under Paid at sale.
• On a credit invoice, Payments received lists every payment with where it came from, for example Receipt 970192 · 18 Oct 2026 · Cash, then the Balance due. You can look up each receipt by its number.
• The 80 mm slip has no PAID mark, because till printers can't print faint grey. It prints the status as a line instead.
• A hotel folio invoice settles on the guest's folio, so it shows its receipts but no status or balance. Print the folio for the guest's balance.
• A long invoice runs onto more pages. Every page repeats the column headings and shows Page 1 of 2 at the bottom. The totals always stay together.

Printing an invoice again

An invoice prints once freely. Opening it in the print preview again needs the user right Can reprint old invoices (Setup → Users). Without it the preview says so and names that right, with when the invoice was first printed and how many times, so the administrator knows exactly what to tick. Administrators can always reprint.

This stops duplicate copies of a customer's bill going out. Two cases print freely however often: an order still open on a restaurant table, and a room order sent to the kitchen but not yet delivered, because those prints are working copies, not the bill.

Tips

• The demand notice asks for the balance, not the full invoice total, so part-payments are already taken off.
• If your invoice slip or receipt printer uses 80 mm paper, choose one of the POS layouts. Use A4 for anything you post or email.

Common problems

• A line prints the item name, not the description I see on screen → the line still has the item's own sales description, which is not printed. Type the wording you want in the line's description to print it.
• There is no Print button → save the invoice first.
• The logo is missing → upload it in the Primary Logo box under Setup → Organization.
• The total looks different from the screen → the printout uses the invoice's saved total. Save the invoice again after changing a line.
• Tax shows as one "Tax" line → the invoice's tax lines don't add up to its tax total, so the printout shows the saved total instead of a breakdown. Re-save the invoice to recalculate.