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Creating and Posting a Sales Invoice or a Purchase Invoice

Check out how to create a sales invoice or a purchase invoice in Indigo Business

Written by Serena Santamaria
Updated over a week ago

Table of Contents

About Invoices

An invoice is a financial document used to record a transaction and request payment for goods or services, showing what was exchanged, the cost, and the payment terms.

  • A sales invoice is issued to customers after selling goods or services

  • A purchase invoice is received from suppliers after making a purchase.

    • Purchase invoices are also used to record requests from freight forwarders to pay VAT on non‑EU goods.

Both sales and purchase invoices follow the same steps in Indigo Business. The screens are designed to keep the experience consistent and streamlined, so a single article covers both.

💡 Tip: Set up default values for accounts, clients, and suppliers in Indigo Business. This allows certain fields (e.g. credit terms, nominal accounts etc.) to auto‑fill in transaction forms, making the process faster. A little care during setup really pays off. 😉

Creating an Invoice

Assuming you have your records accurately set up, go to:

  • Sales > Sales Invoice.
    Or;

  • Purchases > Purchase Invoice.
    ​

The Client/Supplier

Once in the relevant screen:

  1. Select a client or supplier from the Business account field. Start typing or click on the magnifying glass.

  2. Fill in or amend the client's details when possible or needed.

  3. Enter a value for Ext Ref, if needed, to help with grouping transactions.

  4. Specify or amend the invoice Date and Due Date. Make sure it's within the posting period.

  5. Select Save, or press Tab until you reach the line items grid, to:

    • Confirm the client's/supplier's details,

    • Save the invoice as draft.
      ​

The Line Items

Once the client's or supplier's details are saved, the line items section will become available.

  1. Enter all the line item specifics in the Printing details field. Expand the field for a better experience.

  2. Modify the Item detail field, if needed.

  3. Select or change value for Nominal account, VAT and Discount %.

  4. Specify the line item amount in Local (EUR) field.

  5. Click Save.

  6. Add as many line items as needed:

    • Using the ➕ Add button at the top left of the line items section.
      Or;

    • By ticking the Add next line checkbox before saving the current line item.

  7. Select Post, Post & View or Post & Send. Confirm you want to post the transaction.
    ​

Transactions in depth 🧐

Alternative Paths

You can also post an invoice from:

  • Sales/Purchases > Clients/Suppliers > select a record > Posting > Sales Invoice/Purchase Invoice.

  • Business Accounts > Clients/Suppliers > select a record > Posting > Sales Invoice/Purchase Invoice.

Where can I see the Posted Invoice?

You can find it in the following places:

  • Sales/Purchases > Audit Trail.

  • Business Accounts > Clients/Suppliers > select client > View sales transactions/View purchase transactions.

  • Nominal > Audit Trail.

Related Articles

Creating Clients and Suppliers in Indigo Business

Purchase and Sales Transactions Screens

Creating an Account in Indigo Business

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