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Beagle Software
All topics 35

Billing guide

Invoices

Draft → Sent → Paid

Invoices can be raised standalone, from a quotation, or from a sales order. Statuses are Draft, Sent, Partially Paid, Paid, Overdue, Cancelled, Written off and Voided.

The invoices list showing invoice numbers, customers, amounts, due dates and statuses

Create a draft invoice

Start from a quotation, a sales order, or a customer. BeagleCRM can carry over the customer, line items, notes, and ownership for you, and draft invoices can use an alternate delivery address when needed.

Sending invoices

You can Mark as sent without emailing, or use Send to email the customer with the PDF attached. The customer must have an email address on file. Reply-to is set to the user sending the invoice; the from-name is your organisation.

Payment terms & due dates

Default payment terms come from Organisation Settings. Once an invoice is past its due date and not paid in full, it flips to Overdue automatically.

Recording payments

Use Mark as paid to record settlement. The invoice keeps paid, credited, and outstanding totals visible on the detail page, so partially paid invoices remain easy to chase.

Recurring invoices

Open a draft invoice to enable recurring billing. You can repeat it daily, weekly, monthly or yearly, set the next run date, optional end date or occurrence limit, and switch on Auto-send for generated invoices.

Reminders

Use Send reminder from the invoice when it is eligible for chasing. The invoice detail page keeps the reminder history, including when it was last reminded and who sent it.

Credit, void and recovery actions

You can create a credit note from the invoice, apply available account credit to reduce the outstanding balance, or Void a sent invoice with a reason. The invoices list also shows credited amounts and the last reminder date.

Exporting your invoices

You own your billing data and can take it out of BeagleCRM at any time — for your accountant, your bookkeeping software, or your own records. There are three ways to export, depending on whether you want one invoice or many.

A single invoice as a PDF

Open any invoice and choose Download PDF. You get a print-ready copy (Invoice-<number>.pdf) — the same document your customer receives when you email it.

Many invoices as a spreadsheet (CSV)

Use this for accounting or analysis. It is one row per invoice, ready to open in Excel, Google Sheets, or import into your bookkeeping tool.

  1. Go to Reports and open the Invoices report.
  2. Set the filters (date range, status, and a Gross or Net tax basis) so the report shows exactly the invoices you want.
  3. Click CSV. The file downloads straight away, matching your filters.

Many invoices as PDFs (ZIP)

When you need the actual PDF documents in bulk — for an audit or year-end — export a ZIP of every matching invoice.

  1. On the same Invoices report, filter to the invoices you want.
  2. Click ZIP export. Larger exports are prepared in the background, so you can keep working — no need to wait on the page.
  3. When it is ready, a green Invoice export ready banner appears at the top of Reports with the invoice count. Click Download ZIP.

A prepared ZIP download stays available for 7 days, then expires — just run the export again if you need it after that.