Creating & Managing Invoices
Invoices let you bill a client with a proper, numbered document — for services, wholesale orders, custom jobs, or anything you sell. This guide covers creating an invoice, adding and editing line items, recording payments, generating an invoice from an existing order, and printing or downloading the PDF.
What an invoice is in YellowPOS
An invoice is a billing document you issue to a client. Unlike a POS order, an invoice is not tied to your inventory — creating one never changes your stock. That makes invoices ideal for services, custom work, deposits, or billing for items handled outside the point of sale. Each invoice has its own number, a client, a list of line items, optional tax and discount, and a payment status. Invoices live in the Invoices section of your dashboard (admin access).
Creating a new invoice
Click New Invoice. At the top, YellowPOS suggests the next invoice number (like INV-0001), but the field is editable — type your own to match an existing sequence or continue numbering from another system. Choose the client (or leave it blank for a walk-in / one-off), pick the currency, and set the date and an optional due date.
When you attach a client, the invoice stores a snapshot of their name, tax number, and address at that moment — so a printed invoice stays exactly as issued even if you later edit the client's record.
Adding and editing line items
In the Items table, click Add Item for each line and enter a description, quantity, and unit price. You can either type a free-text description (e.g. "Design consultation — 2 hours") or use the Product dropdown to pull in an existing product, which fills in the description and price for you — both remain editable. Line totals and the grand total update as you type. Remove any row with the trash icon. Below the table you can set a tax and discount amount, and the subtotal and total recalculate instantly.
To change an invoice later, open it and click Edit: add or remove lines, adjust quantities or prices, and save. The totals and the payment status are recalculated automatically.
Recording payments & status
Every invoice has a status: Unpaid, Partial, or Paid. To record money received, open the invoice and use Record Payment — enter the amount paid and the date. YellowPOS sets the status automatically: fully covered becomes Paid, some payment becomes Partial, and any remaining amount shows as a clear Balance Due on the invoice and PDF.
Creating an invoice from an order
If a sale already went through your POS or online store, you don't need to retype it. On the Orders page, click the Create Invoice (receipt) icon on the order. YellowPOS opens a confirmation page pre-filled with that order's client, items, and totals — nothing is saved yet. Review or adjust anything, then click Create Invoice to save it. Because invoices don't touch stock, generating one from an order never double-counts inventory.
Printing & downloading the PDF
Open any invoice to see a clean, neutral, professional layout with your business name and tax number, the client's details, itemised lines, tax, discount, totals, and balance due. Use Print to print it directly (only the invoice prints — not the dashboard around it), or Download PDF to save or email a copy. From the Invoices list you can also export all invoices to PDF or Excel for your accounting and records.
Why this matters for businesses in Lebanon
Clear, numbered invoices make your business look professional and keep your records clean — essential when you bill in both USD and LBP, need to show a tax number, or hand a client a document they can pay against later. Because YellowPOS invoices are separate from stock, you can bill for services and custom work without disturbing your inventory, and still keep everything — orders, payments, and invoices — in one dashboard.
Frequently asked questions
Does creating an invoice change my stock or inventory?
No. Invoices in YellowPOS are billing documents only — they never add or remove product stock. That is different from POS orders and purchases, which do adjust inventory. This keeps your stock counts accurate even if you invoice for services, custom work, or items already sold.
Can I edit an invoice after I create it?
Yes. Open any invoice and click Edit to add a line item, remove one, or change a quantity, price, tax, or discount. Totals and the paid/partial/unpaid status recalculate automatically when you save.
Can I choose my own invoice number?
Yes. YellowPOS suggests the next number automatically (for example INV-0001), but the field is fully editable, so you can match an existing numbering scheme or continue a sequence from another system. Each number must be unique within your business.
Can I create an invoice from an existing order?
Yes. On the Orders page, click the Create Invoice (receipt) icon on any order. YellowPOS opens a confirmation page pre-filled with the order's client, items, and totals. Nothing is saved until you review it and click Create Invoice, so you can adjust anything first.
Can I print an invoice or download it as a PDF?
Yes. Every invoice has a Print button and a Download PDF button. Both produce a clean, neutral, professional invoice showing your business name, tax number, the client's details, line items, tax, discount, totals, and any balance due.
Which currencies do invoices support?
Each invoice is issued in one of the currencies you set up for your business, so you can bill in USD, LBP, or any currency you accept. The currency code is shown next to every amount on screen and on the PDF.