Create and send an invoice

What an invoice does

An invoice is the bill you give a customer after a job is done. You build it from line items, save it, then share it or save it as a PDF. Worklog gives each invoice its own number automatically, tracks whether it is still owed, and keeps a copy for your records.

💡If you already sent the customer a quote, you don't need to start from scratch. Open the quote and convert it to an invoice instead. See Send a quote.

Find an invoice

Once you have a few invoices, the controls at the top of the list help you get to the right one:

Search invoices — type any part of the customer's name or the invoice number.
Status pills — tap unpaid, part paid, overdue, paid or credited to show just those (only the statuses you actually have appear).
A–Z / Number / Recent — sort by customer name, by invoice number, or newest first. Tap the one that is already on to flip its order — its ↑/↓ arrow shows which way.

Before you start

If you charge VAT, set your VAT number first in Tax & SARS under Business tax details. Once it is set, invoices work out and show the VAT on their own.
Adding your customer under Customers first makes them easy to pick, but you can also just type a new name.

Create an invoice

Open Invoices from the Sales area.
Tap + New in the top right. The New invoice screen opens.
If you are billing from a quote you already sent, use Start from a quote - optional at the top and pick it — Worklog carries over the customer and line items. Leave it on None (blank invoice) to start fresh. (This picker only appears if you have quotes that haven't been invoiced yet.)
In Customer / Company name, type the customer's name, or tap the 👤 List button next to it to search and pick a saved customer.
Check the Issue date and Due date. Worklog fills the issue date as today and sets the due date 30 days later. Tap either one to change it.
Under Line items, tap + Add line item to add a blank line (or pick one from Add from your items), then fill in the Description, the Qty, and the Unit price. Each line shows its Line total.
Tap + Add line item for another line. Tap the ✕ next to a line to remove it.
If you are VAT registered, choose the VAT treatment — Standard-rated (15%), Zero-rated (0%) or Exempt. Most sales are Standard-rated.
If the customer already paid a deposit, type it into Deposit already received.
Add any Terms & conditions - optional. They print at the foot of the invoice, and if you set default invoice terms in Business details they fill in here on their own.
Check the summary box. It shows the Subtotal, the VAT if you are VAT-registered and standard-rated, any deposit taken off, and the Balance due at the bottom.
Tap Save invoice.

💡The VAT treatment only appears if you are VAT registered. Leave it on Standard-rated (15%) for most sales. Choose Zero-rated (0%) for things like basic foodstuffs, exports or fuel, or Exempt for things like residential rent — both charge no VAT, but Worklog still records the sale on the right line for your VAT201.

💡On the Team and Complete plans you can set Repeat this invoice (weekly, monthly and so on). This invoice goes out now, and Worklog then creates the next one automatically on the date it shows. On Solo this option is locked.

Fill a line from your saved items

If you keep a price list under Items, you don't have to retype the things you sell often. At the top of the Line items section you'll see an Add from your items box (it only appears once you have saved items). Pick an item and Worklog drops in a new line with its name and sell price already filled in — you just set the Qty.

💡See Manage your price list (Items) to add the materials and services you invoice most often, so they are ready to pick here.

Share it or save a PDF

Worklog does not email invoices. You share them yourself, usually over WhatsApp, or save a PDF. Open the invoice from the Invoices list to find the buttons at the bottom.

In the Invoices list, tap the invoice you want.
Tap Share to open your phone's share sheet, then pick WhatsApp, SMS, email or wherever you want to send it. If your device can't share directly, Worklog copies the details to your clipboard so you can paste them in.
Or tap Download PDF to save a proper PDF you can send or print. If a PDF can't be made on your device, Worklog gives you the document to open, then use your browser's Print and choose Save as PDF.

⚠️While you are on the free trial, invoices you share or download carry a trial watermark. It falls away once you are on a paid plan.

Mark an invoice as paid

When the money comes in, mark the invoice paid so you can see at a glance who still owes you. Until then an invoice shows as unpaid, part paid (a deposit is in but not the full amount), or overdue (past its due date).

Mark Paid records a decision, not money. It flips the invoice to paid and nothing else — no Banking receipt is created, no account or payment method is asked for, and Cash Flow doesn't move. That's deliberate: the moment you also record the actual deposit, the same money would be counted twice.

Leave the invoice unpaid.
When the money lands, open Banking → Log income (or import your bank statement).
Match the payment to the invoice and leave “mark as paid” ticked. The invoice flips to paid AND the money shows in Banking, Cash Flow and reconciliation — one action, both records right.

⚠️The payment matcher only offers invoices that still owe money. If you've already pressed Mark Paid and then want to record the deposit properly, open the invoice, Mark unpaid, and log the payment matched to it.

Reversing an invoice

Once you have issued an invoice, don't just delete it if something changes — a returned item, a cancelled job, or an overcharge. Open the invoice and tap Credit this invoice to raise a Credit Note against it, so your books and your VAT stay straight. See Credit notes for the full how-to.

Still stuck? Open the in-app help assistant, or email us at hello@worklogsolutions.co.za.

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