Invoices & Quotes
Stokly handles the full quote-to-cash cycle: draft a quote, convert it to an invoice, email it to your customer, accept payment, and automatically generate the accounting entries.
Creating a quote
- Go to Sales → Quotes → Create.
- Select a customer (or create a new one inline).
- Add line items — pick products from your catalogue, or enter ad-hoc items.
- Review the totals: subtotal, VAT, and total are calculated automatically.
- Set validity date (typically 30 days).
- Save as Draft, or click Send to email it directly.
Converting a quote to an invoice
Once the customer accepts, click Convert to Invoice on the quote's detail page. Line items, customer, and terms are copied automatically. You can edit anything before saving.
Creating an invoice directly
You can also create an invoice without a prior quote: Sales → Invoices → Create.
Invoice fields
| Field | Purpose |
|---|---|
| Invoice number | Auto-generated; can be customised in Company Settings |
| Customer | Pulls address and billing details automatically |
| Invoice date / Due date | Default 30-day net terms |
| Line items | Products, services, or free-text |
| Discount | Percentage or fixed amount |
| VAT | Standard (15%), zero-rated, or exempt per line |
| Notes / Terms | Auto-filled from Company Settings |
Quick-charge (VAT-inclusive)
The POST /api/invoices/quick-charge API endpoint creates and sends an invoice in one call. Amounts are VAT-inclusive by default — VAT is extracted from the amount, not added. This is ideal for automated service-fee billing from external applications.
Recording payments
When a customer pays, open the invoice and click Record Payment. Enter the amount, payment date, method, and bank account. The system automatically:
- Updates the invoice balance
- Creates a journal entry (if Bookkeeping is enabled)
- Marks the invoice as Paid when the balance reaches zero
Recurring invoices
For retainers or subscriptions, use Recurring Invoices (Professional plan and above). Set a frequency (weekly, monthly, quarterly), start date, and the system will automatically generate and email invoices on schedule.
Credit notes and debit notes
- Credit notes reverse part or all of an invoice (e.g. for returns or corrections).
- Debit notes increase an amount owed (e.g. for adjustments).
Both generate the correct accounting entries and reflect on the customer's statement.
Sending a statement
Go to Sales → Customer Statements to generate a statement for any customer or batch all overdue customers. Statements can be emailed as PDF or sent automatically on a schedule.
Tip: Customers with a
CompanyNamealways display the company name instead of the individual's name — keep that field populated for business customers.