Creating a customer invoice

A customer invoice is the commercial and accounting document that records your receivable from a customer. SynkriaOps automatically generates the entry in the VTE journal and adds an authenticity QR code to every PDF.

Two ways to create an invoice

From an accepted quote

This is the recommended path. Information is carried over automatically without re-entry. See Converting a quote to an invoice.

Direct invoice (no quote)

When you invoice without a prior quote (regular customer, phone order, immediate service), create the invoice directly from Sales → Invoices → New invoice.

The rest of this article covers creating a direct invoice.

Creating a direct invoice

1. Access the form

   Main menu → Sales → Invoices → New invoice button.

2. Select the customer

   Type the name or tax ID in the Customer field. Select the customer — the 411xxx sub-account is loaded automatically.

   If the customer doesn’t exist, click + Create new customer to add them without leaving the form. See Creating a customer.

3. Fill in invoice information

   Field	Required	Description
   Invoice date	Required	Issue date (default: today)
   Due date	Required	Payment deadline
   Payment terms	Recommended	30 days net, cash, 50% deposit…
   Order reference	Optional	Customer purchase order number
   Seller tax ID	Auto	Filled from your company profile
   Buyer tax ID	Recommended	Customer tax ID if available (OHADA)

   Tip

   Including the buyer’s tax ID is recommended under OHADA regulations for transactions between VAT-registered entities. It enables your customer to deduct the VAT.

4. Add billing lines

   For each product or service:

   • Description: from catalogue or free entry
   • Quantity
   • Unit price excl. VAT in XAF
   • VAT rate (19.25% Cameroon by default)

   Example service invoice:

   Description	Qty	Unit price	VAT	Total incl. VAT
   Monthly tax advisory	1	450,000 XAF	19.25%	536,625 XAF
   Bookkeeping	1	800,000 XAF	19.25%	954,000 XAF
   Tax return	1	250,000 XAF	19.25%	298,125 XAF
   Total		1,500,000 XAF excl.	288,750 XAF	1,788,750 XAF incl.

5. Verify mandatory OHADA requirements

   Before validating, ensure the invoice includes:

   • Sequential non-reusable number (FAC-2026-000XXX)
   • Seller legal name and address
   • Seller tax ID
   • Customer legal name
   • Issue date and due date
   • Line items with VAT rates
   • Amounts excl. VAT, VAT amount, total incl. VAT

6. Preview the PDF

   Click Preview to check the rendering. The PDF automatically includes an authenticity QR code allowing your customer to verify the invoice at https://app.synkriaops.com/v/{token}.

7. Validate the invoice

   Click Validate. SynkriaOps immediately creates the accounting entry in the VTE journal:

   Generated entry (1,788,750 XAF incl. VAT):

   Account	Description	Debit	Credit
   411001	Customer Cabinet Bâtir	1,788,750 XAF
   706000	Services rendered		1,500,000 XAF
   44310	VAT collected on sales		288,750 XAF

   The invoice is now locked — any modification requires a credit note.

8. Send by email

   Click Send by email. The address is pre-filled from the customer record. The PDF with QR code is attached automatically.

Invoice statuses

Status	Description	Available actions
DRAFT	Invoice not yet validated	Edit, Delete, Validate
SENT	Validated and sent to customer	Record payment, Send reminder
AWAITING PAYMENT	Due date not yet passed	Record partial payment, Send reminder
PARTIALLY PAID	Partial payment received	Record balance, Send reminder
SETTLED	Fully paid	Export, Archive
CANCELLED	Cancelled by credit note	View associated credit note

Caution

A validated invoice is immutable in accordance with SYSCOHADA accounting immutability rules. To correct an error, issue a credit note from the invoice → Issue credit note button.

Payment tracking

After sending, track collection via accounts receivable/payable matching. As soon as a payment is recorded on the customer’s 411xxx account, the invoice status is updated automatically.

Common errors

Error	Cause	Solution
”Seller tax ID missing”	Incomplete company profile	Add tax ID in Settings → Company
”VAT rate not configured”	OHADA country without configured rate	Settings → VAT → Add rate
”Zero amount”	Line with price at 0	Enter amount or remove empty line
”Customer has no 411 account”	Contact without sub-account	Check contact record, create sub-account

Further reading

• Automatic payment reminders — configure reminders for unpaid invoices
• Matching accounts receivable/payable — reconcile payments and invoices
• Recurring invoices — automate invoices for your subscriptions
• Understanding sales statuses — complete invoice lifecycle