# Add a sale and manage invoices

> Create invoices from Sell › Add Sale, find any sale in All sales, print, share the invoice link, edit, add payments and filter by payment status.

Source: https://docs.smartposhub.com/selling/add-sale-and-invoices/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

Besides the POS, you can create invoices from **Sell › Add Sale**, a full-page form for back-office sales. Every sale — POS, Add Sale, online orders, app sales — then lives in **Sell › All sales**, where you print, share, edit and collect payments. This page covers both.

## Create a sale with Add Sale

1. Go to **Sell › Add Sale** and pick the **Business Location** at the top right.
2. In **Customer and invoice**, choose the **Customer**, the **Pay term** (for credit customers), **Sale Date**, **Status** (*Final*, *Draft* or *Quotation*), **Invoice scheme** and, if you want, your own **Invoice No.** (leave blank to auto-number). You can also link a **Sales Order** and attach a document.

   
![Add Sale form: Customer and invoice section with price group, customer, pay term, commission agent, sale date, status, invoice scheme, invoice number, attach document and sales order](https://docs.smartposhub.com/_astro/add-sale-form.Di3MmmB9.png) (web app page: `/sells/create`)

3. In **Products**, search and add the items with quantity, unit price and discount.
4. Add order **Discount**, **Order Tax**, **Shipping** details and notes below.
5. In **Add payment**, enter what the customer paid now — the full amount, a part, or nothing (it becomes due).
6. Press **Save** or **Save and print**.

**Note:** Status **Draft** or **Quotation** saves without touching stock or the customer balance. Only **Final** sales count as sales.

## Find and manage sales (All sales)

**Sell › All sales** lists every sale with **Date**, **Invoice No.**, **Customer name**, **Location**, **Payment Status**, **Payment Method**, **Total amount**, **Total paid** and **Sell Due**. Use **Filters** for location, customer, payment status (**Paid**, **Due**, **Partial**, **Overdue**), dates, user, shipping status and more. **Column visibility** and **Export CSV / Excel / PDF** work on what you see.

![All sales list with Paid, Due and Partial sales showing totals, paid and due amounts](https://docs.smartposhub.com/_astro/sales-list-paid-and-due.B8WdRW-Z.png) (web app page: `/sells`)

Each row's **Actions** menu:

| Action | Use it to |
|---|---|
| **View** | See the sale with lines, taxes and payments |
| **Edit** | Change the sale (opens the POS for POS sales) |
| **Delete** | Remove the sale (stock goes back) |
| **Edit Shipping** | Update shipping status and delivery details |
| **Print Invoice**, **Packing Slip**, **Delivery Note** | Print or save as PDF |
| **Add payment** / **View Payments** | Record or review payments — see [Credit and part payments](https://docs.smartposhub.com/selling/credit-and-partial-payments/) |
| **Sell Return** | Take items back — see [Returns and refunds](https://docs.smartposhub.com/selling/returns-and-refunds/) |
| **Invoice URL** | Copy the online invoice link to share with the customer |
| **New Sale Notification** | Send the invoice notification by e-mail / SMS (when set up) |

![Actions menu of a sale with View, Edit, Delete, Edit Shipping, Print Invoice, Packing Slip, Delivery Note, Add payment, View Payments, Sell Return, Invoice URL and New Sale Notification](https://docs.smartposhub.com/_astro/sales-list-actions-add-payment.DpFRCoRL.png) (web app page: `/sells`)

## The invoice

The invoice uses the **invoice layout** of the location and lists items, totals, every payment taken and the amount still due. Reprint it after each payment so the customer has the latest copy.

![Printed invoice with business header, customer, products, payments and totals](https://docs.smartposhub.com/_astro/invoice-paid-in-full.DpVJYOW2.png)
*A paid invoice with three payments listed.*

Change the design in [Receipts and invoice layouts](https://docs.smartposhub.com/selling/receipts-and-invoice-layouts/).

## Other sales lists under Sell

- **List POS** — only POS sales. **Offline sales** button — sales that came from Offline POS.
- **List Drafts**, **List quotations**, **Sales Order** — see [Quotations, drafts and orders](https://docs.smartposhub.com/selling/quotations-drafts-and-orders/).
- **List Sell Return**, **Gift cards**, **Return settings** — returns and store credit.
- **Shipments**, **Discounts**, **Subscriptions**, **Import Sales** — shipping, automatic discounts, recurring invoices and importing old sales.

## Tips

- Set a **Pay term** on credit invoices so they show as **Overdue** on time.
- Use **Invoice URL** instead of sending PDFs: the link always shows the latest payments.
- How far back a sale can be edited is set in **Settings › Business Settings › Business › Transaction Edit Days**.

- [Payment methods](https://docs.smartposhub.com/selling/payment-methods/)
- [Sales reports](https://docs.smartposhub.com/reports/sales-reports/)

## Frequently asked questions

### When should I use Add Sale instead of the POS?

Use Add Sale for invoices made in the office - deliveries, business customers, invoices with a pay term or attachments, or sales typed in after the fact. It needs no cash register.

### How do I send an invoice to a customer?

Open Sell › All sales › Actions › Invoice URL to copy or share the online invoice link, or Print Invoice to print or save it as PDF.

### How do I find all unpaid invoices?

In Sell › All sales open Filters and set Payment Status to Due, Partial or Overdue.

### Can I change the invoice number?

Invoice numbers come from the invoice scheme of the location. You can type your own in the Invoice No. field on Add Sale, or leave it blank to number it automatically.

### What is the difference between All sales and List POS?

All sales shows every sale. List POS shows only sales made on the POS screens.

### Can I delete a sale?

Yes, from Actions › Delete if your role allows it. Stock goes back and its payments are removed. Prefer a sell return for goods that came back.