Create and manage customer invoices

Use customer invoicing when a company or guest should pay after a sale. In Karma, you can prepare the recipient, take an invoice payment in POS, review the draft, issue it by email or Fortnox, and follow it until it is paid.

Looking for invoices from Karma to your business instead? See Find Karma invoices and understand charges.

Watch the approved 2½-minute walkthrough, or follow the written steps below.

Before you begin

Make sure that:

• you are working in the correct location;
• staff who take invoice payments can use POS and the invoice recipient already exists;
• your invoice number prefix, payment terms, sender details, payment details, and PDF text are correct; and
• the recipient has a valid email address if Karma will send the invoice by email.

To review the location defaults, open Settings → Payment & Payout → Invoice. Karma may ask you to confirm your identity before showing financial settings. Check:

• Invoice Number Prefix and Payment Terms (days);
• which recipient fields are required;
• whether a POS reference is optional, required, or must use a saved reference;
• whether invoice purchases should be registered in the connected cash register;
• the sender name, contact details, logo, and address;
• bank account, IBAN, SWIFT/BIC, and payment reference details; and
• the terms and footer shown on the invoice PDF.

The invoice currency comes from the location settings. Select Save Settings after making changes.

Add an invoice recipient

1. Open Payments → Invoices.
2. Select the Recipients tab, then New.
3. Add the contact name, email, organization details, VAT number, phone number, country, and billing address required by your location.
4. Save the recipient.
5. Open the recipient and add reusable References, such as a purchase-order number, cost centre, or department. Each reference collects purchases on its own invoice.
6. To match invoice purchases automatically, select Edit → Payment Rules. A rule can match an exact email, an email domain, or a Karma user ID. You can also connect a guest from the recipient page.

Only add a broad email-domain rule when every matching guest belongs to the same invoice recipient.

Choose when a recipient's invoices are sent

Open the recipient and scroll to Invoice delivery. Choose one mode:

• Manual keeps new invoices as drafts until someone reviews and sends them.
• Immediate sends each invoice when it is created.
• Scheduled sends invoices weekly, monthly, or after a chosen number of days.

For a scheduled recipient, enable the schedule and review its cadence and next run before service begins. Use manual delivery when your finance team needs to check purchases before an invoice is issued.

Take an invoice payment in POS

1. Build the order in POS as usual.
2. Select Pay.
3. Under Pay later, choose Invoice.
4. Select the invoice recipient. You can choose Assign later only when your location allows the purchase to remain unclaimed.
5. Select or enter a reference if needed. A new reference is saved on the recipient for future payments.
6. Review the amount and optional tip, then select Pay with Invoice.

Karma records the sale and creates an invoice or adds the purchase to the recipient's current invoice according to its delivery mode and reference.

Create or complete a draft manually

You can also create a draft from the invoice workspace:

1. Open Payments → Invoices and select New.
2. Choose the recipient, due date, and optional notes.
3. Select Create Invoice.
4. Open the draft and add eligible purchases from Unclaimed Purchases.
5. Verify the collection period, recipient, reference, purchases, subtotal, VAT, total, and due date.

Use the Unclaimed Purchases tab to find invoice purchases that still need a recipient or invoice. Purchases can be added to or removed from a draft, but they are locked after the invoice is issued.

Send the invoice

Open the reviewed draft and select Send invoice…. Then choose:

• Send via email to issue the invoice and email it to the recipient; or
• Send to Fortnox to create the configured invoice or order in Fortnox without sending a Karma email.

The Fortnox option appears only when the integration is connected and its invoice posting account is ready. See Connect and verify Fortnox for setup and sync behavior.

If the invoice was issued outside this workflow, use Mark as Sent to update its status without sending it again.

Track, pay, or correct an invoice

The invoice table uses these main states:

• Draft — still editable and not issued.
• Sent — issued to the recipient or Fortnox; purchases are locked.
• Paid — payment has been recorded.
• Overdue — issued and past its due date without a recorded payment.
• Voided — cancelled before completion.

Open an invoice to:

• select Mark as Paid when payment is confirmed;
• select Generate PDF to download a copy;
• review the Timeline for creation, issue, payment, void, or Fortnox events;
• open the linked Fortnox document when one exists; or
• create a Credit invoice for an issued charge that needs correction.

Void or delete only an eligible draft. Do not edit historical purchases to imitate a correction after an invoice has been issued; create a credit invoice instead.

Check that invoicing is working

1. The purchase appears on the intended recipient and reference.
2. Draft, sent, paid, or overdue status matches what has actually happened.
3. The PDF contains the correct sender, payment, VAT, terms, and recipient details.
4. The recipient received the email, if email delivery was selected.
5. The timeline contains the expected event and Fortnox link, when applicable.

If something is wrong

• Invoice is missing in POS: confirm the recipient exists, your location permits invoice payments, and the current order is eligible for the payment method.
• A purchase is unclaimed: open Payments → Invoices → Unclaimed Purchases, then add it to the correct draft.
• Wrong recipient or reference: correct a draft before sending. If it has already been issued, use the approved credit-and-reissue process.
• Email was not sent: confirm you chose Send via email, not Send to Fortnox, and check the recipient email address.
• Purchases cannot be changed: sent and paid invoices are locked. Use a credit invoice for corrections.
• Fortnox is unavailable: reconnect Fortnox if required and confirm a revenue account is selected on its integration page.

When contacting support, include the location, invoice number, recipient, purchase ID when relevant, expected result, actual result, and a screenshot. Never send banking or login credentials.