Invoices
Overview
Apex Lucis generates professional invoices with your company branding, itemised packages, tax calculation, and payment details.
Invoice Types
| Type | When to Use |
|---|---|
| Balance | The remaining balance of a booking. Automatically takes into consideration other invoices when calculating the amount to be paid |
| Deposit | Initial part-payment to secure a booking |
| Full | Can be used to take the full payment for services given |
| Custom | An addition option to handle other use cases |
Invoice Statuses
| Status | Meaning |
|---|---|
| Draft | Created but not yet sent to client |
| Sent | Emailed or shared with client; awaiting payment |
| Paid | Full payment received |
| Overdue | Past due date and still unpaid |
| Refunded | A way of marking the invoice to indicate a refund was given |
Accessing Invoices
Business tab → Invoices
All invoices across all bookings are listed here. Filter by status using the chips at the top (All / Draft / Sent / Paid / Overdue).
Creating an Invoice
You can create an invoice from:
- The Booking detail screen (recommended) — tap New Invoice in the Invoice section. Creating an invoice this way automatically associates the invoice with a booking
- Tapping the ‘Add Invoice’ button in the Invoice Module. You do not need to link an invoice created this way to a booking.
When creating an invoice:
- Select the type (Full, Deposit, Balance, or Custom)
- Enter the amount (for deposit invoices, this is pre-filled with your default deposit percentage)
- Set the due date (pre-filled from your default invoice due days)
- Add any notes for the invoice footer
- Tap Save
Invoice Calculations
- Subtotal = Sum of package prices
- Tax = Subtotal × tax rate (from your Business Settings)
- Total = Subtotal + Tax
- Deposit Amount = Total × deposit percentage
Sharing and Exporting Invoices
From the invoice detail screen:
- Tap Share to export as a PDF using your company template
- The PDF includes your company logo, contact details, itemised charges, tax breakdown, and payment details
- To send the Invoice to a client, you can use the system Share Sheet (email, AirDrop, Messages, etc.).
Marking an Invoice as Paid
- Open the invoice detail screen
- Tap Mark as Paid
- Confirm
The booking’s outstanding balance updates automatically.
Invoice Analytics
From the Invoices list, tap Analytics to see:
- Total invoiced this period
- Total paid
- Total outstanding
- Average invoice value
- Payment time distribution
Disclaimer: Apex Lucis provides the Invoice module as to help you organise your payment. You should always check with a trained accountant if you are unsure.
Disclaimer: While every effort has been made to make the Invoice module work outside the UK, there is a chance it will not work in your region. You should double check any calculations and generated Invoices before sending them to clients.