Invoicing
Sales invoices
A sales invoice starts as a draft, freezes at issuance, and is tracked through to payment. Here is what happens at each stage.
Updated on August 14, 2026
What a sales invoice is
It is a document your organization issues to a customer — either another React Box organization or a third party from your directory. While it is a draft, everything stays editable. At issuance, it receives its final number, its PDF is generated, and its content becomes untouchable: that permanence is what gives it legal value.
The five states of an invoice
The status alone tells you where the invoice stands and what you can still do with it.
- Draft
The invoice is being built. Lines, customer, currency, due date: everything is editable, and it can be deleted. It carries a placeholder number that consumes no sequence.
- Issued
The final number is allocated and the content is frozen. The PDF is generated and archived in the vault. The invoice enters your outstanding receivables.
- Sent
The invoice has been emailed to the customer from React Box. The history keeps the recipient and the date, and flags any delivery failure.
- Paid
The payment is recorded with its date. The invoice leaves your outstanding balance and feeds the total collected for the year.
- Cancelled
The invoice is neutralized without disappearing: its number stays consumed, which preserves numbering continuity. It can be restored.
What an invoice carries
The elements you fill in on the draft, which are frozen at issuance.
- Customer — a React Box organization or a third party from your directory, with the recipient email used for sending.
- Lines — description, quantity, unit price excluding tax and VAT rate, freely reorderable.
- VAT regime — applied by default; can be turned off for an out-of-scope invoice, provided you state the exemption notice.
- Currency — pre-filled from your organization, editable invoice by invoice.
- Payment — payment method, collection account and how the due date is calculated.
- Covered period — the start and end of the billed service, printed on the document.
- Texts — PDF language, template, notes shown on the invoice and footer note.
Issuing an invoice
Issuance is the tipping point: before it, everything is open; after it, nothing moves.
- 1
Compose the draft
Select the customer, add the lines, and check the live preview of the subtotal, VAT and total.
- 2
Check the due date and collection account
An account is required for a bank transfer. Your defaults are pre-filled but remain editable here.
- 3
Issue
React Box allocates the next number of the fiscal year under a lock, which prevents duplicates even when two people issue at the same time.
- 4
Send and follow up
Download the PDF or email it, then mark the invoice paid once the payment comes in.
Warning
After issuance
Everything that happens between the issued invoice and the payment.
Sending by email
The PDF goes to the recipient set on the invoice, with an email in your colors. You can also simply download the document.
Automatic reminders
Reminder steps fire on their own, before as well as after the due date: a step is set anywhere from thirty days before the due date — the courtesy notice — to a hundred and eighty days after. Automatic reminders are off by default: an admin turns them on once for the whole organization. Manual reminders and per-invoice exclusion stay available.
Collection
Mark the invoice paid to take it out of your outstanding balance. The action is reversible if the payment turns out to be wrong.
History
Issuance, sends, reminders, payment, cancellation: every event is timestamped and kept on the invoice.
Ledger allocation
Every invoice line can carry an account from your chart of accounts. Allocation is not required in order to issue: blocking an invoice because an account is missing would delay a legal document for a purely internal reason. Issued invoices with a line left unallocated therefore join a “to allocate” queue, flagged by a badge in the sidebar, to be cleared later — by you or by your accounting firm.
Note
Vault archiving
The PDF of an issued invoice is automatically filed in the "Sales invoices" folder of your vault. There is nothing to upload: the document follows the same access rules as the rest of the vault, and your accounting firm finds it in its usual place.
Tip
Invoices in a foreign currency
An invoice can be issued in a currency other than your organization's. React Box then keeps its equivalent in your base currency, computed at the official Bank Al-Maghrib rate and frozen at the moment of issuance.
Note