Invoices

Before your first invoice, open Settings in the sidebar and fill in:

• Company name, address, email, phone, and website.
• Your logo — appears at the top of every invoice.
• Default currency, default notes, and default terms — pre-filled into every new invoice.
• An optional signature image to print at the bottom.

Nautis will warn you if you try to create an invoice before settings are complete.

1. In the sidebar, click Clients.
2. Click Add Client.
3. Fill in the client's Name, Email, Phone, Company, and billing address (street, City, State, Postal Code, Country).
4. Click Save. The client now appears in the Client dropdown on every invoice.

You can also import clients in bulk using the Import option on the Clients page.

1. In the sidebar, click Products.
2. Click Add Product.
3. Enter the Name, a short Description, and a default Price.
4. Save. When you add a line item to an invoice, picking a product pre-fills the description and rate.

1. In the sidebar, click All Invoices.
2. Click Create Invoice in the top right. (Mobile users can also use the + action.)
3. You land on the Create Invoice page with a form on the left and a live PDF preview on the right. Click Show Preview / Hide Preview to toggle it.
4. Fill the Invoice Details section:
   • Invoice Number — leave blank to use the next auto-number, or override it.
   • Due Date * — pick a date in the future.
   • Select Client * — pick from your client directory, or click + Add Client to create one on the fly.
   • Currency — defaults to your invoice setting; change per invoice if needed.
5. Add at least one Line Item:
   • Pick a Product from the dropdown to pre-fill, or type a free-form Description *.
   • Set Quantity * and Rate *. The line total updates automatically.
   • Click + Add Item to keep adding rows.
6. In the Summary section, set:
   • Tax Name and Tax Rate (%) — applied to the subtotal.
   • Discount Type and Discount Value — flat amount or percent off the subtotal.
7. Fill in optional Notes and Terms at the bottom — defaults from settings appear here automatically.
8. Click Create Invoice. Nautis saves the invoice, generates the PDF, and takes you to the invoice detail page.

A new invoice starts in Draft status. It isn't visible to anyone outside your team yet.

1. Open the invoice (click it from the All Invoices list).
2. While the invoice is in Draft, click Send in the page header.
3. Pick the recipient's email address, tweak the subject and message, and confirm. Nautis emails the PDF and a payment-tracking link.
4. The invoice status moves to Sent automatically.

If you'd rather skip the email and mark the invoice as sent (for example, you've delivered it another way), use the ... menu and pick Mark as Sent.

On the invoice detail page, the metrics bar shows:

• Total Amount — the invoice grand total.
• Amount Paid — total recorded so far.
• Balance Due — what's still outstanding (turns red when there's a balance).
• Due Date — flagged with an Overdue badge if the date has passed and the invoice isn't paid.

When a customer pays:

1. Click Record Payment in the page header.
2. Enter the Amount received, the Payment Date, and the Payment Method (bank transfer, card, cash, cheque, etc.).
3. Add a Reference or note if you want.
4. Click Save.

Recording a payment reduces the balance. When fully paid, the status flips to Paid automatically. Partial payments stay visible in the invoice's activity timeline.

• From the invoice list, hover a row and use the actions menu to download the PDF.
• On the invoice detail page, click Preview to open the PDF view, then use your browser's Save / Print to keep a copy.
• The PDF is regenerated whenever you edit the invoice, so it always reflects the latest version.

• Edit (only available while in Draft) — opens the invoice editor. Make changes and save; the PDF refreshes.
• Duplicate Invoice — found in the ... menu on the detail page. Useful for repeat-billing scenarios.
• Cancel Invoice — use ... > Cancel Invoice to mark an outstanding invoice as cancelled without deleting it.
• Delete — from the All Invoices list, use the row's delete action. Confirm in the dialog.

You can also Mark as Sent, Mark as Draft, or Mark as Viewed from the ... menu to keep the status accurate if you communicated with the customer outside Nautis.

1. In the sidebar, click Recurring.
2. Click Create Recurring Invoice.
3. Pick the client, line items, frequency (weekly, monthly, quarterly, yearly), start date, and optional end date.
4. Save. Nautis generates a new invoice automatically on each cycle so you don't have to.
5. You can pause, edit, or end a recurring invoice from the same page.

1. Open the invoice you need to credit.
2. Use the actions menu to Issue Credit Note.
3. Pick the lines to credit (whole or partial), enter a reason, and save.
4. The credit note is recorded against the invoice and the balance updates.

Click Analytics in the sidebar to see:

• A revenue trend chart over the selected period.
• A status breakdown (Draft / Sent / Paid / Overdue / Cancelled).
• Aging analysis — what's overdue and by how long.
• Top clients by revenue and top products by units sold.

Use the date picker at the top to scope the dashboard to a month, quarter, or custom range.