Invoicing

Invoicing in GRX covers creating and managing tax invoices, recording payments, and staying compliant with UAE VAT. The application is designed to support future UAE e-invoicing (B2B/B2G) when the FTA mandates it.

What you can do

• Create invoices from jobs or work orders — Generate an invoice from a completed job or work order so line items and amounts flow without re-entry.
• Create standalone invoices — When needed, create an invoice without linking to a job (e.g. parts-only sale or adjustment).
• Apply UAE VAT — Invoices use your configured VAT rate and display VAT amount and total in AED. Output VAT is included in reports for FTA returns.
• Record payments — Mark invoices as fully or partially paid and record payment date and method so ageing and revenue reports are accurate.
• View invoice list and filters — See all invoices, filter by status (e.g. Pending, Paid, Overdue) or date range, and search by customer or invoice number.
• Print or send invoices — Export or print professional PDFs for the customer and for your records.

Workflow: Invoice from completed job

1. Complete the job (and work order if used) — Ensure the job and work order are in Completed status and all items are correct.
2. Create invoice from job/work order — From the job or work order, use the action to create an invoice. GRX creates an invoice with the same customer, vehicle reference, and line items. Review and adjust if needed (e.g. discount or extra line).
3. Save and issue — Save the invoice. Print or send to the customer. The invoice appears in the Invoicing list and in reports (revenue, VAT, ageing).
4. Record payment — When the customer pays, open the invoice and record payment (full or partial). Update status to Paid when fully settled. Pending amounts and overdue alerts update accordingly.

Workflow: Partial payment and balance

1. Open the invoice — Select the invoice from the list.
2. Record partial payment — Enter amount received, date, and (if applicable) method. Save. The invoice may show as Partially paid and a remaining balance.
3. Record remaining payment later — When the balance is paid, add another payment so the total equals the invoice amount. Mark as Paid when fully settled.

UAE VAT and e-invoicing

Invoices in GRX are generated with UAE VAT in mind: taxable amount, VAT amount, and total in AED. Your shop’s TRN and settings are used so documents are correct. When the UAE Federal Tax Authority introduces mandatory e-invoicing (B2B/B2G), GRX is planned to support the required format and submission (e.g. PINT-AE). Keep your customer and invoice data accurate so that when e-invoicing goes live, you can comply without changing workflows drastically.