Common invoice problems and how to fix them

Most invoice problems come from filters, wrong customer details, missing payments, wrong discounts, incorrect item prices, delivery confusion, or payments being recorded against the wrong invoice.

I cannot find an invoice

• Clear all filters and search again.
• Search by invoice number.
• Search by customer name.
• Search by phone number or email.
• Search by item name or SKU.
• Check whether the date filter is hiding older invoices.
• Check whether the status filter is set to Draft, Paid, Sent, or another limited status.

The invoice balance looks wrong

• Open the invoice.
• Check subtotal, discount, total, amount paid, and balance due.
• Check payment history.
• Check whether a payment was deleted.
• Check whether the discount was entered incorrectly.
• Check whether an item quantity or unit price is wrong.

The customer says they paid but the invoice still shows unpaid

• Check whether the payment was recorded.
• Check whether it was recorded against the correct invoice.
• Search for the customer and compare their invoices.
• Check payment reference if available.
• Record the payment if it is missing.

The customer says they did not receive the invoice

• Check the Delivery panel.
• Check whether the invoice was emailed, shared on WhatsApp, downloaded, or marked as sent.
• Check customer email and phone number.
• Send it again or download the PDF and share it manually.
• Use Mark as sent if you sent it outside Bizwazi.

Stock did not reduce

• Check whether the invoice line is linked to inventory.
• Custom items and services do not reduce stock.
• Check whether the invoice payment was added to Sales.
• Stock is only reduced for invoice inventory lines when the payment is added to Sales.
• Check whether stock was too low when payment was recorded.

Sales look duplicated

• Check whether the original sale was already recorded manually.
• Check whether the invoice payment was also added to Sales.
• Avoid recording the same customer payment both as a manual sale and as an invoice payment sale.

The invoice is overdue but the customer has paid

• Record the payment against the invoice.
• Check the payment date.
• Check the amount paid.
• Check whether the invoice balance becomes zero.