How to Create an Invoice from a Sales Order in Catalystk
Turn a confirmed sales order into an invoice without typing it again. Catalystk lets you convert a sales order to a GST invoice in one click, or create an invoice from the sales order number in a new invoice – the client, items, quantities, rates, HSN codes and GST are copied automatically. Bill the full order or a partial order, and track what is still to be billed in sales order pending details – download pending items to Excel free. Then download the invoice as PDF, print it on your letterhead or in duplicate and triplicate – fast, error-free sales order to invoice billing with free GST billing software.
- One click
- Partial invoicing
- GST & HSN copied
- PDF & Excel
- Free
Before you start: save the sales order. New to GST invoices? See how to create a GST invoice.
Convert the sales order with Generate → Invoice
The quickest way to bill a sales order.
- 1
Open the sales order
Go to Sales → Sales Order and open the order you want to bill.
- 2
Click Invoice and confirm
In the Generate row, click Invoice and confirm Create Invoice. The invoice is saved straight away with the client, items, HSN, GST, payment term and terms & conditions.
Or create an invoice by Sales Order No.
Already in Invoices? Pull the sales order in by its number.
- 3
Click New Invoice
Go to Sales → Invoice and click New Invoice.
- 4
Search the Sales Order No.
In Search Options, type the order number in Sales Order No. and select it. The client, addresses, items, taxes and payment term fill in.
Bill only part of the order
Invoicing a partial delivery? Change the quantity before you save.
- 5
Change the quantity
In the invoice items, lower the Qty of any line to bill only what you delivered. Catalystk stops you from billing more than was ordered.
- 6
Click Save
Click Save. The billed quantity is updated on the sales order, and the rest stays pending.
Track pending sales order items
See what is still to be billed or delivered on every order.
- 7
Open Pending Details
In Sales → Sales Order, open the Pending Details tab.
- 8
Check and download
Each item shows Ordered, Received and Pending, with the % delivered. Click Excel to download the pending list.
Full order or part order?
Choose the way that fits the delivery.
| Situation | What to do |
|---|---|
| Everything delivered | Generate → Invoice on the sales order – one click |
| Part delivered | New Invoice → Sales Order No., lower the quantities, save |
| Balance delivered later | Create another invoice from the same order – Pending Details shows what is left |
Every invoice can be printed as original, duplicate, triplicate or quadruplicate, on your letterhead, in Print Small format or downloaded as PDF.
Tips for sales order billing
- Use Generate → Invoice for full orders – it is the fastest way.
- Check Pending Details weekly and download it to Excel to chase unbilled orders.
- Set a follow-up date on the invoice so payment reminders go out on time.
- Need an e-invoice? Open the saved invoice and click E-Invoice.
Frequently asked questions
Can I convert a sales order to an invoice in one click?
Yes. Open the sales order and click Generate → Invoice, then confirm Create Invoice. The invoice is saved straight away.
What is copied from the sales order to the invoice?
The client and contact details, GST/PAN details, items with HSN, quantity, price, discount and tax, the totals, payment term and terms & conditions.
Can I invoice only part of a sales order?
Yes. Create the invoice by Sales Order No. and lower the quantities. Catalystk does not let you bill more than was ordered.
How do I see what is still pending on a sales order?
Open the Pending Details tab in Sales Orders. Each item shows Ordered, Received and Pending.
Can I download the invoice as a PDF or export sales orders to Excel?
Yes. The invoice has a PDF download and print options, and the sales order Pending Details list downloads to Excel.
Can I print the invoice in duplicate or on my letterhead?
Yes. Choose Duplicate, Triplicate, Quadruplicate, Letter Head or Print Small on the invoice.
Is the billing software free?
Yes. Sales orders and GST invoices are free in Catalystk – nothing to download or install.
What's next: get paid – record a payment and send payment reminders.
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