HOW-TO GUIDE
How to create and send an invoice with TunedBooks (step by step)
TunedBooks gives you two ways to invoice from your phone. You can generate a professional invoice automatically from any recorded sale, or you can use the standalone Invoice Maker to build one from scratch, add line items, set a due date, and share it by WhatsApp or email, all without internet.
In this article
Most invoicing apps make you choose: either you invoice, or you track sales. TunedBooks does both from the same app, so a sale you record at the counter can become a professional invoice in two taps, and an invoice you send to a client records itself as income the moment it is paid.
Before either method works well, you need to set up your business identity once. That takes about three minutes and you will never have to do it again.
Set up your invoice once (logo and receipt settings)
Every invoice TunedBooks generates pulls from two places: your business profile and your receipt settings. Set both up before your first invoice so everything looks right from the start.
Step 1, Upload your business logo
- Open TunedBooks and tap Profile (bottom navigation)
- Tap your business name at the top
- Tap the logo area and choose Upload from Gallery
- Select your logo image, keep it under 1 MB for the best quality
- The logo now appears at the top of every invoice and receipt you generate
Step 2, Customise your receipt settings
- Go to Settings-Receipt Settings
- Add your business tagline (appears below your name on every invoice)
- Add a footer message, something like "Thank you for your patronage"
- Toggle the display options:
- Show Business Logo, on
- Show TIN, on if you have one (required for B2B invoices)
- Show VAT Breakdown, on if you charge VAT
- Show E-Invoice Notice, on for compliance
- Tap Preview Receipt to see how it looks
- Save. These settings persist, they apply to every future invoice until you change them.
That is the entire setup. Now you have two ways to invoice.
Create your first invoice in under two minutes.
No card, no signup wall. 30 free transactions a month.
Method 1, Create an invoice from a recorded sale
This is the fastest path. You have already recorded a sale at the counter or from an online order. Now your customer wants a proper invoice. You do not need to type anything again.
Turn any transaction into an invoice
- Open the Transactions tab
- Find the sale and tap on it to open the Transaction Details screen
- Tap the Share button
- TunedBooks generates a professional PDF invoice using your logo, tagline, footer, and all the transaction details, amount, date, items, customer name, VAT breakdown
- Your phone's share menu opens, choose WhatsApp, Email, or Save to Files
- Done. The customer receives a branded PDF invoice within seconds.
The invoice pulls everything from the transaction record, so the amounts, items, and dates are always accurate. If you filled in the customer's name and TIN when recording the sale, those appear on the invoice automatically.
Tip: if you serve walk-in customers who sometimes ask for a receipt and sometimes ask for an invoice, this is your method. Record the sale normally, and only generate the invoice when asked. No extra work upfront.
Method 2, Standalone Invoice Maker
Use this when you need to send an invoice before the work is done or before payment arrives, a quote for a job, a bill for services rendered, or an invoice to a client who pays on terms. This invoice lives independently and tracks its own payment status.
Build an invoice from scratch
- From the main menu, tap Invoice Maker
- Add customer details, name, phone, email, address. If this is a returning customer, TunedBooks autocompletes from your saved customers. For a business client, add their TIN.
- Add line items, tap "Add Item", enter a description, quantity, and unit price. Add as many lines as you need. The running total updates as you go.
- Set the due date, when payment is expected
- Select VAT category if applicable (standard, zero-rated, or exempt)
- Tap Save as Draft to keep working on it later, or tap Share to generate the PDF and send it immediately
After sharing, the invoice status changes to Sent. TunedBooks tracks it from here.
When the client pays
- Open the invoice from your Invoice List (main menu-Invoice Maker-tap the invoice)
- Tap Mark as Paid
- TunedBooks automatically records an income transaction for the full amount, you do not need to go to the Transactions tab and enter it separately
- The invoice status changes to Paid
- Tap Share again to send a payment confirmation to the client if needed
This is the path for service businesses, freelancers, and anyone who invoices before collecting payment. The invoice and the income record are connected, when one updates, the other follows.
Which method should you use?
| From a recorded sale | Standalone Invoice Maker | |
|---|---|---|
| Best for | Retail, POS, market traders | Services, freelancers, B2B |
| When to use | Sale happened already, customer wants a receipt or invoice | You need to bill before or after the work |
| Data entry | None, pulls from the transaction | You add line items, customer, due date |
| Payment tracking | Already recorded | Tracked by status: Draft-Sent-Paid |
| Works offline? | Yes | Yes |
Many business owners use both. A shop owner might use Method 1 all day for walk-in customers, then switch to Method 2 to invoice a wholesale buyer on 30-day terms. TunedBooks handles both from the same app, and everything flows into the same profit report.
Your invoices should look as professional as your work.
Add your logo, customise your layout, send by WhatsApp, all free.
Frequently asked questions
Can I create an invoice without recording a sale first?
Yes. TunedBooks has a standalone Invoice Maker in the main menu. You can create, send and track invoices independently of your sales records. When a client pays, tap Mark as Paid and TunedBooks records the income automatically.
How do I add my business logo to invoices?
Go to Profile Settings, tap your business name, and upload a logo from your gallery. The logo appears at the top of every invoice and receipt. Keep the image under 1 MB for the best quality.
Can I send invoices by WhatsApp?
Yes. When you tap Share on any invoice or transaction, TunedBooks generates a professional PDF and opens your phone's share menu. Choose WhatsApp, select the contact, and the invoice is sent as a PDF attachment.
Does TunedBooks work offline for invoicing?
Yes. You can create, save and share invoices with no internet connection. TunedBooks stores everything on your phone and syncs to the cloud when you are back online.
Is TunedBooks free to use for invoicing?
Yes. The free plan includes 30 transactions per month, including invoices. You can create invoices, add your logo, customise your receipt layout, and share by WhatsApp or email at no cost.