Record a Sale

An invoice says collect later. A sale says collected now. If someone paid you at the counter, at a market stall, or by Venmo on the spot, there's nothing to chase and nothing to wait for — you record what happened and it's on your books.

A sale is settled the moment it exists. It has no draft, no due date, and nothing owing.

Ring It Up

The Record a sale button lives in the header of Invoices (/dashboard/invoices), always — even before you've ever made one. You can also reach it from the command palette (Cmd+K → "Record a sale").

1. What sold — type the item, quantity and price. Start typing and your saved items come up; you can also just type free text. Add as many lines as you need with Add item.
2. Paid by — Cash, Card, Venmo, Zelle, Check, Bank transfer, PayPal, Wire, or Other. Cash is the default.
3. Date — today, unless you're catching up on yesterday's market.
4. Customer — optional. Walk-up (no customer) is the default, and that's a real answer, not a missing one. Pick a client if you know who it was and want it on their record.
5. Press the button — it shows the live total, so it reads Record $123.45.

That's the whole thing. Everything below is there when you need it and out of the way when you don't.

Tax and Discounts

The sale is taxed at your usual rate automatically — including a walk-up with no customer, because a market-stall sale is still taxable and you're still the one who owes the remittance.

Open Adjust tax & discount to change it for this one sale:

• Tax rate (%) — leave blank to use your usual rate.
• Discount (%) — a percentage off the whole sale.
• Prices already include tax — tick this if your prices are the all-in numbers you put on a sign. The tax is then extracted from the total rather than added on top, and the summary reads "Sales tax (8.5%, included)".
• Where you collected it — a state or jurisdiction code, pre-filled from your tax profile. It's stamped on the sale so your collected sales tax can be split by state at remittance time.

Reference is for whatever helps you find it later — a terminal number, a check number. Internal note is private to you and never shown to the buyer.

Hand Over the Receipt

After you record, the sheet flips to a confirmation showing the sale number and total, with It's on your books. Nothing else to do.

A receipt is created automatically and filed under Invoices → Receipts. The buyer is not emailed automatically — you decide.

• Send the buyer their receipt — type their email and press Send. They get a link to their receipt, and if they reply, the reply lands in your Messages.
• Or hand them the link — copy the link and text it to them, or show the QR on your phone.

Sending a receipt also creates or matches a Contact for that email, which is what makes their reply find its way back to you.

Press Record another to keep ringing without leaving the sheet, or Done to close.

What the Buyer Sees

A permanent, no-login page with your sale number, the date, the line items, and a green Payment Received panel. If the sale is later refunded, that page updates itself — you don't re-send anything.

Where Sales Live

The first time you record one, the Books nav row renames itself from Invoices to Sales & Invoices, and a Sales tab appears alongside Invoices. Before your first sale it isn't there at all — nothing to dismiss, nothing to configure.

• The list is at Sales (/dashboard/invoices/sales), with Sold, Refunded, Net and Voided totals across the top.
• A single sale opens at /dashboard/invoices/sales/[id].

Sale totals on that page are what the customer paid, sales tax included. Your profit and tax figures count sale revenue before tax — those two numbers are both right and they don't match.

Fixing a Mis-Rung Sale

A sale's line items can't be edited. That isn't an oversight: the line items are the revenue rows in your books, the total is a payment's amount, and a document you can quietly rewrite is a document your books can't rely on. Every till works this way.

So you correct a sale the way a till does — and which one you get depends on whether money moved. ClientCasa shows you exactly one of them, never both.

Money was collected → Refund, then re-ring

This is every sale you ring up in the composer, because ringing one up records the payment at the same time.

Press Refund on the sale. For cash, check, Venmo, Zelle, PayPal, wire, bank transfer or Other, you'll record the refund here and hand the money back yourself — the dialog says so plainly ("Recording only — no money is moved"). The sale then shows as Refunded or Partially refunded, a returns row lands in your books, and the buyer's link updates itself.

Nothing was collected → Void, then re-ring

Void is only offered on a sale carrying no payment. Press Void, give a reason — it's required, and it's shown to anyone who opens the link you shared, so write it for them. The sale is retracted, what it posted to your books is reversed, and it stays in your records with a Voided badge.

Nothing is deleted either way. Your books are append-only: a correction is a new entry, never an erasure.

Who Can Do This

Recording a sale is part of the Books plan, and needs a role that can write — a viewer can see sales but won't see the button.

Related

• Sales Tax You've Collected — what the collected figure means and where to find it.
• Businesses and Trades — if you run two, which one a sale belongs to.
• Revenue Connections — import sales you made through your own Stripe account.
• Record a Payment — the invoice equivalent, for money collected against a bill.