How to create a sales invoice in accounting software
Creating a sales invoice in real accounting software isn't just 'writing and printing a bill.' The steps are simple (customer, items, discount, tax, confirm), but the magic is in what happens at confirm: the accounting entries post, stock is deducted, tax is computed, and the invoice can go to the e-invoicing system — all from one action. We'll walk the steps exactly as they are in Zemam, and see the difference between a plain invoice app and real accounting software.
The steps
1. From “Sales” open “New Invoice” and pick the customer
In Zemam you open the Sales menu and click “New Invoice,” then pick the customer from the list (or add them quickly). Zemam pulls their credit limit and history, and warns you if the sale would exceed their credit limit.
2. Add the items — search and price are automatic
You search the item by name or code, Zemam pulls its price from the customer's price list, and you set the quantity. Add multiple lines — each recalculates live.
3. Apply the discount — line or document
Add a percentage discount on a line, or a document-level discount on the whole invoice (percentage or amount), and Zemam computes the net in the invoice summary instantly.
4. Tax appears already computed in the summary
VAT appears computed on the net after discount (the Egyptian rule) — total, tax, and net are in front of you before you confirm, with no manual math.
5. Save as draft or click “Confirm”
Save it as a draft to edit later, or click “Confirm” — and at confirm, everything below happens automatically. If you've enabled an approval workflow for sales invoices, it goes for approval first.
What happens behind the scenes at confirm
This is the real difference. In an accounting system, one 'confirm' does all of this automatically — with no double entry:
The accounting entries post: DR Accounts Receivable (the customer) / CR Revenue + VAT
Cost of goods sold posts: DR COGS / CR Inventory
Stock is deducted by the sold quantities instantly
The customer's balance updates (they now owe you)
You can submit it to the Egyptian e-invoicing system (ETA)
A plain invoice app just prints the PDF — you do all of the above manually afterward. An accounting system does it by itself the moment you confirm.
Frequently asked questions
What's the difference between an invoice app and real accounting software?
An invoice app just prints a PDF — you record the accounting impact manually. Real accounting software: confirming the invoice posts the entries, deducts stock, computes tax, and updates the customer's balance — all from the same action, with no double entry or errors.
What if the invoice has an error after confirming?
A confirmed invoice has accounting entries, so it isn't edited like a draft — you issue a return or a void with a recorded reversing entry, not a deletion. That preserves a clean audit trail. A draft, though, you can edit freely before confirming.
Is the invoice sent to e-invoicing automatically?
Zemam has direct integration with the Egyptian e-invoicing system (ETA) — it prepares the invoice with the required data and item codes, submits it, and tracks its status. That saves you a manual step on the tax authority's portal.
Is approval required before confirming an invoice?
That depends on your setup. If you've enabled an approval workflow for confirming sales invoices, the invoice goes for approval first, then confirms and posts its entries. If it's off, it confirms directly. This flexibility fits your company's size and controls.
One invoice — the rest happens by itself
In Zemam you create the invoice (customer, items, discount), and the system computes the tax, posts the accounting entries, deducts stock, updates the customer's balance, and can submit it to e-invoicing (ETA) — all from one confirm.
Note: the accounts and tax posted automatically are based on your setup (revenue accounts, tax rate, calculation method). Check your settings and your accountant to confirm they're correct for your business and your country's invoicing requirements.