A well designed Invoice database system, at a minimum, should be capable of storing all invoices raised by the business. Have an easy entry system, have the ability of easy search, filter and recall of previously raised invoices for reference, traceability and audit purposes, be capable of producing reports, and should includes an automatic unique Invoice numbering system.

Our invoice applications are capable of storing up to 20 million records, with any one or group of invoices easily retrievable through a simple search facility. Whatever industry the invoice database application has been designed for; retail sales, services rendered, trade supply, etc, creating an invoice with a Dataready database
couldn’t be simpler.


In general, information for customer details, name, address, what they are being invoiced for, cost, etc, can be typed direct into the database and saved. Or if the Invoice database is combined with other database applications, such as a Client database, Stock database, Time Recorder database, etc, previously entered information stored within these other databases can be utilised.

For example, if the Invoice database, is used in conjunction with a Client database, that stores all clients names, addresses, etc, this information can be ‘pulled in’ directly by selecting the client from a drop down list, their address information is auto-completed into the new invoice. Other details from other databases within the system, can also be accessed and pulled in to complete an accurate, but easy invoice compilation. The main advantages of linking to other databases with previously stored information is, prevention of entry errors and saves repetition of having to re-type the same information each time a new invoice is raised.


The Invoice database will auto calculate the total invoice cost, including VAT, if registered, and control payment terms, for example, a 30 day account would be highlighted if it becomes overdue for payment.

Once created the invoice can be printed onto your own invoice headed paper or onto a stored design within the database. In addition, the database has the function to allow invoices to be emailed direct to the customer with a click of a button.

Report summaries of invoices raised can be displayed by spreadsheet browse format within the database. The summary displays can be filtered at a click of a button by client, date periods, outstanding payments and so on, creating easy viewing of multiple invoices for audit purposes. Other management reports can be created for VAT account periods and invoice period totals. All reports generated can be printed from any Ink Jet or Laser printer.

As required, the Invoice database can be licenced to operate from a single PC to any number of PC’s within a network system, allowing other departments as necessary to access to the database. As there is potential for many users to access the database, security for privileged data information becomes paramount. Access to specific information can be controlled by password, therefore only allowing certain information to be viewed.
There are many potentially variables that can be designed within an invoice system, to create a tool specific to a clients business requirements.  We work closely with our clients to ensure that they receive the product that works for their business.

This is why throughout the design process of a database, our client is kept appraised of development and any problems or issues that may arise. Once the database is complete, full testing is carried out to all aspects of the database. Then a complete run through of the application is conducted with the client to ensure the database has been designed to their satisfaction. From this point the client or their representative is trained in the use of the database and it’s various functions. 

Benefits of a Invoice database in summary include:-
Easy to learn and use, specifically designed to satisfy clients Invoicing requirements.
Liaison with client during database design and build process.
Training provided for database operation.
Maintains records of all Invoices raised for easy future reference.
Easy to complete invoice form.
Short cut auto entry for common fields.
Has the ability to link to other databases for efficient and accurate invoices.
Issues each Invoice with a unique reference number.
Auto calculates Invoice totals, including VAT.
Ability to email raised Invoices direct from database to customer.
Summary browse lists formatted for specific requirements.
Multiple report system for Invoices raised, for; customer/client, date periods, outstanding payment, etc.
Security features, for example, Passworded information.
One system that can be accessed by all departments who need to raise Invoices, from their desktop.
No additional software required to operate application.
Works on any Windows based PC or network.
Complete with operating licences.
Fully installed by our engineer at your premises.
Once only payment, no additional yearly subscriptions or charges.

This is only a brief example of the Invoice database capabilities, as each database we design and build for our clients are unique to them. Therefore, if you are at all interested in one of our database applications please contact us for a friendly no obligation enquiry.