Create a cash sale invoice

To record direct cash sales in bexio, start with a one-time setup: create a 'Cash payment' terms template, a generic 'Cash sale' contact, a cash account configured without a QR bill, and a draft document template with these settings. For daily sales, simply duplicate this draft. For products without stock management, add the items, mark the invoice as paid, and print the receipt. For products with stock management, create an order, generate the invoice, record the payment, and issue a delivery note to deduct items from stock.

Aug 4, 2026
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This article explains how to configure bexio to quickly record direct cash sales, with or without stock management, without having to enter full contact details for each anonymous customer.

Content:

Initial setup for cash sales
Processing daily cash sales
1. Case A: Products without stock management (services or simple items)
2. Case B: Products with in-store stock management

Initial setup for cash sales

To save time during your daily sales, prepare the following 4 elements in your account beforehand:

1. Create the payment condition "Cash payment"

Go to your payment template settings and create appropriate terms:

Template name: Cash payment
Payment term: 1 day
Additional text: For example: This invoice has been paid in cash.

The additional text is essential so that the customer can clearly see on their receipt that the amount has already been settled.

To learn more, check out the article: Set up custom payment templates

2. Create the generic contact "Cash sales"

For walk-in customers who do not wish to provide their contact details:

Create a contact of type Company named "Cash sales".
This will serve as a generic contact, as bexio always requires a contact to generate an invoice.

To learn more, check out the article: Create a new contact.

3. Configure the Petty Cash / Bank account

To prevent a QR bill from unnecessarily printing on a cash sale invoice:

Select your cash account (or a bank account configured without automatic QR bill generation).

Printing tip: You can also select the "Print page 1 of 1" option in your PDF reader's print settings or uncheck "Place QR bill on a separate page" under document templates.

To learn more, check out the article: How do I create a new cash/post/bank account?

4. Prepare an invoice template (Draft)

To avoid re-entering the contact and payment terms for every sale:

Create a template invoice (or order) selecting the contact "Cash sales" and the payment terms "Cash payment".
Set the Cash account: Under Invoice settings, in the Bank account section, select your dedicated cash account.
Keep the document in "Draft" status: Simply duplicate it for each new sale so you don't have to set it up again.

Processing daily cash sales

Case A: Products without stock management (services or simple items)

Duplicate your template invoice saved in Draft status.
Add the sold products or standard line items.
Change the invoice status to "Pending", then mark it directly as "Paid" (by recording the payment into the cash account).
Print the document or send it by email to provide the customer with their receipt.

Case B: Products with in-store stock management

If you use the inventory management module, use an Order to properly reserve and deduct items from stock (learn more about stock items).

Duplicate your template order saved in Draft status.
Add the stock items purchased by the customer (items will be reserved in stock).
Create the invoice directly from this order.
Change the invoice status to "Pending" and record the payment as "Paid". You can print the invoice or send it by email.
From the initial order, create the delivery note.
Change the status of the delivery note to "Delivered": stock will automatically be deducted in bexio.

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