HandiFox Mobile Invoicing Software: One Workflow for Sales and Inventory Updates

For small businesses that live and breathe inventory, invoicing is the heartbeat of your operations. With mobile invoicing software like HandiFox Online, your team can close sales, update stock levels, and sync with accounting in one smooth workflow. 

Let’s break down all the whys and hows.

Why Mobile Invoicing Matters to Inventory-Oriented Small Businesses

When your business is built around products moving in and out, whether through delivery trucks, wholesale distribution, or mobile sales reps, mobile invoicing is one of the top priority features to look for in inventory systems. Here’s why:

• Invoicing in the field means faster payments and fewer delays.
  
  
• Every invoice doubles as an inventory update, preventing stockouts or overselling.
  
  
• Seamless syncing with your accounting system ensures your books are always accurate.
  
  

That’s the unique value of invoice and inventory software like HandiFox: it keeps invoicing, inventory management, and accounting inseparable.

See also: 10 Questions to Ask Before Choosing Mobile Inventory and Invoicing Software for Your Field-Service Business

How HandiFox Connects Mobile Invoicing, Inventory, and QuickBooks

Unlike generic invoice tracking software, HandiFox was designed as an all-in-one inventory and sales software for small businesses on the move. Each invoice your team creates triggers an instant adjustment to stock levels.

• Mobile transactions → Synced with all other users and locations.
• Sell an item → It’s deducted from inventory immediately.
• Inventory movement → Reflected in QuickBooks without manual entry.

This real-time feedback loop ensures that your software is never out of sync with reality. 

HandiFox Tools That Make Mobile Invoicing Possible

1. Mobile App (iOS & Android)

Fully native iOS and Android apps work even offline - your field reps can invoice, manage stock, and sync later with no dropped data.

2. Multi-Location Tracking

Treat each van, truck, or sales route as a standalone inventory site. Stock levels stay accurate across your trucks, warehouse, and Web portal.

3. Barcode & Unit-of-Measure Support

Scan items or manually add them - HandiFox verifies salable quantities and handles units-of-measure intelligently.

4. Sales Order & Invoice Workflow

Create invoices from scratch or based on sales orders. You can add line items, set quantity/rate, apply discounts or taxes, capture customer signature, and finalize the sale.

5. Email and/or Print

Once invoiced, send via email, save as file, or even print.

6. QuickBooks Integration

Bi-directional, real-time sync with QuickBooks Online. Invoices, payments, and inventory—everything updates automatically. 

If you’re using QuickBooks Desktop, there’s a dedicated HandiFox version with identical mobile invoicing capabilities—check it out here.

Step-By-Step: Creating a Mobile Invoice in the HandiFox Mobile app (iOS and Android)

Customer Management

If you intend to use HandiFox with QuickBooks Online, your customer list will sync with your QuickBooks records upon the first synchronization. Once you’ve logged into your mobile app, you can search and select customers.

Try it out now: To access customer details, order history, invoices, sales receipts, and credit memos, go to Sales →Customers and tap on a customer name.

If you have no plans to tie HandiFox to QuickBooks, import your customer list using a CSV file.

Generating a New Invoice (=Scanning Inventory Out)

Here’s what creating an invoice looks like in HandiFox’s mobile apps:

1. Open the app → Sales → choose the customer.

2. Tap Invoices → + to start a new one.

3. Add items via barcode scan, lookup, or select from inventory.

4. Edit taxes, discounts, terms, and custom fields.

5. Save → capture customer signature.

6. Send via email, print, or PDF share.

Watch it live:

Pro tips for smooth and automated invoicing

• Add items by scanning them into an Invoice. It’s way faster and more accurate than manually looking for items
• Generate invoices even offline;  it syncs when you’re back online.
• From SO to Invoice: convert existing sales orders into invoices (single or batch) so you don’t have to add items from scratch
• Pick and pack invoices on the go to add an extra verification layer to your order fulfillment

Ready to streamline invoicing and inventory? Try HandiFox free for 14 days and see how easy it is to invoice on the go, keep inventory accurate, and sync with QuickBooks instantly.