Invoices

The Invoices page (sidebar: Finance → Invoices) shows the invoices created for your customers. From here you send invoices by email, download them as PDF, record the payment date, cancel them or export them for accounting.

You need the permission Invoices Overview. Your administrator assigns permissions under Settings → User management (see User management).

The invoice overview with filter and invoice list

How are invoices created?

Invoices are not created on this page. They are created from delivery notes: on the Delivery Notes page you select a period, enter an invoice Date and click Create Invoice(s) (see Delivery notes). The invoices created then appear here.

The invoice layout (header and footer lines, payment note) and the invoice email template are maintained by administrators under Settings → Tenant (see Tenant).

Searching invoices

Narrow down the list above the table and click Search:

Field	Meaning
From / To	Period. The current month is preset.
Send Type	All, by post or by email
Customer Name	A single customer (selection shows customer number and name)
Payment Type	All, Transfer or SEPA
Include cancellation	Also shows cancelled invoices

The selected filters are kept in the browser's address bar. You can therefore refresh the page with the same settings or bookmark it.

The invoice list

The list shows for each invoice:

Column	Meaning
Checkbox	Selects the invoice for the bulk functions (see below)
Invoice no.	Invoice number (sortable)
Invoice date	Date of the invoice (sortable)
Customer no. and Customer name	Invoice recipient (sortable)
Invoice total	Gross amount
Due on	Due date
Delivery method	Post or email
Sent on	Date of dispatch
Delivery status	Yes or No
Paid on	Date of payment
Cancelled	Yes if the invoice has been cancelled

The last row shows the Total of all invoices found. With many results, use the paging at the end of the table. Select All and Deselect all select or deselect all invoices found.

Actions for a single invoice

Right-click the invoice (on touch devices: press and hold). A menu opens:

Entry	Effect
Print	Creates the invoice PDF and opens it in a new browser tab
Send email	Sends the invoice to the customer by email
Download PDF	Creates the PDF and downloads it
Restore	Recalculates the invoice
Paid	Opens a dialog in which you enter the payment date
VOID	Cancels the invoice
CSV	Downloads the invoice including its delivery notes as a CSV file
Edit	Opens the invoice for editing (see below)

The PDF is created in the background. The page shows the message "Invoice <number> is being generated." and opens or downloads the file as soon as it is ready. You can also follow the progress of such tasks under Activities (see Activities).

Sending an invoice by email

1. Right-click the invoice and choose Send email.
2. After sending, the message "Invoice <number> has been sent." appears; on failure, "Error sending invoice <number>."

caution

The invoice is sent immediately and without a confirmation prompt.

Recording a payment

1. Choose Paid in the menu.
2. Enter the Payment Date in the dialog.
3. Click Paid (or Cancel).

Cancelling an invoice

Choose VOID in the menu. The invoice is cancelled immediately and without a confirmation prompt; the list is then reloaded. A new cancellation invoice with its own number is created that refers to the original invoice; the original invoice stays unchanged. The delivery notes of the cancelled invoice reappear in the delivery note list and can be invoiced again. A cancellation cannot be undone, so cancel each invoice only once. You find the cancellation invoice on the page Void invoices.

caution

Check the row carefully before clicking VOID: there is no confirmation prompt.

Bulk functions for selected invoices

Tick the desired invoices in the list and click one of the buttons next to Search. If no invoice is selected, the message "No Invoice selected" appears.

Button	Effect
Sepa XML	Creates a SEPA file (XML) with the selected invoices that are paid by SEPA. If none of them is included, "No Sepa Invoices selected" appears.
Simple export	Downloads the selected invoices as a CSV file (rechnungen.csv)
Export to Finance	Downloads a CSV file for accounting (financialReport.csv)
Download all invoices	Combines the selected invoices into one file in the background and downloads it
Send all	Sends the selected invoices by email, but only those with delivery method email that have not been sent yet
Download billing report	Downloads the billing report for the selected invoices

If all selected invoices have already been sent, Send all shows "All selected invoices have already been sent!". This dispatch also takes place without a confirmation prompt.

note

The SEPA file and the exports contain bank details and addresses of your customers. Handle the downloaded files confidentially.

Editing an invoice

Edit in the context menu opens the page titled "Invoice: <number>, Customer: <customer number> - <name>".

The page for editing an invoice

Most fields are read-only. You can change:

Field	Meaning
Customer description	Descriptive text for the customer
Due Date	Due date
Paid on	Date of payment
Total	Invoice total
Cancelled	"Cancelled" flag
Send status	"Sent" flag

Read-only fields include Invoice No., Customer Number, Customer Name, Delivery Customer, Invoice Date, Created At and Updated At. Save applies your changes ("Changes saved!").

caution

Only change Total, Cancelled and Send status if you are sure: the change is saved without a confirmation prompt. To cancel an invoice, use the VOID entry in the invoice list instead.