How to create an invoice?

Modified on Tue, 21 Nov 2023 at 11:48 AM

The creation of an invoice is possible for a future customer, as well as for an existing customer.

The creation of an invoice is done in several steps:

  • Create a new invoice
  • Select the recipient
  • Add items and format the invoice
  • Produce the invoice
  • Validate the invoice or schedule it

Create a new invoice

  1. Go to the menu “Documents
  2. Go to the sub-menu "Invoices"
  3. Click on the “+” button

Select the recipient

  1. Select the customer in the "Who is the recipient?":
    • by selecting it from the drop-down list of existing customers from the customer portfolio
    • or by creating a new customer. The same form for creating a new customer then appears
  2. If necessary, change the billing method
    see the article : "How do I set up an including tax invoice?"
  3. Modify if necessary the pre-filled information concerning the document configuration
  4. Select the creation of the invoice
  5. Enter the subject of the invoice if necessary
  6. Validate the information entered by clicking on "Next".

Add products and format the invoice

  1. Select the product and/or service to be invoiced from the previously created catalog. 
  2. If necessary, modify the label, description, unit price of the product, the quantity and the discount rate to be applied. The VAT rate of the product is then taken from the product base.

    If necessary, it is possible to modify the VAT rate of the product directly on the document.

    To do so, you just have to modify the "VAT type" field:

    • Click on the pencil next to "VAT type" in the "Configuration" widget,
    • SelectCustom” .
    • Click on "Save"
    • Select the VAT rate to be used by default on the document, then click on "Save".

    Thus, for any new line, the selected VAT rate will be applied.

    Warning: the lines already created on the document will not be modified. You must then manually modify the VAT rate on each item line if necessary.

    The available VAT rates are configured in the application settings and managed by the accounting firm.

  3. If necessary, adjust the amount (including or excluding VAT, depending on the billing method chosen) of the billing line. The discount rate is then automatically recalculated.
    Example: to round up the amount calculated following a discount

    Before adjustmentAfter adjustment
  4. Possibly change the sales unit
    Example: an item such as labour that is normally invoiced by the hour can be invoiced at a flat rate

    Before adjustmentAfter adjustment
  5. Compose the invoice by adding :
    • Products by clicking in the "Reference" field
    • Sub-total lines
    • Titles (free text centred in the body of the document)
    • Comments (free text in italics)
    • Shipping costs
    • Packing costs
    • Page breaks (switch to a new page)
    • Line breaks (inserts an empty line to space out the elements
      It is possible to change the order of the elements using the button  and/or delete an element using the basket

  6. Adjust the amount including VAT of the invoice if necessary. The total discount rate is then automatically recalculated.

    Example: to round up the total amount of the invoice

    Before adjustment

    After adjustement
  7. Click on “Save” to finalise the invoice

Once saved, the invoice will be in "draft" status and it will be possible to retrieve it through the "Invoices" menu

It is also possible to duplicate or delete the draft created.

Once the invoice is in draft status, it is possible to modify all the elements of the invoice, the payment information, the footnotes and the visibility of the legal notices.

Generate the invoice

Once the draft has been checked and modified if necessary, click on "Generate".

In the "Product" state, it is still possible to modify the layout, the payment information, the visibility of legal notices and the choice of attachments.

Once the invoice has been produced, the following actions are available:

  • "Validate": Once the invoice has been validated, its status is "To be paid".
  • "Cancel": Cancels the invoice in the commercial management. It can be found using the search function, and can be put back into production if necessary.
  • "Duplicate": Creates a copy of the invoice. This will be created automatically as a "draft", and can therefore be modified entirely.
  • The actions "Send by mail", "Download", "Preview" will allow you to send the draft invoice to the customer. This draft does not yet have a number and is therefore not a valid invoice

Validate the invoice or schedule it

1. Once validated, an invoice can't be deleted because it has been assigned to a reference number.

2. A validated invoice can still be edited as long as it has not been sent by mail or uploaded. One one of these 2 actions has been carried out, the invoice is "frozen": it is generated in pdf format and can no longer be edited.

Document reference and date: 2 crucial factors for validating an invoice

Legislation imposes the following rules on invoicing:

  • Invoices must be numbered in a continuous, unbroken chronological sequence.
  • A validated invoice cannot have a date in the future.

To validate an invoice when it is entered, you should therefore :

  • Select an invoice date that is the same as or later than the date of the last validated invoice.
  • Do not select a date in the future.

If you need to generate an invoice with a date in the future, you can plan its validation. Specifically, you can determine the date on which your invoice will be validated.

Validate the invoice

If the selected invoice date is in the past or on the current date, you can validate the invoice by clicking on the "VALIDATE" button.To validate the invoice, click on "Validate".


Schedule the invoice validation

If the selected invoice date is in the future, you can't validate the document immediately, but you can plan its validation by clicking on the " SCHEDULE " button.

see : "Schedule a document"

Available actions on a validated invoice

Send by mail- you can designate several recipients

- The body of the email can be personalised

- it is possible to receive a copy of the e-mail

- once sent, the invoice can no longer be edited

Download- once downloaded, the invoice can no longer be edited
Preview- allows you to view a preview of the invoice when it is still editable
Duplicate- copy and reproduce the invoice in draft format (editable)
Create a periodic invoice- program recurring invoice generation based on the original invoice model.

From the moment the invoice is emailed to the customer or downloaded, it can no longer be modified and you will see its preview instead of the editing screen:

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