Invoices

You create invoices under Accounting → Documents with New document → Invoice, or from an issued order with Create invoice.

Leadmode describes what the system does. Check the tax case, mandatory details and deadlines yourself or with your tax advisor.

DraftCopy link to heading

The editor matches that of quotes. In addition:

• Invoice type: Invoice, Down payment invoice, Progress invoice or Final invoice.
• Service date / start (required, except for down payment invoices) and optionally a service period.
• Payable by: calculated from the payment term.
• For e-invoices, also the buyer reference / Leitweg ID and the recipient’s electronic address.

What is missing is shown on the right in the ‘Remaining’ list.

Down payment and final invoiceCopy link to heading

A down payment invoice can be deducted once, and only after you have recorded it as paid. In the final invoice, choose the paid down payments under ‘Deduct down payments’. The final invoice shows the full amount and deducts the down payments.

IssueCopy link to heading

1. In the draft, click Issue … (after Approve, if approval is required).
2. Choose the formats. PDF/A is always created. You can also choose ZUGFeRD (PDF with embedded XML, preselected) and XRechnung (XML only).
3. Click Issue binding.

The system assigns the running number, saves the document unchangeably and checks every format with validation tools. If a check fails, the document is not issued and no number is assigned. After that the document can no longer be changed. You correct errors with a correction (see below).

Under Originals and archive you download the PDF, ZUGFeRD, XRechnung and the Validation report.

SendingCopy link to heading

Click Send by email … or, on the ‘Dispatch’ card, Send email.

1. Check recipient, subject and text.
2. Choose the attachments (PDF, ZUGFeRD, XRechnung).
3. Optionally enter a Payment link (must begin with https://). It appears only in the email text, not in the PDF.
4. Click Send now.

Documents only go out through your own mailbox. The prerequisites are a connected mailbox, the organisation’s email footer and your name in your profile. Sending is recorded first and then carried out. Clicking repeatedly does not send a second email.

The result is shown on the ‘Dispatch’ card: Sent, Failed, Unclear or Sending.

Unclear dispatchCopy link to heading

If the system gets no clear answer from the mail server, the dispatch is set to ‘Unclear’ and blocks further sends. In your mailbox’s ‘Sent’ folder, check whether the email went out. Then click Clarify in the note, briefly describe what you found (required), and choose ‘Email arrived / was sent’ or ‘Not sent, can be resent’.

PaymentsCopy link to heading

On issued invoices you record payments by hand. Under ‘Payments’, click Record payment and choose:

In addition there are amount, date, payment method (bank transfer, cash, other) and reference. A cash discount reduces the fee and the VAT. The tax correction belongs in your bookkeeping, not in the document.

Entries are only added, never overwritten. You correct a mistake with Void on the entry: the system creates a reversal entry, for which you give a reason. The ‘Amounts’ card shows Paid, Cash discount / adjustment, Credit / correction and the open amount. A negative amount appears as ‘Customer credit’. You then record a repayment as a refund.

The document list shows tags such as ‘Paid’, ‘Partly’ and ‘Overdue’ (due date passed with an open amount). The system does not assess whether this legally results in default.

Correction and cancellationCopy link to heading

1. Open the issued invoice and click Create correction / cancellation.
2. Confirm with Create correction draft. A draft (invoice correction) is created with all line items.
3. For a full cancellation, leave all line items as they are; for a partial correction, reduce them. The reason for the correction is required.
4. Issue the correction. It refers to the original invoice.

If the entire amount is credited, the invoice counts as ‘Voided’.

Retention and exportCopy link to heading

On the ‘Originals and archive’ card you see ‘Retention until’. The system calculates the period for each document (invoices and corrections 8 years from the end of the year of issue, other business letters 6 years) and never deletes automatically. Issued documents, payments and events cannot be deleted. Leads and projects to which documents are attached cannot be deleted either.

• Document archive (ZIP): all files and data of a document with checksums.
• Extend retention (organisation admins only): sets a lock with a required reason. A period can never be shortened.
• Accounting → Export & archive: the ‘Full export (ZIP)’ of all documents with originals, payments, history, products, customers, templates and a document journal as CSV. It is available to people with the ‘Documents of all projects’ permission. This overview does not replace legal advice.

Document list and metricsCopy link to heading

At the top of Accounting → Documents there are tiles for Open offers, Accepted, Invoiced, Paid, Open and Overdue. These are different quantities. Documents in a currency other than EUR are not included. The list has a search by number, recipient or title, and filters by document type and status (Action needed, Overdue, Completed, Discarded).

In the lead, the Offers & invoices section shows the lead’s documents and the open amount. A click opens the document.

Reminders and recurring invoicesCopy link to heading

Overdue invoices receive payment reminders. Recurring invoices arise from billing plans on the contract. The ‘Recurring’ field in the editor remains a note on the document.

See alsoCopy link to heading

• Orders
• Recurring invoices
• Payment reminders
• Design
• Billing data