By opening an invoice in any system, you can edit the invoice information and settings. Open the invoice by clicking the invoice number, for example, in the billing list of the Invoices view. The invoice editing view is divided into three tabs: Invoice, Preview, and Settings.
Invoice
On the Invoice tab, you manage the content and basic information of the invoice, and you can send a reminder invoice if the due date has passed.
Updating invoice status
You can change the status of the invoice (e.g., Draft, Is sent, Paid) according to the processing phase of the invoice. Change the invoice status from the Active status dropdown menu at the top of the view.
Click the status menu and select the status you want to move the invoice to
The system automatically saves the change
Billing information
In this section, you define the billing customer details and the detailed information of the invoice. Define the billing information in their respective fields:
Account: Choose the billing customer from the list
Case contacts: Select customer contacts to be visible on the invoice
Customer address: Select and check the address. In most integrations, address information is mandatory, so ensure that addresses are selected and logged correctly.
FI number: Check the customer's fi number
Electronic invoicing: Check the einvoice address and operator identifier. EInvoice details are automatically retrieved from the customer card.
Projects on invoice: Choose which projects you want on the invoice
Invoice date: Select the date from the calendar
Due date: Select the due date or define Payment terms (in days), which calculates the due date from the invoice date forward by the payment terms
Has invoice number and reference number
Date of entry: Define the accounting date of entry if necessary. The date of entry is by default determined as the date created of the invoice.
Overdue interest
Detailed information
In this section, you can view and edit customer address information and electronic invoicing settings. Define the detailed information of the invoice:
Reference details: Fill in more detailed reference details if necessary in the fields Our reference, Your reference, or Order number
Reverse charge: If it is a reverse VAT liability, select reverse charge and enter a more detailed legend if necessary.
Billing contact: Define your company's billing contact
Formatting and language: Define the invoice language settings
Update information from project/account: If you want to restore the original billing information, click Upgradebilling information, and the system will retrieve up-to-date information from the account or project card
Free text
You can add free-form text to the invoice, which appears either before or after the invoice rows. Enter additional information on the invoice either in the Free text before invoice rows or Free text after invoice rows field:
Write the desired text in the text field
You can use formatting tools to edit the text
You can add variables to the text in the form of tags (e.g., project name, customer name) via the Identifier button. These are automatically replaced with the correct information on the invoice.
Invoice rows
This is the central part of the invoice, where you define the billable products, cases, and expenses. View and edit invoice rows in the Invoice rows section:
Edit rows: You can edit the description, quantity, unit, and unit price of the row directly by clicking the field
Arrange rows: Drag and drop rows into the desired order from the left side of the row
Add a fee or cost: Click Add a fee or cost to add a new row to the invoice that is not based on hours or expenses already recorded in the system
Remove rows from invoice: You can remove rows from the invoice by marking them either to be billed later or completely non-billable
Billlater: Select the rows and click Billlater to remove them from this invoice. The rows return to unbilled
Set as non-billable: Select the rows and click Set as non-billable if they do not need to be billed at all
Uninvoiced items
In this section, you see the hours, expenses, and fees related to the project that have not yet been added to this invoice and are billable. View and raise uninvoiced rows to the invoice if necessary from the Uninvoicedentries section:
Open the desired category (e.g., Work hours, Travel expenses)
Select the entries from the list that you want to add to the invoice
Click Billnow to raise the selected rows to the invoice. The rows now appear in the Invoice rows section
Alternatively, you can select the function Set as non-billable for the rows, which removes the entries from the list and they will not be billed
You can view entries marked as non-billable by clicking the toggle Show non-billable
Tip! Did you accidentally create only a credit note, and now you're not sure where the original invoice rows went? The Uninvoiced entries section is exactly the place where you will find credited invoice rows. When an invoice is credited, its rows are marked as non-billable in the system. So remember to click the toggle Show non-billable on, so you can see the credited rows. Raise the rows back to the invoice according to the steps above.
Attachments
You can add attachments to the invoice or include files saved to the project. Manage invoice attachments in the Attachments section:
Upload file: Drag PDF files to the upload area or click the button to select files from your computer.
Attach from project: If there are files on the project, you can select them from the list and click Attachto invoice
Delete attachment: Select the attachment from the list and click Deletefrom invoice
Send reminder by email
If the due date of the invoice has passed, the system suggests sending a reminder by email with the text due date has passed. If you want to send a reminder to the customer about the invoice, click Send reminder and fill in the necessary information. Finally, click Send.
Preview
On the Preview tab, you can see what the finished invoice looks like in PDF format. View the invoice in preview mode by navigating to the Preview tab:
The view opens the invoice in PDF version
You can browse pages if the invoice is multi-page
Download the preview file to your computer if necessary by clicking the Download preview button
Settings
On the Settings tab, you can view and adjust the invoice settings. Read more detailed instructions related to invoice settings:
Keywords: beta, invoicing, invoice creation, invoice creation, billing information, invoice rows, electronic invoicing, project master, account, invoice status, payment terms, Uninvoiced entries, free text, attachments, reverse charge, preview, PDF
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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