Invoice¶
The Invoice module (Invoice) is a key element of the accounting system. It is used to issue tax documents for customers and track their payments.
Quick Overview¶
An invoice is created either manually or by conversion from a Lead, Quote, or Sales Order.
- :material-plus: Invoice Creation – Detailed guide on all fields and options when creating a document.
- :material-table: Field Reference Manual – Technical list of all fields and their values.
Invoice Lifecycle¶
An invoice goes through several states indicating its current processing phase.
flowchart LR
A[Draft] --> B[Issued]
B --> C[Sent]
C --> D[Confirmed]
D --> E[Partially Paid]
D --> F[Paid]
E --> F
A --> G[Canceled]
B --> G| Status | Description |
|---|---|
| Draft | Work in progress, not accounting valid. Can be modified freely. |
| Issued | Invoice is finalized and ready to be sent. |
| Sent | Invoice has been sent to the client (email, print). |
| Confirmed | Client acknowledged receipt (optional). |
| Partially Paid | Payment recorded but does not cover the full amount. |
| Paid | Total amount has been paid. |
| Overpaid | Total payments exceed the invoiced amount. |
| Canceled | Document has been voided. |
Further Actions¶
Sending the Invoice¶
- In the invoice detail, click Print to PDF.
- Select a template (e.g., "Invoice", "Invoice with Stamp").
- You can use Send by Email, which creates an email with the PDF attached and text from the template.
Recording Payment¶
Payments are usually matched automatically from the bank, but can be entered manually:
1. In the Payments panel (or action menu), click Create Payment.
2. Enter Amount and Date.
3. The system automatically recalculates Remaining to Pay and updates the invoice status.
Payment Matching
For correct automatic matching, the Variable Symbol is key. The system generates it automatically from the document number (e.g., VF2025001 -> 2025001).