Invoices
The Invoices section holds the invoices generated from your accounts, tracks whether they have been paid, and sends reminders for the ones that have not.
Warning
Invoicing is not available in the SCE Certification Version 1 — the section is hidden entirely in the certified version.
Note
Access is granted per user with the Invoices ability. See Users → Managing Abilities.
The Invoice List
Each invoice is listed with:
- Invoice number
- Date
- Client — the client the invoice is made out to
- Linked to ticket — the account the invoice was generated from
- Total
- Status — Paid or Pending
The list is filtered by period.
Note
A search interval must be shorter than 4 months. A longer range is refused with “Please specify an interval shorter than 4 months.” Narrow the dates and search again.
Generating an Invoice
An invoice is generated from a closed account. Several conditions must be met, and each has its own message when it is not:
| Condition | Message when unmet |
|---|---|
| The account has a client | The client data is missing, please add client data to the account to generate the invoice |
| The account has products | The account has no ordered products, please add products to the account to generate the invoice |
| An invoice number is set | An invoice number is required to generate the invoice |
| The number is valid | The invoice number format is incorrect, please enter a valid invoice number containing only numbers and letters |
| No invoice exists yet | An invoice already exists for this account |
Tip
Most refusals come down to the client. Attach the client before the account is closed — see Clients — and the rest of the flow follows without interruption.
Warning
An account can carry one invoice. There is no second invoice for the same account, which is what keeps your numbering trustworthy.
Sending and Chasing
Send delivers the invoice to the client's email address. An invalid address is reported as “The client email is not valid or incorrect, please check the client email and try again.”
Send reminder chases an unpaid invoice. The list shows Last reminder: with the date the most recent one went out, so you can see at a glance who has already been chased.
Mark as paid settles an invoice, after confirming “Do you want to mark this invoice as paid?”. The status changes from Pending to Paid.
Tip
Marking as paid is a bookkeeping action inside the Admin Panel — it records that you received the money, it does not take a payment.
Electronic Invoicing
Where enabled for your establishment, invoices can be delivered over the Peppol network instead of by email. The client then receives a notice that “A new invoice has been sent through the Peppol network and will be available shortly” and retrieves it from their own access point.
The invoice list shows the Peppol status of each invoice alongside its payment status.
Warning
Peppol delivery requires your establishment to be registered on the network first, and the client's Peppol identifier to be known. A client who is not registered cannot be invoiced this way — send by email instead.
Summary
- Invoices are generated from closed accounts that have a client and products
- One invoice per account, with a number containing only letters and numbers
- Search ranges are limited to 4 months
- Send by email or, where enabled, over Peppol
- Send reminder chases; Mark as paid records settlement
- Not available in the SCE-certified version