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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 Belgian SCE-certified version — the section is hidden there, and so is Send invoice on an account and the Invoice button in the Posbel app.

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 raised on one account, from either surface:

  • Posbel app — open the paid account and tap Invoice in the order details panel. The account must already carry a client. See Payment → Sending an Invoice.
  • Posbel Admin panel — open the account under Accounts and use Send invoice. A client can be attached at that moment if the account has none. See Account History → Sending an Invoice.

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. On the register that is the only moment you get: a paid account cannot be given a client from the Posbel app, while the Posbel Admin panel still can.

Two further conditions are about your own establishment rather than the account. The invoice carries your bank details and VAT number, so both must be present and valid under Settings → Organization before any invoice can be generated:

Condition Message when unmet
A valid IBAN The provided IBAN is invalid, please enter a valid IBAN
A valid VAT number The provided current organization VAT number is invalid, please enter a valid VAT number

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 Posbel 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.

Peppol also asks for more detail than an emailed invoice does. On top of the conditions above, the client needs a valid VAT number, and your establishment needs a BIC and a bank name alongside its IBAN:

Condition Message when unmet
The client has a valid VAT number The provided client VAT number is invalid, please enter a valid client VAT number
Your BIC is set The BIC is missing, please enter a valid BIC
Your bank name is set The bank name is missing, please enter a valid bank name

Summary

  • An invoice is sent from the account — Invoice in the Posbel app, Send invoice in the Posbel Admin panel
  • The account needs a client with a valid email address, and at least one product
  • The register needs that client attached before the account is paid; the back office can attach one when you send
  • 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