Outgoing invoices and e-invoicing
Create invoices from orders or as collective invoices, issue, send and mark them as paid, and check e-invoices.
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The billing page
Tiles for revenue, costs and margin this month, open receivables and overdue; tabs for outgoing invoices, incoming invoices and credit notes.
Statuses: draft, issued, sent, paid, partially paid, overdue, disputed, cancelled, checked, rejected.
Creating an invoice
- From the order: billing tab → create invoice.
- From an AI proposal: when an order is delivered and has a POD, the billing agent proposes creating the invoice.
- As a collective invoice – see below.
Collective invoice
- Open the collective invoice wizard and choose the customer.
- Select the delivered orders that have not been invoiced yet.
- Choose the document type (invoice or self-billing credit note) and the e-invoice format (none, XRECHNUNG, ZUGFERD, PEPPOL_BIS3, FATTURAPA) → create invoice.
Notă: The VAT scheme (standard, reverse charge, tax-exempt export) is derived from the countries involved and the customer’s VAT ID: same country = standard, EU B2B with VAT ID = reverse charge, non-EU = tax-exempt export.
From draft to payment
Clicking an invoice opens the invoice drawer. The sequence is always: issue → send → paid.
- Issue: draft → issued. Only now is the invoice number assigned (without gaps), and the order becomes invoiced.
- Send: enter recipient and message; the PDF and the e-invoice are sent.
- Mark as paid: payment date, accounting reference, optionally partial payment. Fully paid invoices set their orders to completed.
Notă: Cancelling an invoice is not possible once it is paid or after the accounting export (invoice_already_exported) – create a credit note instead.
Downloading and checking e-invoices
- In the drawer: download PDF, download e-invoice XML and check e-invoice. The check lists validation warnings or confirms that there are none and the e-invoice is valid.
- If you do not pick a format, it is chosen automatically based on the customer’s country.
- Requirements for a valid XML: your company’s VAT ID, address and bank details, the customer’s VAT ID for reverse charge, and payment terms.
Notă: If the VAT ID, bank details or address are missing, an administrator can add them under settings → company. Sending via a Peppol access point is planned; the XML is already generated.
Articole conexe
- Carrier invoices and self-billing credit notesCheck carrier invoices automatically against the agreed price, approve or dispute them – and create self-billing credit notes.
- Accounting export (BMD/DATEV)Export invoices, debtors and creditors as CSV for BMD NTCS or DATEV – including account mapping and import tips.
- Creating and managing ordersOrder list, entering a new order, order details and tabs, allowed status changes, subcontracting to carriers and the freight exchange.
- Setting up your company (tenant)Maintain master data, number ranges, bank details, AI instructions, defaults and branding – plus the recommended setup order.