Creating an invoice

Creating an invoice

Goal

This article explains how to create and approve an invoice from an existing order in the system. You will review the order details, add transport cost if needed, convert the order to an invoice, preview it, and then approve it so it receives an invoice number.

Procedure

Step 1: Open the order

Go to orders. Find the order (job) you want to invoice. Double-click the order to open it.


Step 2: Review specifications and price

Check all specifications, quantities, unit prices, taxes, and discounts. Make sure everything is correct before you create the invoice.


Step 3: Add transport cost (optional)

If you need to add transport cost, fill in the transport cost field(s). If a discount applies to transport, enter the discount value as well.

Idea
Check your tax settings for transport so the invoice calculates correctly.

Step 4: Convert the order to an invoice

Click Convert, then select Convert to Invoice.


Step 5: Choose invoice type

If this is a single invoice, click OK. For a collection invoice (consolidated invoice), switch the option to Yes, then click OK.

Idea
Use a collection invoice when you want to combine multiple orders into one invoice.

Step 6: Review in the pre-invoice area

You are now in the pre-invoice area. Do a final review of all details. To see a preview, click Show in the upper-right corner.


Step 7: Open the preview

Select Preview invoice.


Step 8: Check the preview

Review the invoice preview. If everything is correct, close the preview. If something is not correct, close the preview, go back, and make the necessary changes in the order or pre-invoice. Then repeat the conversion steps if needed.

Idea
Save your changes before returning to the pre-invoice to avoid losing updates.

Step 9: Mark the pre-invoice as approved

Click Status and choose Mark as approved.

Warning
After approval, the invoice receives its number and some fields may be locked. To correct mistakes after approval, you may need to create a credit note or follow your company’s cancellation process.

Step 10: Confirm approval

Click Yes to confirm.


Step 11: Finish

The invoice is ready and now has an invoice number. You can print, download, or send it to the customer according to your company’s process.


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