Invoices
Invoice lifecycle
Create, edit, send, and track invoice status from draft to paid.
Updated: 2026-02-18
Before you start
- Business settings configured with legal name, address, and bank details
- At least one client created
- Invoice language and currency defaults reviewed in Invoice Settings
Open related features
Layered workflow
Layer 1: Setup dependencies
- Create clients and verify their email and payment details before drafting invoices.
- Confirm business profile fields that appear on invoice output — name, address, tax ID, IBAN, BIC.
Layer 2: Drafting and QA
- Build invoice line items, verify tax treatment, preview the PDF before sending.
- Use status tracking to keep collections and follow-up organized.
Layer 3: Sending and follow-through
- Send via configured channel, monitor delivery and payment status, update overdue actions.
Invoice statuses
Every invoice moves through a status lifecycle. Keeping statuses current is important for accurate reporting and follow-up.
- "Draft" — Invoice is created but not yet sent. Can be freely edited.
- "Sent" — Invoice has been delivered to the client. Editing is restricted.
- "Paid" — Payment received. Mark paid manually after confirming bank receipt.
- "Overdue" — Due date has passed without payment. Used for follow-up tracking.
- "Cancelled" — Invoice is void. No payment expected.
Creating a new invoice
Go to Invoices, click "New Invoice", and select the client. Fill in the invoice date, due date, line items (description, quantity, unit price), and verify the tax handling. The invoice number is auto-generated based on your numbering settings but can be overridden.
Preview the PDF before sending. The preview shows exactly what the client will receive, including your logo, business details, and all line items.
Line items and totals
Each line item requires a description, quantity, and unit price. The system calculates line totals and the invoice subtotal automatically. VAT is calculated based on the tax handling setting: standard rate, zero-rated, or EU reverse charge.
You can add a custom payment note or reference number to the invoice footer. This is useful for clients who require a purchase order number or project reference on invoices.
What to verify before sending
A thorough pre-send check prevents customer confusion and avoids the need for correction invoices.
- Correct client name and email address.
- Correct invoice date and due date.
- Correct IBAN and BIC for payment.
- Correct language — the PDF output language is set per invoice.
- Correct tax treatment — domestic VAT vs zero-rated vs EU reverse charge.
- Correct line item descriptions, quantities, and prices.
- Invoice reference number is unique and sequential.
Supported languages
Invoices can be generated in English, German (Deutsch), and Finnish (Suomi). The language selection controls all label text in the PDF: header terms, table headers, payment section, and the document title (Invoice / Rechnung / Lasku). Client-facing content you enter (descriptions, notes) remains in the language you type it.