Invoices
The Invoices page is where you bill your clients. You can create invoices from scratch or convert a signed quote.
Invoices are grouped by month of their date, in the order you sorted them. Each row leads with the client (initials and name), then the invoice number and dates, its status, and its total including VAT, labelled "incl. VAT" under the figure, before any payment or credit note. What is still owed on it is in its settlement panel.
A status is always a small shape next to a word, never a colour alone: an open circle for a draft, a half disc for an invoice on its way, a check for an approved one, a full disc for a paid one, a triangle for a late one and a circled cross for a rejection.
Actions
- New Invoice: create an invoice, on its own page
- Import / Import CSV: record a past invoice from a previous tool; see Migrating from another tool
- Search — find an invoice by its number or client name
- Filter: pick one or more statuses in the segmented control above the list: Draft, Validated, Sending, Sent, Send failed, Cancelled, Imported
- View (eye icon) — read-only details
- Preview PDF / Download PDF - open the invoice's PDF in a new tab, or save it to your computer as a file named after the invoice's number (see PDF file name)
- Download normalized XML - once the invoice has been numbered: CII, UBL, Factur-X, FA(3) (Polish KSeF), FatturaPA (Italian SdI), Peppol BIS Billing 3.0, and XRechnung. An Imported invoice also offers Download original - see Migrating from another tool
- Validate - assign the invoice's legal number and lock it, without sending anything. A warning appears first: this is final, correct a mistake with a credit note afterwards, the same as for a sent invoice. For a French domestic invoice to a business client, or any Italian domestic invoice, validating also transmits it through your accredited channel (PDP for France, SdI for Italy). A French invoice to a private client needs no PDP and is only numbered and locked. Each country's own law treats the invoice as not genuinely issued until it reaches that channel - the warning dialog says so explicitly in that case, naming the channel and stating it cannot be undone; see France and Italy. For every other invoice, Send stays a separate, later step. Validating is refused while the client has no address or no city, and while your company or the client lacks an identifier your country's law requires on this invoice (see Identifiers on the PDF); the message names what is missing and links to the client
- Send: deliver the invoice through email or, once connected, a country's e-invoicing channel (KSeF, SdI, PDP…). Available both before and after validating; sending an already-validated invoice never re-assigns its number, it only delivers it
- Record payment: enter a payment received (amount, date, method), or use Bank Reconciliation to confirm one from an imported bank statement. See Recording payments
- Edit — available only while the invoice is still a Draft; once sent, a mistake is fixed with a correction, not a re-edit
- Delete - available only on a Draft, after a confirmation; see Deleting a draft
- Correct (scale icon, appears once an invoice is Validated, Sent or Send failed): opens the correction routes for this invoice; see below. This is also where cancelling an invoice lives: an invoice that reached "Sent" is never removed, only cancelled, and only where this country's law allows it
- Issue credit note - start a credit note correcting this invoice's own lines
Creating an invoice
Click New Invoice. A page of its own opens (its address ends in /new): every field on the left,
in sections, and the invoice building itself on the right as you type, the lines, the totals and the
client as your client will read them. The save action stays at the bottom of the page. A draft you
open later shows the same sheet beside its form. On a phone, Edit and Preview at the top
switch between the two, a filled line folds into one summary (tap it to edit it again), the
Options section stays folded until you open it, and the total stays in view next to the save
action. Everything is checked when you save; a field that needs attention is brought into view with
its message under it. Fill in:
- Client (required): pick an existing client, or use Create new client to add one on the spot with just a name and a country. The client must be complete before the invoice is validated or sent; see Clients
- Date and Due date (both required). The due date is filled in as soon as you pick the date, from your payment terms; you can still change it
- Currency (required)
- Origin document and Corrects invoice (optional) — links back to the quote/invoice this one was raised from, or the invoice it corrects
- Client reference / PO number (optional) — the buyer's own reference, shown only once you fill it in
- Line items — Designation, Quantity, Unit, Unit price, VAT rate, and a per-line Discount %; drag to reorder, or add a line straight from your article catalog
- Notes (optional)
The Unit field is a list you can also type into. Clicking it, or reaching it with the keyboard, opens the common units (piece, unit, hour, day, week, month, year, kilogram, gram, litre, metre, kilometre, set, box) in your language; typing narrows the list, the arrow keys and Enter pick an entry, and any other text you type is kept as it is. Unit is optional.
A unit picked from the list is stored as its UN/ECE Recommendation 20 code (for example HUR for
hour or H87 for piece): the e-invoice XML carries that code, and the PDF prints the unit's name in
the document's language. A unit typed by hand is printed as typed and exported as the generic code
C62 ("one"), so the XML stays valid. Units typed in English before the list existed (hour,
day, kg, m and similar) keep the code they were always exported with, so the XML of an
invoice already issued does not change.
Quotes, invoices, credit notes and received invoices all offer the same line fields, Unit included.
On upgrade, units typed as free text on draft quotes, invoices and credit notes are converted to
their code when the text names exactly one unit (h becomes hour). Anything ambiguous, such as m
(metre or minute), stays as typed. A quote that was sent, signed or accepted, and an issued invoice
or credit note, are never modified.
When you type a Designation, matching items from your article catalog are offered under the field. A small spinner shows at the right of the field while the search is running, and the list says so when nothing in the catalog matches.
There is no per-document "Payment Method" field: every enabled payment method your company has turned on is printed on the invoice automatically - unless the client has its own restriction, in which case only the methods you allowed for that client are printed. The one actually used is only recorded afterwards, when you record the payment.
Creating from a quote
Once a quote is Signed, click Create invoice on the quote. The client, currency, notes and every line field (unit, discount, work date and the rest) carry over. The invoice is dated today and its due date is filled from your payment terms, never from the quote's validity date. You can adjust everything before finalising.
Duplicate on an invoice makes a new draft dated today, with its due date recalculated the same way.
Recurring invoices
There is no "recurring" choice at creation time. Once an invoice exists, its row menu offers a duplicate/recurrence action that schedules a fresh copy on a cadence you set (with an optional "then send" step) — see the row's own action menu on an existing invoice.
Deleting a draft
A draft invoice has no number yet, so you can delete it: choose Delete in the row's menu or on the invoice's own page, then confirm. The draft is removed permanently.
The delete is refused, with a message saying why, while something still depends on the draft:
- a credit note names it as the invoice it corrects: delete that credit note first;
- a recurrence uses it as its template: delete the recurrence first;
- another invoice names it as its origin: delete that invoice first.
Time entries that were billed into the draft become unbilled again, ready for another invoice.
Validating or sending an invoice gives it a number from your continuous sequence, and an issued number must never disappear from it. From then on Delete is no longer offered, and the server refuses it even when asked directly through the API. Correct the invoice with a credit note or, where your country allows it, cancel it; see Correcting an invoice.
Correcting an invoice
Click the scale icon on a Validated, Sent or Send failed invoice to see the correction routes your seller country's law allows for it. Only routes you can actually consider are listed. Each route carries a short, plain-language explanation of what it means for you and, where the law provides one, a short legal reference (for example "Art. 106j ust. 1, VAT Act"), never the raw legal research notes behind the app's own country data.
- Required or Allowed routes are choosable. Picking one that this app implements (an internal credit note, a local cancellation, or, for Poland, a corrective invoice) takes you straight to the pre-linked screen (for a credit note, with all of the invoice's lines already checked); picking one your country's law permits but this app doesn't implement yet shows an honest "not implemented" message instead of pretending to run something.
- Not established routes are shown but not choosable: the law hasn't settled whether this country allows them.
- Routes your country's law forbids outright are never shown. If every route for this country is forbidden, the dialog says so in one sentence instead of leaving an empty list.
Choosing a local cancellation asks you to confirm first: it is irreversible, and the invoice's number is never reused.
Statuses
| Status | Meaning |
|---|---|
| Draft | Created, not yet sent — editable |
| Sending | Send in progress |
| Sent | Delivered to the client. This is also when the balance starts being tracked (Unpaid, Partially paid, Settled), shown alongside the status rather than replacing it |
| Send failed | The last delivery attempt failed |
| Cancelled | Voided; no longer legally in force |
Recording payments
Record payment is offered on a sent invoice, in its row and on its own page, for as long as something is still owed. An invoice can be paid in several instalments: each payment is listed in the invoice's settlement panel, and the settlement mark reads Partially paid (a half-filled circle) until the balance reaches zero.
An invoice with nothing paid yet whose due date has passed reads Late, with a triangle, in the list and on its page.
Once nothing is owed any more, whether through payments, credit notes or both, the settlement mark reads Settled and a check takes the place of Record payment, in the list and on the invoice's page. The action is no longer offered there.
A payment that still arrives afterwards, through an online payment link or Bank Reconciliation, is recorded rather than refused. The settlement panel then shows the amount paid on top as an Excess, so you can refund it or issue a credit note.
Download formats
| Format | Use case |
|---|---|
| Standard printable invoice | |
| CII | UN/CEFACT Cross Industry Invoice XML |
| UBL | Universal Business Language 2.1 XML |
| Factur-X | French e-invoicing standard (PDF/A-3 with embedded CII) |
| FA(3) | Polish KSeF national schema |
| FatturaPA | Italian SdI national schema |
| Peppol BIS Billing 3.0 | Pan-European Peppol network format |
| XRechnung | German public-sector e-invoicing (KoSIT) |
PDF file name
Download PDF saves the file under the document's number, for example INVOICE-2026-0001.pdf. A
document with no number yet (a draft) is saved as its type, status and the first eight characters of
its identifier, for example Invoice Draft cmvoks8p.pdf. Characters a file name cannot hold, such as
/, become -. Preview PDF saves nothing: it opens the same PDF in a new browser tab. The same
rule applies to every document type.
Identifiers on the PDF
The PDF prints, under each party's address, every identifier filled in on your company and on the client (SIREN, VAT number, NIF, Partita IVA, ...), each under the name its own country gives it.
Some of them are mandatory on an invoice, depending on your country's law and on the sale. For example, in France: your SIREN always, your VAT number unless you use the small-business VAT exemption, the SIREN of a French business client (never of a private client, who has none), and both VAT numbers when you invoice a business in another EU country. While the invoice is a draft, its PDF marks each mandatory identifier that is still empty as missing, in red and in the language of the PDF. The PDF the client receives never shows that marker.
Validate and Send refuse an invoice while one of those mandatory identifiers, or one of the company-law mentions your legal form requires, is empty. The message names each one, under its country's name and with whose it is (your company or the client), and offers a button to the place to fill it in: Edit company when your company lacks one, Edit client otherwise. A draft can always be saved.
The rules for each country are sourced to its invoicing law and listed on its country support page, under "Required identifiers". The app reads a client of type Company as a business and a client of type Individual as a private person: it does not know whether a client is registered for VAT.
Company-law mentions on the PDF
Right under your company name, the PDF prints the company-law mentions your country requires of your legal form: for example "SAS au capital de 1000.00 EUR" and "RCS Lyon" in France, the register court, register number and managing directors of a German GmbH, or the registry office and share capital of a Portuguese sociedade por quotas. They are printed in the language of the document, on the document types your country's law names (invoices, quotes, credit notes and purchase orders for the European countries, invoices only for Algeria). You fill them in under Company-law details.
A form without share capital, such as a French individual entrepreneur, never prints a capital line. While the invoice is a draft, a required value still empty is marked as missing, like an identifier, and the PDF the client receives leaves that mention out. Validate and Send refuse the invoice until it is filled in, with the same message and the same Edit company button as a missing identifier. A company that has not chosen its legal form yet is asked for it first.
Each mention is sourced to its country's company law (Code de commerce, GmbHG and HGB, codice civile, Código das Sociedades Comerciais, Kodeks spółek handlowych, Algerian invoicing decree) and explained on that country's page under "Company-law mentions".
VAT in your own country's currency
If your company is established in France, Poland or Italy and you invoice a client in a foreign currency, the law requires the VAT amount (and, in Italy, the taxable amount too) to also be stated in your own country's currency. When this applies, the invoice's PDF and detail page print that converted figure next to the invoice's own currency, together with the exchange rate and its date.
The rate is looked up once, at the moment the invoice is numbered, and frozen from then on: it never changes on a later read, even if your exchange rate table is updated afterwards. France and Italy use the daily European Central Bank rate; Poland uses the National Bank of Poland's Table A rate for the business day before the invoice, as its own law requires. If no rate exists yet for the currency you're invoicing in (for example a currency Poland's own source doesn't publish), sending is refused rather than guessing: pick a different currency or wait for the source to publish one.
This only applies to invoices for now: a credit note correcting such an invoice does not yet carry the conversion. See the country compliance matrix and the per-country pages under Countries for the exact sourced rule behind each country.
First use
With no invoices yet, the page shows "No invoices yet" and a New Invoice button. If you have a signed quote, use Create invoice from the Quotes page to skip data entry.