Billing

Working with Invoices

View, download, manually adjust, and resend invoices. Understand the invoice lifecycle from draft to paid, and how to issue credit notes.

Invoice Statuses

Status Meaning
Draft Generated but not yet sent to the customer
Sent Emailed to the customer, awaiting payment
Partially paid A payment has been received but does not cover the full amount
Paid Fully settled
Overdue Past the due date with no full payment
Disputed Customer has raised a query; collection is paused
Voided Cancelled. A credit note may have been issued

Viewing Invoices

Navigate to Billing → Invoices. Use the filters to find invoices by:

  • Status
  • Customer
  • Date range
  • Amount

Click any invoice to open its detail view, which shows the full line item breakdown, payment history, and communication log (when the invoice was sent, who opened it, etc.).

Manually Adjusting an Invoice

Invoices in Draft status can be edited freely. Once sent, you must either:

  • Add a credit note to reduce the amount owed
  • Add a debit note to charge additional amount

To add a manual line item to a draft invoice:

  1. Open the invoice
  2. Click Add Line Item
  3. Enter a description, quantity, unit price, and VAT rate
  4. Save — the invoice total updates immediately

Resending an Invoice

  1. Open the invoice
  2. Click Resend
  3. Confirm the recipient email address (defaults to the account's billing contact)
  4. The invoice PDF is regenerated and emailed

A log entry is added to the invoice showing when it was resent.

Credit Notes

A credit note is a negative invoice that reduces the amount a customer owes. Issue one when:

  • You need to correct a billing error
  • A customer is entitled to a refund or discount
  • A service was not delivered for part of the billing period

To issue a credit note:

  1. Open the original invoice
  2. Click Issue Credit Note
  3. Select which lines to credit (full invoice or partial)
  4. Add a reason (shown on the credit note PDF)
  5. Confirm

The credit note is automatically sent to the customer and linked to the original invoice. If the original was already collected via SEPA, a refund instruction can be submitted separately.

Bulk Operations

From the invoice list, select multiple invoices to:

  • Download as a ZIP of PDFs
  • Export to CSV (for accounting software import)
  • Mark as paid (for invoices settled outside the system, e.g. by bank transfer)

Accounting Export

Navigate to Billing → Export to generate a CSV or Excel file of all invoices in a date range, formatted for import into standard accounting software (Sage, QuickBooks, Xero, etc.).

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