Invoices: create, send and record payments

The Invoices module (part of Accounting) manages drafts, sending and payment status for your outgoing invoices — including reusable templates, a product catalog, and DE/AT-compliant settings.

1. 1

   Filter invoices and keep an eye on the numbers

   The All, Draft, Sent, Paid and Overdue tabs filter the list and show a count each. Above them sit four tiles with totals for Open, Overdue, Paid (including change vs. last month) and Draft. The search field also filters by client/invoice number; the download button next to it exports the currently filtered list as CSV.

2. 2

   Create a new invoice

   "New Invoice" opens a blank form, or a pre-filled one via a template. A newly created invoice is always a draft without a fixed invoice number (shown as "pending"); the number, based on the configured format, is only finalized once you send it.

3. 3

   Import line items from time tracking

   While editing an invoice, "Import from time tracking" pulls billable time entries from a project in as invoice line items. Invoices containing such items can no longer be duplicated afterwards — this prevents accidentally billing the same hours twice.

4. 4

   Send the invoice

   The Send button is disabled as long as no client email is set. For a draft the action reads "Send", for an already-sent invoice "Resend". If the service date is missing, a warning (§ 11 UStG, German/Austrian VAT law) appears right in the edit form before you send.

5. 5

   Record a payment or mark it paid instantly

   In the list, the checkmark icon in a row's actions marks an invoice as paid immediately. In the detail view, "Mark as paid" instead opens a form for amount, payment date, reference and note — this also supports partial payments. Individual payments can be reversed there with a reason; the entry stays visible as a reversed payment.

6. 6

   Use templates for recurring clients

   The template icon (document icon) in the toolbar opens saved invoice templates with client data, tax rate, due days and default line items. "New invoice" on a template copies everything into a fresh draft; the star marks a template as default.

7. 7

   Maintain the product catalog

   The shopping-bag icon opens the product catalog: reusable line items with name, description, category, unit price, unit and tax rate that you can pull into an invoice instead of retyping them every time.

8. 8

   Settings: Company, Email and Standards

   The gear icon opens invoice settings with three sub-tabs. "Company" manages the logo (with a visibility toggle for the PDF), supplier data (address, VAT ID, tax number, IBAN/BIC, account holder) and the PDF print template (Classic/Modern/Minimal). "Email" sets the delivery mode — Project Manager sender with a monthly limit, or your own SMTP server (with a connection test) — plus the subject/body of the sending email. "Standards" sets the tax rate, due days, currency, language, invoice number format (e.g. RE-{JJJJ}-{NNNN}) and default notes for new invoices.