Sales Invoice

A sales invoice bills a customer for your services and books the revenue in one step. You build the invoice on the left while the finished PDF renders live on the right — what you post is exactly what the customer receives. Navigate to Customers → Postings → Sales Invoice to create one.

The form is organised into tabs: Details (the invoice itself), Documents (supporting attachments — click Add Reference Documents to upload contracts, timesheets, and similar files), Recent Transactions (your latest invoices, one click to reopen), and History (who changed what, and when — shown once the invoice is saved). The live preview and the action buttons sit alongside. If you arrived from a report or list, a Back to link at the top returns you there.

Creating an invoice#

You need a customer record first — see Customers. Everything else can be created on the spot.

Header#

Line items#

Each line is one service you are billing, with the columns Item, Qty, Unit, Price, Disc %, and Amount. Pick a service in Item — typing searches the catalogue by number and name, and the description, unit, and price fill in from the service record. The description has its own full-width row underneath each line, so there is room to say properly what was delivered; edit it freely.

• Add line (top right of the Line Items card) adds a blank line. The bin icon removes a line, and lines can be reordered by dragging the handle on the left.
• New service (next to Add line) creates a catalogue service without leaving the invoice — it is immediately available for this and future invoices. The button appears only for users whose role allows creating services.
• The chevron on a line reveals two detail fields: Project (allocate just this line to a project) and Item Notes (extra text printed under this line on the invoice — for remarks the customer should not see, use Internal Notes below the lines instead).

Amount is calculated from quantity × price less the line discount.

Totals, taxes, and rounding#

Below the lines you can add Notes (printed on the invoice) and Internal Notes (visible only to your team). Tax Included treats your prices as tax-inclusive — tax is extracted from the totals instead of added on top.

Tax rows are calculated automatically. A tax rate is only charged when it is enabled on both the service and the customer — if either side is missing the rate, it is not applied, and nothing on screen says so. If VAT you expected isn’t here, why VAT is missing from an invoice walks through the causes in order. Your company’s Business Number (UID), entered under System → Defaults, prints as the VAT no. line in the invoice header.

To land on a rounded total, click the tune icon in the totals and enter the adjustment under Adjust rounding — positive or negative. On invoices in your base currency the difference is booked automatically to the Foreign Exchange Gain/Loss account set under System → Defaults, so your books stay balanced.

Payments#

Money already received can be recorded directly on the invoice, or you can leave the section empty and match payments later. If you import bank statements or use a bank integration, leave the invoice open and let Bank Matching settle incoming payments — record a payment here only for money received outside the bank flow. Add Line adds a payment line with the Date, a Source reference, an optional Memo, the Amount (the arrow icon on the last line copies the outstanding balance), and the bank Account it arrived on — plus an Exchange Rate on foreign-currency invoices. Outstanding below the payments always shows the total minus everything received.

The first payment line’s account decides which bank account the Swiss QR-bill points to. Set it to the account you want the customer to pay into — even if no payment has been received yet.

The live preview#

The preview always shows the invoice as the customer will receive it, rendered with your template and layout. Where the record also carries attached files, the Template PDF switcher lets you show an attached file instead of the rendered invoice.

• A QR-bill badge confirms the payment account carries a QR-IBAN, so the document can include the Swiss QR payment part (see below).
• Edit layout opens the invoice layout editor, where you adjust the letterhead background and margins shared by all your invoices.
• Download and Open in new tab give you the PDF file directly, once the invoice is saved without pending edits.

Posting#

There is no separate save step — Post writes the invoice to your books and keeps you on the page, so you can print or email it straight away. The other actions:

Posting and deleting are only possible while the invoice date falls outside the closed period — the Post, Post as New and Delete buttons are simply not there on an invoice dated inside it. See Closing the Books.

After posting#

Opening a posted invoice shows the finished document with the actions across the top: Email, Print, Reversal, and Edit (back to the form). Three tabs accompany it: Payments (money received against the invoice), Recent Transactions, and History.

The Payments tab also records money received on the spot: Add Payment opens a small form (Date, Amount, Account, Source, Memo), and Record Payment books it without leaving the posted view. Once the invoice is fully paid, the button is unavailable.

While the invoice has unsaved edits, Print and Email are blocked with “Save your changes to print or email this invoice.” — post the changes first, or use the offered or discard changes to return to the last posted state.

Emailing the invoice#

Email sends the invoice to the customer:

When your message differs from the customer’s stored default, the dialog asks Save this as the default message for the customer — click Save default to reuse what you have written on their future invoices. The full list of message variables is on the Customers page.

Swiss QR-bill#

Invoices carry the Swiss QR payment part automatically, ready for the customer to scan and pay. There is nothing to switch on.

What decides it is the first payment line’s account: point that at a bank account with a QR-IBAN and the QR page is added. The QR-bill badge on the preview confirms it. The invoice also has to be in CHF. The QR payment part shows the amount still open, so it is omitted once the invoice is fully paid, and it never appears on credit invoices. If the badge is missing, check the payment account first — see Bank Accounts and Invoice Layout & Wording.

Credit invoices#

A credit invoice reverses the postings of a sales invoice. Use Reversal on an existing invoice to generate one pre-filled, or create one from scratch under Customers → Postings → Credit Invoice.

Recurring invoices#

To issue the same invoice automatically on a schedule, set it up as a recurring invoice — see Recurring Invoices.