Invoices

11 articles

Flowtly provides tools for managing outgoing invoices, allowing users to create, review, and dispatch sales invoices to clients. These capabilities support accurate financial documentation for delivered services and products.

Create and Manage Outgoing Invoices

Flowtly enables you to generate and oversee all invoices issued to your clients.

  • Create an invoice: Initiate a sales invoice by specifying client details, invoice date, due date, and relevant line items for services or products.
  • Review invoice details: Examine invoice entries, calculations, and client information for accuracy before finalization.
  • Attach supporting documents: Add relevant documents directly to your outgoing invoices, such as project reports or service agreements, for client reference.
  • Preview invoice: Generate a preview of the invoice to verify its layout and content prior to sending.
  • Send invoice: Deliver the finalized invoice to your client through the system.
  • Monitor invoice status: Track the invoice status, including pending, sent, paid, or overdue, within the invoice list.

Search and Filter Invoices

The invoice list includes tools to help you locate specific invoices among your outgoing invoice records.

  • Search by client or invoice details: Use the search field to find invoices by client name or other invoice information.
  • Filter by status: Apply a status filter to view only invoices in a particular state, such as draft, pending, sent, or overdue.
  • Combine search and filters: Use search and status filters together to narrow down results within the invoice list.
  • Clear filters: Remove applied filters to return to the complete list of outgoing invoices.

Period Cost Line Items on Invoices

When a project includes recurring period costs that apply across multiple assets, such as several parking spots or units billed under the same category, an outgoing invoice consolidates these charges into a single line item rather than listing each asset separately. Consolidation is based on matching category, unit price, billing month, tax rate, currency, unit, and project, so the draft and the finalized invoice always present the same grouped rows to the client.

  • Review consolidated rows: Check the quantity shown on a combined row to confirm it reflects the total number of assets covered under that charge.
  • Rely on consistent previews: Expect the invoice preview to match the final issued invoice, since consolidation is applied before the draft is generated.
  • Distinguish other row types: Recognize that commercial relation costs, shared costs, passthrough charges, meter consumption, and manual billing overrides remain listed as separate rows and are not consolidated.

Invoice Line Item Presentation

Invoice draft rows display category names and units consistently, whether a charge appears as a grouped total or as an individual line item. This helps you interpret the category label and unit shown on each row before sending an invoice to a client.

  • Check category consistency: Confirm that grouped and individual invoice rows show the same category name and casing for the same type of charge.
  • Verify units of measure: For measured items, such as area-based charges, confirm the row displays the correct unit, for example square meters, rather than a generic placeholder unit.
  • Confirm quantity for discrete items: For charges based on a discrete countable item, such as a parking space, with no recorded measurement, expect the invoice to bill a quantity of one.
  • Review before sending: Check invoice draft rows to confirm category names and units match the underlying charge type prior to dispatch.

Example use cases

  • Generate an invoice for completed services: A project manager issues an invoice to a client after delivering a project phase.
  • Send a recurring monthly invoice: An administrator sets up and sends a monthly invoice for ongoing retainer services.
  • Review an invoice before sending: A finance user verifies all line items and tax calculations on a draft invoice prior to dispatch.
  • Confirm consolidated charges: A billing coordinator checks that a combined line item for multiple parking spots reflects the correct total quantity before sending the invoice.

Connection map

Refers toUses upDerived fromPart ofPlanned vs actual
Documented hereDocumented elsewhere
invoice billed to counterparty. invoice taxed by tax-group. cost spends against budget. cost owed to counterparty. bank-transaction reconciled to invoice. bank-connection imports bank-transaction. contract schedules payment-schedule-line. payment-schedule-line invoiced as invoice. contract agreed with counterparty. contract attached to budget. contract orders purchase-order-line. purchase-order-line prices position. purchase-order-line estimated against time-entry. budget raises budget-alert. budget covers project. counterparty defaults to budget. counterparty defaults to project. invoice billed from project. set-off-declaration settles invoice. set-off-declaration declared with counterparty. project linked to budget. tenant-turnover reported by counterparty. tenant-turnover compared per area from contract. utilities-statement calculated for contract. lead becomes counterparty. deal sold to counterparty.billed totaxed byspends againstowed toreconciled toimportsschedulesinvoiced asagreed withattached toorderspricesestimated againstraisescoversdefaults todefaults tobilled fromsettlesdeclared withlinked toreported bycompared per area fromcalculated forbecomessold toIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent — or, when it went out some other way, recorded as delivered.InvoiceCCounterparty — The other side of a financial document — a client billed, or a supplier owed.CounterpartyTTax group — The tax treatment applied to a line, so rates are set once rather than per document.Tax groupCCost — Money the organisation owes or has spent, tracked against a budget.CostBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetBBank transaction — A movement on a connected bank account. Matching it to an invoice or a cost is what makes the books agree with the bank.Bank transactionBBank connection — The consented link to one bank that transactions arrive through. It can stop working on its own — a consent expires or is withdrawn — so it reports whether it is still working.Bank connectionCContract — The financial terms of an engagement: a structured set of payment schedule lines, in one direction or the other.ContractPPayment schedule line — One dated amount on a contract, in a direction — money owed to a supplier, or due from a client.Payment schedule lineOOrder line — One line of a purchase order: a role priced by the hour with the hours estimated for it, or a deliverable priced as an outcome. A deliverable carries no hours at all.Order linePPosition — The catalogue of job titles a project role is drawn from.PositionTTime entry — What actually happened — work time logged against a project.Time entryBBudget alert — A notice that a budget has gone off plan - spending over the planned amount, or a margin below the one that was planned. It is raised by a daily check rather than by anyone asking for it.Budget alertPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectSSet-off declaration — A record that your invoices to one counterparty and its cost documents were settled against each other, in amounts that balance exactly. It lowers what remains due on the invoices; it is not a payment.Set-off declarationTTenant turnover — A tenant's reported sales for one month, entered by staff and used for reporting only. An absent figure means not reported, which is a different statement from a reported zero.Tenant turnoverUUtilities statement — One lease's electricity for one month, the kWh its meters recorded times the tariff in force. A draft until finalised, then it never changes; a correction is a new draft.Utilities statementPProspect — A company you are working but that is not a customer yet. It sits at New, Contacted or Qualified, and everything done to it is logged against it.ProspectDDeal — A sale in progress: a customer, an amount, and the stage it has reached. It cannot exist without a customer, and its stage is never blank.Deal

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