Invoices

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.