Invoice list and Creation

Note: Before adding invoices, you need first to configure your bank account. More information about this can be found in section Transactions. A bank account and a client are required on every invoice: if either is missing (for example because no bank account is configured yet, none matches the invoice's currency, or no client was selected), saving the invoice is refused and the error names the missing field so it can be corrected.

Note: Before creating invoices, you will need to set up data inside the Organisation settings tile located in the user context menu. Including: Company tax identification number, Billing address, Billing phone number.

Note: To send invoices to clients via Flowtly, you must first set up the client's information in the system (the Clients tab of Counterparties in the main menu). Ensure that the client's data is fully configured, including details such as the client's country and currency. This setup is crucial because it ensures that all invoices are generated with the correct regional and financial settings, aligning with the client's specific requirements.

Users with Manager roles have the ability to create invoices. In Flowtly, there are three ways to create an invoice:

1. Manual Creation:

   • Select Invoices from the main menu.

   • Click on "Create an invoice".

2. Create Similar Invoice:

   • Click "Create similar" for an already existing invoice.

3. Generate Invoice from Project Hours:

   You can also generate invoices directly from the Work Time view.

   • Click the "Create Invoice" button in the top-right corner.

   • The invoice will be generated based on the current Employee and Project filters applied in Work Time.

     Behaviour depends on the active view:

     • Monthly calendar view – only full-month invoices can be generated.
     • Work Planner view – you can define a custom date range for the invoice period.

   Note: This way is available only if Projects module is active.

Invoice List

When you choose Invoices from the main menu, you'll be redirected to the Invoices page, where a list of all previously created invoices is displayed, along with their details, such as:

• Invoice Title: the name of the invoice. It's clickable and redirects to the Invoice preview page. Below the title, you will see the linked client's name, indicating who the invoice is issued to;

• Status: this shows the current status of the invoice. Possible statuses are:

  • Draft – the invoice has been created but not yet finalised
  • Edited – the invoice was modified after creation
  • Sent – the invoice has been generated and sent to the client;

• Sale date: this is the date on which the sale occurred or the service was provided. Replicate the Sale date provided during Invoice creation;

• Payment status: a circle showing how much of the invoice has been settled, as a share of its gross amount. Its colour says whether the money is late:

  • Green — the invoice is settled in full, or paid in advance;
  • Orange — money is still outstanding and the due date has not passed yet;
  • Red — the due date has passed and money is still outstanding, whether nothing or only part of it has been settled. An invoice due today turns red the next day. An invoice with no due date stays orange.

  The centre of the circle shows a symbol rather than a percentage: a double tick for an invoice paid in advance, a tick for one settled in full, a clock once it is overdue, and a dash while it is open and not yet due. Once payment reminders have gone out for the invoice, the centre shows R1, R2 and so on instead: the number of reminders sent.

  Hover over the circle (or focus it with the keyboard) and it states in words what it means:

  • Nothing settled yet — the circle is empty;
  • Partly settled — the circle is partly filled;
  • Paid in full — the circle is green and complete: nothing is outstanding on the invoice;
  • Settled in full by set-off, not by payment — also a complete green circle, but nothing was paid into your account. See Set-off declarations;
  • Paid in advance, as declared on the invoice, not measured from payments — a complete green circle on an invoice marked as paid in advance. The 100% comes from that mark on the invoice, not from payments recorded against it, so it is followed by the invoice total only.

  Every other wording is followed by the amounts, for example Paid in full: 24 600,00 zl of 24 600,00 zl. An overdue invoice's wording also says Overdue, and once reminders have been sent it says how many, for example 2 payment reminders sent.

  On a computer, clicking the circle opens the invoice's side panel, where its payments are listed, without opening the row itself. In the mobile view the circle is part of the invoice's card, and tapping it opens whatever the card opens.

  An invoice whose gross amount is zero or below, such as a correction that cancels an invoice, expects no payment and shows no circle. In the mobile view its Payment status line is left out as well, unless a set-off is shown there. When you sort the list by payment status, such invoices come after every invoice that has a circle, in either sort direction.

  Note: The circle measures what is settled, not only what was paid in. A credit note or a set-off reduces what is outstanding and fills the circle without any money arriving, so a full green circle means "nothing left to collect" rather than "a payment was received". The exception is an invoice paid in advance: its circle is full because the invoice says so, whatever payments are recorded. Check the wording in the tooltip before looking for a transfer on your bank statement.

  A complete circle does not change the invoice's Status — there is no Paid status. Sent stays Sent once the invoice is settled.

• Details: here you will find both the net (netto) and gross (brutto) values clearly displayed. Each invoice includes a download option, which can be triggered by a dedicated button. Additionally, you will see "More Options" button with possibilities to:

• Send via email

• Create similar

• Edit

• Open the preview

Invoices are grouped by month, and the amount of invoices are shown for each month

Finding an invoice

The search box above the list matches the invoice number and the client name, so an invoice can be found by typing the number off a paper copy or a payment reference — there is no separate field to search the number in.

Create Invoice

Let's walk through the process of invoice creation from scratch. To start creating an invoice, follow these steps:

1. Select "Invoices" item from the main menu.

2. Add an Invoice:

   • Click the "Create an invoice" button located in the top right corner of the page.

   • In the form, the first step is to select a client from the list of previously created clients (this will automatically populate the bank account information with it's currency and conversion rate).This option is crucial to ensure that relevant financial information is accurately and efficiently applied to the invoice without requiring manual input, reducing the chance of errors. Provide the:

   Note: The conversion rate applies only when the invoice is issued in a currency other than your organisation's own. An invoice in your own currency needs no rate — leave the field empty and the invoice saves, because a currency converted to itself is always 1. For any other currency the rate is still required. Editing an invoice that already carries a rate never overwrites it.

   • Issue date - The date on which the invoice is officially created and issued to the client,

   • Sale date - The date when the goods or services were provided or sold to the client,

   • Due date - The date by which the client is expected to pay the invoice. It is filled in from the client's payment term (the due days set on the client's Overview tab); when the client has no payment term, or no client is selected yet, a default term of 20 days is used. A short line under the field says which of the two the date came from, for example "From the client's payment term: 30 days". If you type a different due date yourself, or change the dates so the due date no longer matches that term, the line disappears, because it no longer describes the date shown. Add products to the invoice by specifying:

   • Product name - The name or description of the product or service being invoiced. Where the client is linked to a counterparty that keeps saved wording, Use a template on the row fills this in from that library — see Invoice line templates. It writes the description only, and leaves the quantity, price and VAT untouched.

   • Project (optional) - This optional field helps to associate the product with a particular project, for better project management and cost tracking.

   • GTU (optional) - Goods and Services Tax Unit, an identifier related to specific tax regulations, helps in categorising the product for tax purposes.

   • Quantity - The number of units of the product being invoiced (important for calculating the total amount due).

   • Units - The drop-down selector used to specify the measurement of the product, such as pieces, hours, days, kilowatt-hours (kWh), or cubic metres (m³). When a row is populated automatically — for example from metered utility consumption — and already carries a unit that is not one of the standard options, that unit is kept and shown as selected, so it is never lost when you edit other fields on the same row.

   • Net price - The price of a single unit of the product before any taxes are applied.

   • VAT - This field specifies the VAT percentage, which is used to calculate the tax amount to be added to the net price. Additionally, there's a possibility to add Notes and Internal Comments to the Invoice. Notes will be sent to all recipients inside Invoice file, Internal comments will be saved only in Flowtly and not sent in the invoice form.

When adding products to an invoice, the VAT Total and Gross Value fields are calculated automatically based on the details you provide.

You can also change automatically generated Invoice title by clicking "Edit" button located near the actual invoice title.

Note: Prefix can be provided for all future invoices in the Organisation settings tile inside the user context menu. It will help to categorise and organise invoices.

3. Save and Send the Invoice:

   • After saving the invoice, the button "Generate PDF and Send to Customer" will appear in the top right corner of the page. Also, after saving, this invoice will be added to the list of invoices.

The saved invoice will also be linked to the Client selected during creation (is visible in the Payments tab on the Clients page).

Invoices raised from a contract

An invoice raised from a contract's payment schedule line opens in the edit form. When that contract has invoicing clauses recorded, a box headed What the contract says about invoicing appears on the form and lists them: each clause's kind, where it sits in the document, and the clause itself, quoted exactly as the contract writes it.

• The clause text is never translated. The heading follows your interface language, but the clause stays in the contract's own language, word for word, so it can be checked against the signed document. It is also marked so that browser translation leaves it alone.
• Nothing is applied for you. The box is for reading. Flowtly converts and recalculates nothing because of a clause: apply the rule yourself, and the amounts and exchange rate on the invoice stay exactly as you set them.
• No box means nothing to show. It does not appear on an invoice added through Create an invoice, which is linked to no contract, or when the contract has no clauses recorded.
• The box is shown to people who can view contracts. Someone whose access covers invoices but not contracts does not see it, even when the contract has clauses.

Clauses are recorded and maintained on the contract itself; see Contracts.

Example use cases

• Manually creating an invoice for a one-time service rendered to a client.
• Generating invoices automatically for clients based on recorded project hours, ensuring accurate billing.
• Duplicating an existing invoice to quickly create a similar one for recurring services.
• Tracking the payment status of all outstanding invoices and sending reminders to clients.