Invoice Preview/Attach to budget

Flowtly Editorial Team4 min

To review how the invoice looks, you can use the preview feature. To switch to preview mode, click on the invoice title, or select the "Open Preview" option under the "More Options" button (represented by three vertical dots) available for each invoice in the list.

In the Preview Mode, you will be able to see the invoice as it will appear to the client. This includes:

  • Invoice header: Displaying invoice title and your company’s logo.
  • Invoice details: Including your contact details (Seller), and the client's information (Buyer) and also issue date, sale date, due date.
  • Bank account information: Providing the IBAN, SWIFT/BIC codes, and any other necessary payment details.
  • Itemized list: Detailing the products or services provided, along with their quantities, unit prices, VAT rates, and the total amounts (net and gross).
  • Summary section: Showing the total net amount, the total amount after VAT is applied, paid amount (the amount that has already been paid towards the invoice, if any), and the amount remaining to pay.
  • Footer section: Including any additional notes to the invoice.

While in preview mode, you cannot make changes to the invoice. If you spot an error or need to update any details, you must return to the Edit mode by selecting the "Edit Invoice" button located in the menu of the preview mode. After making any necessary adjustments, you can save the changes and revisit the preview. Among other useful options in a side menu you can find: Download PDF, Send via Email (redirects to the email settings page), Create Similar (redirects to invoice creation page with different Invoice title, but all other data similar and pre-filled), Edit Invoice (opens the invoice in edit mode, allowing you to make changes before finalizing or sending it), Delete Invoice (removes the invoice from the system if it is no longer needed after additional confirmation).

Attach invoice to budget

The Invoice Edition feature allows you to modify invoice details and, if the Budget module is active, link the invoice to one or more budgets. This functionality is particularly useful for tracking expenses against specific budgets.

To attach an invoice to a budget:

  • Navigate to the Invoices item from the main menu.
  • Click on "More options" button for the invoice you want to edit.
  • Select "Edit" from the list.
  • Scroll to the bottom of the page, between the "Notes" and "Internal comments" sections.
  • Click the "Add budget" button.
  • In the dropdown menu, select the budget you wish to link the invoice to.
  • Specify the amount to attach by filling in the Transaction amount field:

    If you want to allocate a specific amount: Enter the desired value in the field. If you want to attach the entire invoice: Leave the field empty.

You can repeat this process to attach the invoice to multiple budgets if necessary. In addition, you can remove already attached budget by clicking Bin icon.

Once you attach an invoice to the budget(s), it will be reflected in the Budget section from the main menu. The invoice will appear in the associated budget item: update the corresponding Budget Summary chart, and be listed in the Costs section for easy tracking. This ensures all incomes and expenses are accurately recorded and included in the budget overview.

Example use cases

  • Verify invoice accuracy: Before sending an invoice to a client, use the preview to double-check all details, including pricing, VAT, and client information, ensuring everything is correct and professionally presented.
  • Allocate project costs: Attach a supplier invoice for materials or services directly to a specific project budget to accurately track expenses against that project's allocated funds.
  • Manage departmental spending: Link an invoice for office supplies or software subscriptions to the relevant department's operational budget to maintain an up-to-date overview of spending.
  • Review prior to download/email: Utilize the preview mode to confirm the final appearance of an invoice before downloading it as a PDF or sending it directly via email to a client.

Connection map

Refers toUses upPart ofDerived from
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. contract schedules payment-schedule-line. contract attached to budget. budget covers project. invoice billed from project. project linked to budget. lead becomes counterparty. deal sold to counterparty.billed totaxed byspends againstowed toreconciled toschedulesattached tocoversbilled fromlinked tobecomessold toIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent.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 transactionCContract — 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 linePProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectPProspect — 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

Related terms