Create, send and follow up invoices

Outgoing invoices are the invoices you send to your customers. They are listed on the Invoices tab of the Financial view, per administration. Invoices you receive are covered in Incoming invoices and approvals.

Where invoices come from

• Automatically, from an activated price configuration, at the end of each trip, order or period. See Set up price configurations.
• From a quote: Create Invoice in the quote's Extra menu, or Create invoices for several quotes at once.
• From a transport order: open the order, open its options menu and choose + Create invoice. The form is filled with the customer, administration and order reference.
• By hand, as described below.

Create an invoice by hand

1. Open the Financial view, choose the administration and click the Invoices tab.
2. Click + Create invoice.
3. Choose Excluding VAT or Including VAT at the top.
4. Enter the Reference, for example the customer's order number.
5. Choose the customer in Target business and, optionally, the Team and Contact Persons.
6. Enter a Description, check the due date and the Currency, and attach Documents if needed.
7. Fill in the lines: description, Quantity, Price, Select tax rate and Select price category. Use + and − to add or remove lines.
8. Click Save. The invoice is saved as a Draft.

You do not enter an invoice number. A draft has no number yet: it shows Draft where the number will be. The due date follows the administration's payment term.

Send the invoice

1. Click the invoice in the list to open it.
2. Check From and Bill to.
3. Check the lines, the totals and the invoice terms.
4. Click Send.

The invoice becomes Open and is now issued. If the administration has an invoice message automation, the customer receives an e-mail with the PDF and your standard invoice documents. To download the PDF yourself, click the PDF icon, choose the language and click Download PDF.

What happens when you send

• Number: the invoice gets the next number of its administration. Numbers are handed out one at a time, so they stay sequential without gaps, also when drafts are deleted.
• Date: an invoice still dated on the day it was created gets the day you send it as its invoice date, and the due date moves with it, keeping the same payment term. A date that was chosen on purpose, such as another day set by an import, is kept.
• Customer details: the name, address, VAT number, Chamber of Commerce number and EORI number of your company and of the customer are frozen on the invoice. Later changes to the business do not change the sent invoice, its PDF or its e-invoice. E-mail addresses stay live, so reminders go to the current address.
• Accounting: connected accounting packages and CRMs (Exact Online, Twinfield, Moneybird, AFAS, e-Boekhouden, SnelStart, QuickBooks, Salesforce and HubSpot) receive an outgoing invoice only now, with its number. Drafts are never sent to them.

Administrators can change the numbering and dating behaviour in Settings > Environment > Financial under Issuing invoices. See Configure finance, AI, portal and fleet settings.

Tax rows, e-invoices and accounting

The totals of an invoice, and its PDF, show one tax row per tax rate with its name and percentage, for example VAT 21% and VAT 9% on an invoice that has both. A combined rate shows one row per component, for example GST 5% and PST 7%. Hover the tax of a line to see its components. See Tax rates and VAT rules.

• Sent invoices keep their tax: the tax rates and components are frozen when the invoice is sent. Changing a tax rate later never changes a sent invoice, its PDF or its tax rows.
• E-invoices: a Peppol or UBL e-invoice allows one VAT category per line. An invoice with a combined rate is therefore refused by Download UBL (e-invoice) and by sending through Peppol, with the message "This invoice has lines with several tax components, which a Peppol / UBL invoice cannot carry."
• Accounting: Moneybird, Exact Online, QuickBooks, SnelStart, e-Boekhouden, Twinfield and AFAS take one tax per line, so a combined rate is booked under the rate's own ledger and tax code at its total percentage (in QuickBooks: the tax code you imported). e-Boekhouden refuses the invoice when the rate's Credit code is not an e-Boekhouden VAT code.

Statuses

Status	Meaning
Draft	Not sent yet. Can be edited, cancelled and deleted.
Open	Sent and waiting for payment.
Reminded	A payment reminder was sent.
Too Late	Past the due date and still unpaid.
Paid	Paid.
Cancelled	A draft that was withdrawn.

Change the status by hand with the Select status drop-down on the invoice, for example to mark it Paid when the money arrives. A sent invoice cannot be set back to Draft or Cancelled.

Sent invoices are locked

Once an outgoing invoice is sent, it carries the tag Issued and its printed content can no longer be changed or deleted. You can still record payments, send reminders and change the status. When an invoice is booked in a closed period of the administration, it carries the tag Closed period and cannot be changed either. See Set up administrations.

Correct a sent invoice

1. Open the sent invoice.
2. Click the Extra drop-down and choose Credit and re-invoice.
3. Confirm with Credit and re-invoice. Transportial creates a credit note for the full amount and a new draft copy of the invoice.
4. Open the new draft, correct it and click Send.
5. Open the credit note and click Send, so the customer receives it too.

Both documents are linked to the same transport orders as the original. The credit note settles the open amount of the original. To credit only part of an invoice, choose Extra > Create credit note instead and fill in the lines of the New credit note yourself.

Follow up

• Extra > Send Again sends the invoice once more.
• Extra > Send Reminder sends a payment reminder straight away.
• Extra > Delete is available for drafts only.
• The edit icon opens the invoice form for drafts that are not in a closed period.
• The Activity timeline shows what happened to the invoice.

Reminders are also sent automatically for unpaid invoices past their due date, spaced by the payment term, when the administration has reminder message automations.

Bulk actions

Tick invoices in the list and choose Send selected, Delete selected or Cancel selected (drafts), Mark as paid (open or reminded) or Send reminder (open). Invoices in another status are skipped.