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: Transportial gives the invoice the next number of the administration. 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. 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.

Statuses

Status	Meaning
Draft	Not sent yet. Can be edited 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. A paid invoice can no longer be edited.
Cancelled	Withdrawn.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.

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, as long as the invoice is not paid.
• 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 or Delete selected (drafts), Mark as paid (open or reminded), Send reminder (open) or Cancel selected (open, reminded or too late). Invoices in another status are skipped.