Finance

# Create, send and follow up invoices

Create invoices by hand, from quotes, orders or price configurations, send them, send reminders and mark them as paid.

Updated 5 October 2026

**Who can do this:** The invoice permission and the Financial platform feature.

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](/en/help/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](/en/help/pricing).
* **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.

Depending on your platform's settings, customers can pay an invoice online from its public page with **Pay now**. Portal users find their invoices under **Invoices** in the customer portal.

To correct a sent invoice, cancel it and create a new one rather than editing it after the customer has received it. That keeps your numbering and bookkeeping consistent.

## Related articles

* [Work in the Financial view](/en/help/financial-view)
* [Set up price configurations](/en/help/pricing)
* [Incoming invoices and approvals](/en/help/incoming-invoices-and-approvals)
* [Set up administrations](/en/help/administrations)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en/contact)[Report an issue](/en/report-issue)

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Canonical page: https://transportial.com/en/help/invoices