Finance

Invoices

Create, send, reconcile, and track outgoing invoices with issuer-specific numbering, PDF output, and payment matching.

Invoices

Invoices are outgoing invoices you send to customers. Each invoice belongs to one issuer organization, can be linked to a client organization, inquiry, project, quote, and work order, and stores its own positions, totals, PDF text, and status.

Use this page together with Organizations, Workspace Settings, Contacts, Work Times, Work Orders, Quotes, Projects, and Bank Transactions Reconciliation.

Before you start

  • Set up at least one issuer organization in Organizations. The issuer provides the logo, VAT number, address, contacts, bank details, and optional invoice-specific numbering override used on the invoice PDF.
  • Set workspace defaults in Workspace Settings -> General and Workspace Settings -> Naming. New invoices use the default currency and default issuer organization if available.
  • Add client contacts in Contacts and link them to the client organization. Contacts marked receiveInvoice are used as email recipients. The primary contact is shown first on invoice PDFs.
  • If you bill by time, make sure the relevant work times exist in Work Times. The invoice form only offers work times that are draft or approved, are not already linked to another invoice, and match the selected project or work order.

Create an invoice

  • From Invoices with Add invoice.
  • From a project invoice list under Projects. This pre-fills the project and, when the project resolves to exactly one customer organization, also the client organization.
  • From an inquiry, quote, or work order action. Einblick creates a draft invoice, copies the source positions that are not archived, keeps the source links for traceability, applies the source or workspace currency, and opens the new invoice for review.
  • Inquiry source positions marked as not quoted are skipped. Quote and work-order source positions keep their origin links so the invoice remains connected to the sales and execution chain.

Duplicate invoices

  • Use Duplicate from the list or detail page to create a new draft invoice with a fresh invoice number.
  • The duplicate resets date to today and dueDate to 14 days from today.
  • It also copies positions, issuer and client organizations, inquiry, project, quote, and work order links, billing periods, reverse-charge, and invoice PDF text.

New invoices default to:

  • date: today
  • dueDate: 14 days from today
  • status: draft
  • reverseCharge: off
  • issuerOrganization: workspace default issuer, if configured
  • currency: workspace default currency, if configured
  • pdfTitle, pdfTextTop, and pdfTextBottom: workspace invoice PDF defaults, if configured

General tab

  • Issuer organization: Required on create. The next invoice number preview is calculated from the issuer organization settings first, then workspace naming settings.
  • Client organization: Optional, but required for customer data on the PDF and for email recipients.
  • Status: draft, sent, paid, overdue, cancelled.
  • Currency: Taken from workspace settings by default.
  • Invoice date and due date: Stored directly on the invoice.
  • Reverse charge: When enabled, tax is shown as 0 and gross equals net.
  • Inquiry, project, quote, work order: Optional links for traceability and related views.
  • Billing period start and billing period end: Stored on the invoice even though the current detail view focuses mainly on date and due date.

Positions tab

Use this tab to combine custom positions, product positions, and generated work-time positions.

  • Add custom position creates a manual line item.
  • Add product inserts a published product when the Products feature is enabled. Selecting a product pre-fills title, description, unit, unit price, and default tax rate.
  • Work Times opens the work-time picker inside the Positions tab. Available aggregation modes:
    • individual
    • per_user
    • per_day
    • per_project
    • combined
  • The suggested hourly rate comes from workspace settings defaultHourlyRate and currently falls back to 75 if no workspace default is set.
  • Generated work-time positions use the hour unit, rounded hours, and a title built from the selected aggregation.
  • Regenerating work-time positions replaces earlier work-time-generated positions and keeps manual or product positions.

Positions and totals

  • Positions store title, description, quantity, unit, unit price, tax rate, net price, tax amount, and total price.
  • When the Products feature is enabled, invoice positions can use a published product as their catalog source. Unique products cannot be used with a quantity above 1.
  • Positions can carry a revenue account for accounting. Selecting a product or billing wage can prefill it from that catalog record.
  • Unless reverse charge is enabled, tax defaults resolve in this order:
    1. client organization defaultTaxRate
    2. workspace defaultTaxRate
    3. 0
  • Invoice totals are recalculated from positions every time positions change.
  • Reverse-charge invoices set position tax rates to 0 while editing and force the invoice total tax to 0.
  • On the detail page, positions can be added, edited, and deleted while the invoice is still draft.
  • After an invoice leaves draft, positions are locked. If the invoice is part of a quote -> work order -> invoice chain, the detail page can still show quote positions next to invoice positions for reference.
  • Tracked product positions create inventory sale movements when an invoice first moves into sent, paid, or overdue. Cancelling a finalized invoice creates matching return movements.
  • When a paid invoice creates journal entries, Einblick uses the position revenue account first. For invoice positions built from allocated work times, it can split revenue by allocated hours using work-time, work-order, project, or billing-wage accounts before falling back to the workspace revenue account.

PDF and email settings

  • PDF title, text above positions, and text below positions are stored per invoice. New invoices are prefilled from workspace PDF defaults when no explicit value is provided.
  • The PDF tab can reset invoice text back to the current workspace defaults and can open issuer-specific PDF overrides when the issuer has them.
  • Each invoice can either use the workspace default PDF template or override it on the invoice's PDF tab.
  • Workspace-wide defaults for invoice PDF title, top text, bottom text, and PDF template are configured in Workspace Settings -> Billing.
  • PDF text defaults support placeholder tokens for client, invoice number, invoice and due dates, net/tax/gross amounts, issuer, project, and service description.
  • Workspace-wide invoice email body templates live in Workspace Settings -> Naming.
  • The generated PDF uses:
    • issuer organization data
    • issuer bank details, primary first
    • issuer contacts, primary first
    • client organization data and contacts
    • invoice positions and totals
    • project title if linked
    • issuer logo, with workspace logo as fallback
  • If the issuer has an IBAN, the PDF also includes an EPC/SEPA payment QR code.

Send the invoice

  • The detail page shows Send invoice by email only when the invoice is still draft and the client organization has at least one linked contact with receiveInvoice = true.
  • Available senders are:
    • active workspace SMTP credentials with SMTP enabled
    • the Einblick sender service as fallback
  • The subject defaults to the invoice name but can be edited before sending.
  • The email body starts from the workspace template and can be edited before sending. The sender signature can also be reviewed and edited in the same dialog.
  • Sending the email stores the exact sent PDF as the invoice snapshot, marks the invoice as sent, and logs the outgoing email.
  • If you do not want to send directly, the dialog also supports the manual fallback: download the PDF and open a mailto: draft with the current subject.

Detail page and status handling

  • Main actions:
    • edit the invoice
    • duplicate the invoice
    • download the PDF
    • send the invoice
    • delete the invoice
  • Delete is restricted to draft invoices and requires admin access.
  • The edit form stays available after an invoice leaves draft, but customer-facing fields, positions, PDF text/template, dates, currency, issuer, client, and reverse-charge settings are locked.
  • Internal links to inquiry, project, quote, and work order plus the invoice status can still be updated. Non-draft invoices cannot move back to draft.
  • The detail page also shows:
    • issuer and client organization cards
    • a process timeline with linked inquiry, quote, work order, and invoice data
    • a linked bank payment card
    • the stored PDF snapshot for non-draft invoices, or a pending note while the background snapshot is still being created
  • When an invoice is sent, the page shows a direct Mark as paid prompt.
  • Downloading a draft invoice renders the current PDF on demand. Downloading a sent, paid, or overdue invoice reuses the stored PDF snapshot when one exists.
  • The invoice list supports table and grid views, full-text search, and filters for invoice date, due date, status, client, issuer, inquiry, project, quote, and work order.
  • Use Export files from the invoice list to download invoice PDFs as a ZIP archive. The export sheet can limit the archive to a year, quarter, or custom date range, optionally groups each invoice into its own folder, and renders draft PDFs before zipping them.

Payment reconciliation

  • The invoice detail page can be linked to an incoming bank transaction.
  • Matching suggestions are based on unmatched transactions close to the invoice amount.
  • Once linked, the invoice list shows that payment link and the detail page shows the matched transaction.
  • For the full workflow, see Bank Transactions Reconciliation.