An invoice's overview

Every issued invoice has its own overview. You open it by clicking the invoice in the invoice list — its number or its customer. A draft opens in the editor instead.

On the left you see the invoice itself, on the right what you can do with it, its invoice details, its payments, its payment reminders and its history. ‹ Invoices takes you back to the list.

The invoice itself

On the left the invoice is shown page by page — exactly the PDF that was created when it was issued and that your customer received. Whatever you’ve changed since no longer changes it: a new logo, a different template, your new address or the customer’s new address. The preview of an issued invoice shows exactly this version too.

• A cancelled invoice shows the original invoice stamped CANCELLED, followed by the cancellation invoice — exactly what your customer receives with the cancellation.
• An XRechnung is an XML file for software, not a document to read. Here you see the PDF that was created alongside it when it was issued; the XRechnung itself you get with Download XML.

If the document can’t be shown right now, you see The document can’t be shown right now. Get it with “Download PDF”.

Actions

The top of the card holds the next step: Record payment as long as something is still open — for a cancelled invoice Download invoice + cancellation. Below it are the other actions currently possible for this invoice; the red ones under a line.

Action	When	More
Record payment	Open, Partially paid, Overdue	Record a payment
Send / Resend	Issued, not cancelled	Issue and send
Send reminder	Overdue, when you send reminders manually	Send a reminder
Download PDF / Download XML	Always	—
Download both (invoice + last reminder)	Reminded	Send a reminder
Duplicate	Always	Duplicate
Correct	The most recently issued invoice, as long as it hasn’t been sent or reminded	Correct
Stop reminders / Lift stop	As long as something is still open	Stop reminders
Send cancellation	Cancelled, when the customer had received the invoice	Cancel an invoice
Download cancellation as e-invoice	Cancelled, when the cancellation invoice is an e-invoice	Cancel an invoice
Delete last reminder	Reminded and not paid yet	Send a reminder
Cancel invoice	Every issued invoice — paid ones too	Cancel an invoice
Delete	The most recently issued invoice, as long as it hasn’t been sent, reminded or paid	Delete

They’re the same actions as in the list’s ⋮ menu, with the same dialogs. If the customer has no email address, Send and Send reminder are greyed out; a click shows where to add one.

Printing

To print, get the invoice with Download PDF and print it from your PDF app. That way exactly the document your customer has goes onto paper.

Invoice details

The card shows the details as of the day of issue, in groups:

Group	What it shows
Status	Where the invoice stands — for a paid one Paid on below, for a cancelled one the cancellation invoice with number and date.
Customer	The customer with their contact person, the billing address and, if the invoice has one, the shipping address. Clicking the customer opens their overview.
Invoice	Invoice date, Due, Delivery date or Service period, your Contact person, the Language and the Format (PDF, ZUGFeRD or XRechnung).
Origin	The quote the invoice was created from, or the schedule that generated it — as a link to its overview.

Payments

The Payments card shows what the invoice costs, what’s paid and what’s still open: Total, Paid, for reminders with fees Dunning fees & interest, and Outstanding. Below it every payment with date, method, reference and who recorded it — and Reverse in case it was recorded by mistake. More under Record a payment.

For a cancelled invoice it only shows what had already been paid — with the note that the amount is to be refunded.

Payment reminders

If the invoice has been reminded or is overdue, the Payment reminders card shows:

• every reminder sent, with its stage, number, the day it went out, its deadline, the fees and its PDF;
• a reminder stop that’s been set — since when, by whom and why;
• with automatic sending, when the next reminder goes out: Automatic: next reminder on ….

Only roles with the View permission under Reminders see this card.

History

The History lists what has happened to the invoice — newest on top, with date, time and who did it: Issued, every send (the invoice, the cancellation and each reminder, with recipient), Payment recorded and Payment reversed, Reminders stopped and Reminder stop lifted, Reminder deleted, Returned to draft for a correction and Cancelled. With more than eight entries, you page on at the bottom of the card.

Good to know

• The overview is visible to everyone whose role has the View permission under Invoices. Which actions they see there depends on their other permissions — without Update, for example, no Send and no Record payment.
• On a phone the actions, details, payments, reminders and history come first, the invoice below.