Invoice List and Creation

Note: Before adding invoices, you need first to configure your bank account. More information about this can be found in section Transactions

Note: Before creating invoices, you will need to set up data inside the Organization settings tile located in the user context menu. Including: Company tax identification number, Billing address, Billing phone number.

Note: To send invoices to clients via Flowtly, you must first set up the client's information in the system ("Clients" item in the main menu). Ensure that the client's data is fully configured, including details such as the client's country and currency. This setup is crucial because it ensures that all invoices are generated with the correct regional and financial settings, aligning with the client's specific requirements.

Users with Manager roles have the ability to create invoices. In Flowtly, there are three ways to create an invoice:

Manual Creation:

Select Invoices from the main menu.
Click on "Add Invoice".

Create Similar Invoice:
- Click "Create similar" for an already existing invoice.
Generate Invoice from Project Hours:
- Click "Generate Invoice" on the Project Hours view page (for more info, check "Go to Hours View" article in Projects section).
Note: This way is available only if Projects module is active.

Invoice List

When you choose Invoices from the main menu, you'll be redirected to the Invoices page, where a list of all previously created invoices is displayed, along with their details, such as:

Invoice Title: the name of the invoice. It's clickable and redirects to the Invoice preview page. Below the title, you will see the linked client's name, indicating who the invoice is issued to;
Status: this shows the current status of the invoice (created, edited, sent);
Sale date: this is the date on which the sale occurred or the service was provided. Replicate the Sale date provided during Invoice creation;
Payment status: this indicates the payment progress, showing a percentage of the amount paid.
Details: here you will find both the net (netto) and gross (brutto) values clearly displayed. Each invoice includes a download option, which can be triggered by a dedicated button. Additionally, you will see "More Options" button with possibilities to:
Send via email
Create similar
Edit
Open the preview

Invoices are grouped by month, and the amount of invoices are shown for each month

Create Invoice

Let's walk through the process of invoice creation from scratch. To start creating an invoice, follow these steps:

Select "Invoices" item from the main menu.
Add an Invoice:
- Click the “Add invoice” button located in the top right corner of the page.
- In the form, the first step is to select a client from the list of previously created clients (this will automatically populate the bank account information with it's currency and conversion rate).This option is crucial to ensure that relevant financial information is accurately and efficiently applied to the invoice without requiring manual input, reducing the chance of errors. Provide the:

Issue date - The date on which the invoice is officially created and issued to the client,
Sale date - The date when the goods or services were provided or sold to the client,
Due date - The date by which the client is expected to pay the invoice. Add products to the invoice by specifying:
Product name - The name or description of the product or service being invoiced.
Project (optional) - This optional field helps to associate the product with a particular project, for better project management and cost tracking.
GTU (optional) - Goods and Services Tax Unit, an identifier related to specific tax regulations, helps in categorizing the product for tax purposes.
Quantity - The number of units of the product being invoiced (important for calculating the total amount due).
Units - The drop-down selector used to specifies measurement of the product, such as pieces, hours, or days.
Net price - The price of a single unit of the product before any taxes are applied.
VAT - This field specifies the VAT percentage, which is used to calculate the tax amount to be added to the net price. Additionally, there's a possibility to add Notes and Internal Comments to the Invoice. Notes will be sent to all recipients inside Invoice file, Internal comments will be saved only in Flowtly and not sent in the invoice form.

When adding products to an invoice, the VAT Total and Gross Value fields are calculated automatically based on the details you provide.

You can also change automatically generated Invoice title by clicking "Edit" button located near the actual invoice title.

Note: Prefix can be provided for all future invoices in the Organization settings tile inside the user context menu. It will help to categorize and organize invoices.

Save and Send the Invoice:
- After saving the invoice, the button "Generate PDF and Send to Customer" will appear in the top right corner of the page. Also, after saving, this invoice will be added to the list of invoices.

The saved invoice will also be linked to the Client selected during creation (is visible in the Payments tab on the Clients page).