Creating invoices

Creating invoices

You can create invoices for most types of charges: regular bookings, sponsors, courses, activities, merchandise, and custom charges. For subscriptions and memberships, see the dedicated articles.

The invoicing process has two main steps: first you create invoice rows (also called invoice bases), then you create the actual invoices. Invoice rows are not invoices until you manually create invoices from them. This allows you to combine multiple different charges on the same invoice - for example, if a customer needs to pay for both a membership and a course, they can appear on one invoice instead of receiving two separate invoices.

Be careful to check that you have created all the invoice rows needed before creating invoices. Once an invoice is created, it cannot be broken down into invoice rows again.

Creating invoice rows

Invoice rows are the individual line items. You can create them in several ways:

From the Customers tab

This is the easiest method for invoicing several customers at once:

1. Go to Customers.
2. Filter the customers you want to invoice (e.g. by group or specific customer).
3. Select the customers.
4. Click Select action > Create invoice row.
5. Fill in the details: description, price, VAT, quantity, and optional discount.

From the Invoicing page

1. Go to Administration > Invoicing.
2. Click Create invoice row.
3. Select the customer and fill in the row details.

Creating the invoice

Once you have invoice rows, create the invoice:

From the Invoicing page

1. Go to Administration > Invoicing.
2. Filter by customer or use the default view to see unpaid rows.
3. Select the rows to include.
4. Click Create invoice.
5. Set the invoice date and due date.
6. Add any custom text (optional, max 1000 characters).
7. Click Save.

From a customer page

1. Go to Customers and search for the customer.
2. View the customer's invoice rows under "invoice items".
3. Click the plus sign in the "invoices" box - the system will automatically retrieve all invoice rows for that customer and create an invoice.

Invoice row details

Each row contains:

• Description – what the charge is for (max 50 characters).
• Price – the unit price.
• Quantity – the number of units.
• VAT – the VAT percentage.
• Discount – an optional discount (amount or percentage).
• Account – the accounting code (used for exports and Fortnox integration).

Invoice fees

If invoice fees are enabled for your venue (under venue settings), a fee row is automatically added to each invoice.

Sending invoices

After creating an invoice, you can send it by email or print it as a PDF. Select invoices and click Send to start the sending workflow. You can customise the sender email and message.

Exporting

Invoices can be exported in several formats:

• CSV (reskontra) – standard export format.
• Invoice journal – accounting journal with debit/credit entries.
• SIE Type 4 – Swedish standard accounting format.
• Payment export – export of payment records.