Creating a New Invoice

What it is about

On the New Invoice form, you create an invoice for a customer, where you record the billable products or services as well as the billing-related information. Note that billing is not linked to stock by default — if you want invoicing to automatically reduce stock balances, this must be separately activated in the cloud settings.

Getting started

Go to Invoices from the menu on the left-hand side.
Click the + Add button at the top right corner.

Fill in the invoice details

The form is divided into four sections:

Customer

Details of the customer being invoiced:

Customer — select the customer from the dropdown menu. The customer's address, billing method, customer ID, country, city, phone number and email address will be automatically populated from the customer's details
Name 2 — an additional name or contact person’s name
Billing method — how the invoice is delivered to the customer, e.g. email invoice

Delivery Customer

If the invoice is delivered to a different address than the billing customer, fill in the delivery customer's details in this section. Fields include customer, business ID or personal identity code, name, address, country, postcode, city, phone and email address. If the delivery and billing customers are the same, you can leave this section blank.

Invoice details

Invoice date and reference details:

Invoice date — the date of the invoice, defaulting to the current date
Payment terms — the invoice payment terms, e.g. 7 days net or 14 days net
Due date — the due date according to the payment terms, automatically populated based on the invoice date and payment terms
Invoice number — automatically filled in upon saving
Reference number — automatically filled in upon saving
Our reference — your internal reference
Your reference — the customer's reference
Delivery date — when the products or services were delivered
Order number — the customer's order number
Entry date — the accounting entry date
Additional information on the invoice — free-form additional text that appears on the invoice

Additional invoice details

Additional billing settings:

Delivery method — how the order is delivered, selected from a dropdown menu
Delivery terms — applicable delivery terms
Value added tax — VAT handling for the invoice: Normal or Tax exempt
Seller — the seller on the invoice
Late payment interest — interest rate applied to overdue payments as a percentage
Reminder period — the time in days after the due date when a payment reminder is sent
Invoice template — which invoice template is used: Invoice template - Finnish, Invoice template - English or Invoice template - Swedish
Reminder template — which reminder template is used for payment reminders. Options include Reminder template - Finnish, Reminder template - English, Reminder template - Swedish, Basic reminder template, Second reminder templates in different languages, and alternative reminder templates
Bank account shown on invoice — which bank account is displayed on the invoice

Invoice lines

At the bottom of the form, add the products or services to be invoiced. Each line contains:

Product — product code used to retrieve the product from the system
Product name — name of the product
Quantity — quantity to be invoiced
Unit price — unit price excluding VAT
VAT % — applicable VAT percentage
Unit price (incl. VAT) — unit price including VAT
Discount % — any applicable discount percentage
Total — line total excluding VAT
Total (incl. VAT) — line total including VAT
Additional information on invoice line — free-form additional information for the line

You can add a new line by clicking the + Add button at the top right of the invoice lines section. Lines can be copied using the copy icon or deleted using the trash can icon.

Below the invoice lines, the Total is displayed, broken down into tax-exempt and tax-included amounts.

Save the invoice by clicking the Save button or save a draft by clicking the Save draft button.

Tips and notes

Stock linkage — invoicing does not reduce stock balances by default. If you want creating an invoice to automatically reduce product stock balances, this must be activated in the cloud settings.
Customer details are automatically filled in when you select a customer — still verify the billing method and contact information before saving.
The Save draft function is useful if you want to pause creating the invoice and continue later — drafts are not sent to the customer until finalised and sent separately.
It is advisable to choose the invoice template and reminder template correctly from the start — especially for international customers, it is good to use the English template.
The Delivery Customer section is useful, for example, when the invoice is sent to the parent company but the goods are delivered to a subsidiary or a different location.