Creating, editing and deleting invoices

Creating an invoice

There are three ways to create an invoice:

  1. In the invoice overview you can click on the button “Add invoice”, which will bring up a form where you can enter all necessary information to create an invoice.
  2. When you have received an order, you can mark it as “received”. Afterwards you can automatically create an invoice by clicking on the “More” button and selecting “Create invoice”.
  3. When you click on a contact in the contacts overview, you’ll find a “Write invoice” button in the upper right hand corner.

Invoice number: sevDesk will automatically add the invoice number.If you want to use your own invoice number, you can simply change it. If you don’t want to change it manually time and time again you can also adjust the number sequence in the settings under “Accounting”.

Date of invoice: sevDesk will automatically enter the current date. The date of invoice is the date when the invoice was created.

Date of delivery: The date of delivery is the date when the product has been delivered or a service has been rendered. If you leave this field blank it will not be included in the invoice.

Reference / Order: You can enter a reference or order number into this field.

Payment method: In this dropdown menu you can select any payment methods that have been defined by you in the settings under “Accounting”. Any text you add to a payment method there will be shown on the invoice when the payment method has been selected (i.e. bank account details).

Recipient: You can enter the recipient of the invoice in the field below “Customer”. sevDesk will give you suggested contacts as soon as you enter a letter. If no matching contacts can be find you’re given the option to add a new contact.

Invoice header: sevDesk automatically adds the invoice number into the header. You can change this as needed and enter a custom invoice header.

Header and footer: Not to be confused with the invoice header, the header is placed above the positions, while the footer is placed below. Here you can add important information and references. You can define text templates for these fields under “Settings”. You can also leave these fields empty.

Due date: Here you can enter when the invoice needs to be paid, either in days or as a date. You can leave it empty as well.

Currency: sevDesk has included all major currencies, which you can select from the dropdown menu. If you require additional currencies, feel free to contact us and we’re happy to add them for you.

Internal contact person: Here you can define the internal contact person that will be specified in the invoice.

Cash discount: You can enter a cash discount into this field in order to encourage payment within a certain timeframe. You can define the time frame in days as well as a discount percentage.

Sales tax rule: Here you can define if tax rates will be included in the proposal, if it’s a tax free delivery or if reverse charges apply. You can also create your own tax rates with a description. You can manage your own tax rates in the Settings under Accounting by navigating to the “Tax rates” menu item.

Products & Services: sevDesk offers you suggestions as soon as you enter letters into the field. You can select an entry or add a new one and the quantity, unit and amount. In order to delete an existing entry, you simply need to click on the trash bin icon next to the position.

 

Hint: To turn your entry into a heading, just set the price and amount to zero.


Edit an invoice:

In order to be able to edit an invoice it needs to be in draft mode. A paid invoice needs to be marked as unpaid via the button “More” while viewing the invoice. Once it’s marked as unpaid you can click on the button “More” again and select “Edit document”.

Delete an invoice:

As soon as the invoice has been turned into a draft, it can be deleted via the “More” button while viewing the document.

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