Learn how to carry out the basic management actions: edit, duplicate, delete, convert and export. These steps are common to all your sales documents: tickets, quotes, proformas and corrective sales.
1. Edit an invoice
Draft invoice
If your invoice hasn’t been approved yet, you have full control over it. You can change any field with no legal restrictions.
Go to Sales > Invoices.
Find the invoice and click the three-dot menu (⋮) on the right.
Select Edit.
Make the changes you need and click Save.
Approved invoice
To preserve fiscal integrity, approved invoices only let you edit secondary fields (categorisation and informational details) directly, without cancelling the document.
Steps to edit:
Open the approved invoice from the list.
Click the three-dot menu (⋮) > Edit in the top right corner.
Edit the enabled fields directly in the body of the document or in the side information panel.
Click Save.
When you save, the PDF is regenerated automatically with the new data. This doesn’t create a new Verifactu record, because only non-fiscal information is affected.
Edit Categorization
When you open a document, you’ll also see the Categorisation section in the panel on its right.
From there you can quickly view the document’s internal description, its sales ledger accounts, its tags and its project, if it has one. You can use the Edit button to change any of these four fields quickly.
2. Duplicate an invoice
From the list, open the three-dot menu (⋮) to the right of the invoice.
Click Duplicate.
Make any changes you need.
Save the new invoice.
The duplicated invoice will have a new number.
3. Delete or cancel an invoice
You can only delete invoices that haven’t been approved. Once they’re approved, you can always cancel them instead. Here’s the difference:
Delete: the invoice is deleted and kept in Settings > More > Trash for 10 to 30 days, depending on your plan.
Cancel: the related accounting entry is deleted and the invoice stays in the list, marked as cancelled.
To delete or cancel an invoice:
Select the invoice from the list.
Open the three-dot menu (⋮) in the top right of the invoice.
Select Delete or Cancel, as needed.
Confirm the action.
4. Convert an invoice into other documents
From the list, select your invoice to open its detailed view.
Click the Convert button in the top right.
Choose the option you need: waybill, corrective sale or recurring invoice.
5. Export your invoice list
Click Actions in the top right of your screen.
Select the export option that suits you best: Excel, PDF, Google Sheets or by lines.
If you need to export a single document, open the three-dot menu (⋮) and select Download.
To download specific invoices in bulk, select them with the checkbox on their left. Then, in the bottom bar, click More > Download PDF. If you go over the limit of 50, you’ll receive them by email at the address linked to your profile.
👆 To download an invoice for a specific customer, go straight to their profile in the Contacts section.
6. Share the invoice link to the Customer Portal
From the list, select your invoice to open its detailed view.
Click the Share button in the top right, as shown in the image.
Copy the portal link and share it so your customers can access the document.
7. Attach a file to the invoice
From the list, select your invoice to open its detailed view.
Click Upload file in the right sidebar.
Select the file from your device.
Confirm the action.
Remember that these files will always be visible from the Customer Portal.
8. View the accounting entry linked to the sales invoice
From the list, select your invoice to open its detailed view.
In the Accounting entry section, click View.
Check the entry details.