Invoicing and sales

The sales module covers the entire commercial cycle, from the estimate to the payment collection. You can create documents individually or use the document workflow to convert one document into the next automatically.

Sales documents

• Estimates (Sales → Estimates): quotes for customers.
• Orders (Sales → Orders): purchase confirmations.
• Delivery notes (Sales → Delivery notes): delivery or shipping documents.
• Invoices (Sales → Invoices): official sales invoices.
• Receipts (Sales → Receipts): due dates derived from invoices.

Prerequisites

• At least one customer must be registered.
• The products or services you sell must be configured.
• (Optional) Configure Verifactu and SII if you invoice individuals or companies subject to these obligations.

Recommended document workflow

1. Create an estimate and send it to the customer.
2. When the customer accepts it, click Convert to order.
3. When you deliver the goods, convert the order into a delivery note.
4. Finally, convert the delivery note into an invoice.

Each conversion generates the next document and keeps the original one as a reference. You can also create invoices from scratch.

Create a sales invoice

1. Go to Sales → Invoices and click New invoice.
2. Select the customer, the date and, if applicable, the project and tags.
3. Add product or service lines. Enter quantity, price, discount and tax.
4. Review the summary: net amount, VAT, equivalence surcharge and IRPF if applicable.
5. Click Save draft if you do not want to issue it yet, or Issue invoice to make it official.

Once issued, the system automatically generates:

• The corresponding journal entry.
• The receipts with their due dates.
• The submission to SII and/or Verifactu, if active.

Document statuses

Status	Color	Meaning
Draft	Grey	Editable, not yet official
Issued / Sent	Green	Official document or sent to customer
Accepted / Received	Green	Customer has confirmed the document
Paid	Blue	Invoice fully collected
Unpaid	Orange	Pending collection
Rejected / Cancelled	Red	Cancelled document

Collections and receipts

Each invoice can generate one or more receipts. From Sales → Receipts you can:

• See the pending amount of each receipt.
• Register a partial or full payment.
• Mark the receipt as collected.

Recurring invoices

If you invoice the same amount periodically (maintenance, subscriptions, rent…), use Sales → Recurring invoices:

1. Click New template.
2. Choose the customer, the frequency (monthly, quarterly, yearly) and the amount.
3. Indicate the next generation date.
4. When the time comes, click Generate due to create the invoices for that period.

Tips

Tip

You can export invoices and receipts to Excel from any table. Look for the export button next to the list.

Caution

An issued invoice cannot be freely edited. If there is an error, create a credit note or contact your administrator.