Invoice using a blank template

• Creating a Blank Invoice
• Invoice Basic Information and Settings
  
  • Invoice Details
  • Invoice Settings
  • Invoice Attachments
  • Invoice Recipient
  • Invoice Payment Details
  • Invoice Note
  • Invoice Sender
• Managing Invoice Row Items
  • Adding an Invoice Row
  • Deleting an Invoice Row and Description Row
  • Invoice Row Accounting Information
• Saving and Sending the Invoice

With a blank invoice template, you can invoice your customers for desired products or services without first logging them on a project (e.g., as work hours or installments). The option to add a blank invoice can be enabled or disabled in the Invoicing and Bills settings. 

It is recommended to target an invoice with a specific customer and project to include sales revenue in project tracking. However, if needed, you can create a new customer directly from a blank invoice template and leave the project field empty. 

Sales invoices can be printed as PDFs, sent via email, or transferred through an integrated financial management software. 

Creating a Blank Invoice

You can create a new invoice from multiple locations:

1. In the sales invoice list, click +Add Invoice
2. In the top menu, select +Add New and choose Invoice
3. Using the quick search function, type Create
   
   

Select the invoicing method: Blank invoice

Invoice Basic Information and Settings

Invoice Details

Define the basic invoice details in the fields on the right side of the invoice view. 

• Company (only in Enterprise+ multi-company setups): Specify your invoicing company. 
• Account: The account in Heeros PSA, i.e., the invoice recipient. If the customer is not yet in the system, you can add it by typing the name and clicking Add New Account. Note! The quick creation does not include all possible account fields. If your financial management integration requires complete customer details, ensure that the address fields are filled in on the invoice or complete them in the account card before sending the invoice. 
• Projects: You can assign the invoice to a customer project, which will add the sales invoice to the project's Financials section and reports. The project field can also be left empty if the invoice should not be included in project tracking. 

Invoice Settings

Note! Fields and available options may be inherited from general settings or vary depending on your financial management integration. 

• Delivery Method: E.g., e-invoice, email, or paper invoice (options may depend on financial management integration)
• Invoice VAT code: (options may depend on financial management integration)
• Print Settings: You can specify whether to hide VAT or total columns in the PSA printout. 
• Invoice Language: Invoice print language (options are set in Company Default Settings)
• Date Format: The format in which the date is displayed (default format is defined in Company Default Settings).
• Print Barcode: Define whether a barcode should be printed on the invoice (this feature must first be activated in Invoicing and Bills settings).
• Invoice Currency: (Requires the Currency Add-on and completion of settings under Invoicing and Bills > Currency Settings).

Invoice Attachments

After saving, a new section Invoice Attachments will appear under invoice settings.

• Add an attachment by dragging and dropping or clicking Choose a File.
• Delete an attachment if necessary using the three-dot menu.

Invoice Recipient

Recipient contact details are retrieved from:

• The invoicing address on the project card, if the invoice is linked to a project.
• The account registry, if no project is selected on the invoice.
• After saving the invoice, any changes to the account or project address will not automatically update on the invoice. You must reselect the account under Customer for the information to update.

Updating recipient contact details directly in the invoice view will only affect that specific invoice.

Selecting Reverse Charge will set the VAT% on invoice rows to zero, and the invoice will include a note about reverse charge taxation:

Invoice Payment Details

Payment details are retrieved from: 

• The project card: Your Reference, Payment Reference, Agreement Number, and Order Number.
• The account card or Invoicing and Bills settings: Terms of Payment, Notice Period, Interest Rate.
• Dates are automatically filled based on the current date and payment terms. 

Updating details in the invoice view will only affect that specific invoice.

Invoice Note

The invoice note is retrieved from: 

• Project card
• Invoicing and Bills settings (default note)

Updating the invoice note directly in the invoice view will only affect that specific invoice.

You can enter any additional details or messages for your customer here, up to 512 characters. Note! The message will be transferred to financial management integrations: Heeros Sales Invoices, Procountor, Maventa, and Fortnox.

Invoice Sender

Sender details displayed at the top and bottom of the invoice are retrieved from:

• Company Details settings
• Invoicing and Bills settings: Extra Fields in Invoice Footer

Managing Invoice Row Items

You can add manual invoice rows or select products and predefined product packages (CPQ) from the product registry. 

Note! Your financial management integration may affect how different types of row items are processed.

Adding an Invoice Row

1. Select the type of invoice row to add: 

• + Item: A free-text row where you can define the description, quantity, price, and VAT rate.
• + Product: Select a product from the product registry.
• + Product package (CPQ): Select a product package consisting of multiple products/rows.
• + Header: A non-summarized text row, e.g., a section title to structure the sales invoice.

2. Fill in the details for the invoice row. You can navigate between fields using the mouse, Enter, or the Tab key.

Deleting an Invoice Row and Description Row

Using the three-dot menu before an invoice row, you can:

• Add a Description Row: Additional explanatory text for the invoice row. 
• Delete the invoice row. 

Invoice Row Accounting Information

Using the Show Accounting buttons, you can review or assign invoice rows to financial management sales accounts/products/dimensions. The fields and options depend on your financial management integration.

Saving and Sending the Invoice

You can save the invoice in two different statuses: 

• Save as a Draft: A preliminary invoice that does not yet have an official invoice number and can still be deleted from the invoice list using the three-dot menu.
• Save: A "final" invoice in the status Waiting, which has an invoice number. The invoice can be sent via the Options button or directly from the invoice list.