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Creating an Invoice

This guide walks you through generating an invoice from completed activities in FlowForth.

Before You Begin​

You need the Organization Admin role to create invoices. You must also have at least one client with completed activities that have not yet been invoiced.

Step-by-Step​

  1. Navigate to Invoices from the main navigation menu.
  2. Click the Create Invoice button.
  3. You will be taken to the invoice creation page.

Select a Client​

Choose the client you want to invoice. The dropdown shows only clients that have completed, uninvoiced activities.

Select Activities​

After selecting a client, FlowForth loads all completed activities for that client that are not yet on another invoice. Select the activities you want to include.

Each activity shows:

  • Title and date
  • Location name
  • Price — the activity's original price

Price Overrides​

If you need to charge a different amount for an activity, you can set a price override on individual activities. The override replaces the activity's original price for this invoice only.

Manual Line Items​

You can add custom line items for work not tracked as activities:

  • Description — What the line item is for.
  • Quantity — Number of units.
  • Unit Price — Price per unit.
tip

Long descriptions are preserved in full on the generated PDF. Text that exceeds the description column wraps onto additional lines rather than being truncated, so clients always see the complete detail.

VAT Settings​

VAT is configured per line item — each activity and manual line item carries its own tax settings. When you add items, the tax code and VAT rate are pre-filled from the selected client's defaults if set, otherwise from your organization's defaults.

Each line item has:

  • Tax Category — The Peppol tax category (e.g., Standard, Reverse Charge, Zero Rate). Pre-filled from the client default, then the organization default.
  • VAT Percentage — The VAT rate for this line. For Standard (S) lines, pre-filled from the client default percentage, then the organization default. For non-Standard categories, this is automatically set to 0%.
  • Tax Exemption Reason — Required for certain non-Standard tax categories, auto-populated where applicable.
  • Exclude from VAT — Mark a line as excluded from VAT calculations.

How the default tax code and rate are resolved​

For each new line, the tax code and VAT percentage are filled in using the first value that exists, in this order:

  1. The line value — anything you set explicitly on the line always wins.
  2. The client default — the Default Tax Code / VAT % configured on the selected client, if any.
  3. The organization default — your organization's default tax code and VAT rate (configured in Organization Settings).

This lets, for example, a VAT-exempt doctor (a Free Profession client) default every line to Exempt without changing the organization default. You can still override any individual line.

See Invoice Details for more on editing line-level VAT after the invoice is created.

Discounts​

Optionally apply a discount to the invoice:

  • Fixed amount — A specific euro amount deducted from the subtotal.
  • Percentage — A percentage of the subtotal.

You can use one discount type per invoice, not both.

Dates and Notes​

  • Issue Date — The date the invoice is issued. Automatically set to today's date when you create the invoice. You can change it before saving.
  • Due Date — The payment due date. Automatically set to 14 days from today when you create the invoice. You can change it, but it must be on or after the issue date.
  • Notes — Free-text notes that will appear on the invoice PDF. Long notes wrap to new lines automatically, and explicit paragraph breaks you add are preserved on the PDF.
tip

The auto-filled dates are defaults — you can always override them before saving. When the invoice is sent, the actual dates on the invoice are used in the Peppol e-invoice payload.

  1. Click Save to create the invoice as a Draft.

The invoice is saved and you are taken to the invoice detail page where you can review, edit, and eventually send it.

tip

A real invoice number is assigned the moment the draft is created (based on the client type), not when it is sent. This number is provisional until you send — if you delete the draft, the number is released and re-used by your next document. See Invoice Numbering for details.

What's Next?​

  • Review and send — Edit the draft and send it to your client. See Invoice Details.
  • Add more invoices — Repeat this process for other clients.
  • Check reports — View revenue analytics in Revenue Reports.

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