Invoice Details

The invoice detail page is where you view, edit, and manage individual invoices. What you can do depends on the invoice's current status.

Accessing Invoice Details

Navigate to Invoices from the main navigation, then click on any invoice to open its detail page.

Draft Invoices

While an invoice is in Draft status, you have full control to edit it.

Editing Activities

• Add or remove activities — Select additional completed activities or deselect ones you no longer want to include.
• Price overrides — Set a different price for any activity on the invoice.
• Per-line VAT — Override the VAT percentage on individual activities.
• Exclude from VAT — Mark specific activities as excluded from VAT.
• Tax categories — Set Peppol tax category codes (e.g., Standard, Zero-rated, Exempt) per activity.
• Exemption reasons — Provide a reason when using exempt tax categories (E, O, AE, K, G).

Editing Line Items

• Add line items — Add manual line items with description, quantity, and unit price.
• Remove line items — Delete line items you no longer need.
• Per-line VAT — Configure VAT settings per line item, same as activities.

Invoice-Level Settings

• Discount — Switch between no discount, fixed amount, or percentage.
• VAT — Toggle VAT on/off and set the default percentage.
• Issue Date and Due Date — Set or change dates.
• Notes — Add or edit notes that appear on the PDF.

Deleting a Draft

Click the Delete button to permanently remove a draft invoice. Activities that were on the invoice become available for new invoices.

Draft invoice detail page in edit mode

Sending an Invoice

When your draft is ready, click the Send button. FlowForth will:

1. Check that the invoice has at least one activity or line item.
2. Determine the delivery method:
   • Peppol — If the client has a Peppol ID and your organization has Peppol integration active.
   • Email — If the client has an email address (used as fallback).
3. Show a confirmation with the delivery method.
4. On confirmation:
   • Assign the next sequential invoice number.
   • Set the issue date (if not already set).
   • Freeze all calculated values (subtotal, discount, VAT, total) for compliance.
   • Generate the PDF.
   • Deliver via the selected method.
   • Update the status to Sent.

tip

Once sent, an invoice cannot be edited or deleted. This is required for EU invoicing compliance. If you need to correct a sent invoice, create a credit note instead.

Send confirmation dialog

Viewing a Sent Invoice

For sent, delivered, or accepted invoices, the detail page shows:

• Invoice number and status
• Client details
• Issue date and due date
• Activities and line items with prices
• VAT breakdown — grouped by VAT rate and tax category
• Subtotal, discount, VAT, and total
• Delivery information — whether it was sent via Peppol, email, or both

Available Actions

• Download PDF — Download the invoice as a PDF file.
• Cancel Invoice — Cancel the invoice with a reason. This sets the status to Cancelled.
• Create Credit Note — Issue a credit note against this invoice. See Credit Notes.

Activity Reviews

If any activities on the invoice have been flagged as needing review, the invoice displays a Needs Review indicator. Activities with review flags show:

• Review notes — Why the activity was flagged.
• Resolution status — Whether the review has been resolved and by whom.

Invoice with activity review indicators

Credit Notes on Invoice

If credit notes have been issued against this invoice, they are listed on the detail page showing:

• Each credit note's number, status, and total.
• The remaining credit available (original invoice total minus all sent credit notes).

What's Next?

• Invoice Journal — View the tax reporting ledger.
• Invoice Reports — Analyze revenue trends.
• Credit Notes — Issue corrections or refunds.