Invoicing Overview
FlowForth includes a full invoicing system that lets you generate invoices from completed activities, manage VAT, send invoices electronically, and track payments — all from within the app.
How Invoicing Works
The invoicing workflow in FlowForth follows these steps:
- Complete activities — Activities are performed and tracked in the system.
- Create an invoice — Select a client and choose which completed activities to include.
- Review and edit — Adjust prices, add discounts, configure VAT, and add manual line items as needed.
- Send the invoice — Send via Peppol e-invoicing or email. The invoice is frozen for compliance once sent.
- Track payment — Monitor whether invoices have been paid and mark them accordingly.
Invoice Statuses
Invoices progress through the following statuses:
| Status | Description |
|---|---|
| Draft | Invoice is being prepared — fully editable |
| Sent | Invoice has been sent to the client — unpaid |
| Paid | Payment received — manually flagged by user |
| Cancelled | Invoice has been cancelled — cannot be changed |
tip
Only Draft invoices can be edited or deleted. Once an invoice is sent, its values are frozen for EU compliance and audit purposes.
Key Features
- Activity-based invoicing — Generate invoices directly from completed activities, with optional price overrides.
- Manual line items — Add custom line items for work not tracked as activities.
- Per-line VAT — Configure VAT rates and Peppol tax categories individually per line item. New lines default to your organization's tax code and VAT rate.
- Discounts — Apply a fixed amount or percentage discount to an invoice.
- Peppol e-invoicing — Send invoices electronically via the Peppol network if your client has a Peppol ID.
- Email delivery — Send invoice PDFs by email as a fallback.
- PDF generation — Professional PDF invoices with your organization details, VAT breakdown, and payment information.
- Payment reminders — Send reminders for overdue invoices via email or WhatsApp, with optional PDF attachment and customizable email templates.
- Credit notes — Issue full or partial credit notes against sent invoices.
- Invoice journal — Tax reporting ledger with VAT breakdowns and CSV export.
- Revenue reports — Analytics with charts, client and user filters, and date ranges.
- Sequential numbering — Configurable auto-incrementing invoice and credit note numbers.
- Non-business clients — Invoice individuals and households with email-only delivery and a separate number series.
Where to Find Invoicing
Navigate to Invoices from the main navigation menu to access the invoices list. From there you can create new invoices, view existing ones, and access invoice reports.
What's Next?
- Invoice Dashboard — Action-oriented dashboard for outstanding invoices, overdue payments, and uninvoiced clients.
- Creating an Invoice — Step-by-step guide to generating an invoice.
- Invoice Details — Viewing, editing, and sending invoices.
- Payment Reminders — Sending reminders for overdue invoices via email or WhatsApp.
- Invoice Journal — Tax reporting and compliance.
- Revenue Reports — Revenue analytics and charts.
- Invoice Numbering — Configuring sequential numbering.
- Non-Business Clients — Invoicing individuals and households.
- Credit Notes — Issuing refunds and corrections.
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