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:

1. Complete activities — Activities are performed and tracked in the system.
2. Create an invoice — Select a client and choose which completed activities to include.
3. Review and edit — Adjust prices, add discounts, configure VAT, and add manual line items as needed.
4. Send the invoice — Send via Peppol e-invoicing or email. The invoice is frozen for compliance once sent.
5. 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	Legacy status — shown only on invoices cancelled before cancellation was retired

tip

Only Draft invoices can be edited or deleted. Once an invoice is sent, its values are frozen for EU compliance and audit purposes. Invoices get a real number the moment they are created; deleting a draft frees that number for re-use. To reverse a sent invoice, issue a credit note — invoices can no longer be cancelled.

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.
• Mass invoice download — Bulk-export invoices as a single ZIP archive, filtered by client type, date range, and status; delivered by an emailed download link. See Mass Invoice Download.
• Revenue reports — Analytics with charts, client and user filters, and date ranges.
• Sequential numbering — Configurable auto-incrementing invoice and credit note numbers, assigned at creation; deleting a draft frees its number for re-use.
• Non-business clients — Invoice individuals and households with email-only delivery and a separate number series.
• Free-profession clients — Mark a business client (doctor, lawyer, notary…) as Free Profession to deliver its invoices and credit notes by email only, off the Peppol network, while keeping the business INV- number series. See Non-Business Clients.
• Billing Contact Email — Every client carries a dedicated Billing Contact Email that receives all invoice and credit-note emails. Sending is blocked until it is set.
• Client tax defaults — Give a client its own default tax code and VAT percentage to pre-fill new invoice lines, overriding the organization default.
• Multiple payment methods — Configure any number of bank accounts on the organization, each with its own IBAN, BIC, bank name, and QR settings. Pick which method to use per invoice; the chosen method's details are frozen onto the invoice when it is sent.
• EPC QR codes — Invoices can include an EPC QR code in the payment section, allowing clients to initiate a SEPA bank transfer by scanning with their banking app.

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.
• Invoices List & Filters — Browse and filter invoices by status, client, category, and review readiness.
• 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.
• Mass Invoice Download — Bulk-export invoices as a single ZIP archive.
• Revenue Reports — Revenue analytics and charts.
• Invoice Numbering — Configuring sequential numbering.
• Non-Business Clients — Invoicing individuals and households.
• Credit Notes — Issuing refunds and corrections.
• Payment Methods — Manage the bank accounts and QR settings each invoice uses.
• EPC QR Codes — Adding scannable payment QR codes to invoices.