In this tab, you can add, check, or change the most important invoice details.

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• In the Type section, you can check the type of the current invoice: Invoice, Credit Note, or Pro Forma Invoice. In this section, additional buttons may appear:

  • Change to Invoice button for pro forma invoices.

  • Send by E-mail and Edit and Send buttons for invoices with Ready and Sent statuses. To send the invoice without previewing, click the Send by E-mail button. To edit the e-mail sent to the client along with the invoice, click the Edit and Send button.

  • Issue a Credit Note button for invoices with Ready and Sent statuses (see the Add a credit note section below)

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• In the Invoice Status section, you can switch the statuses between Not Ready - Ready - Sent. For Sent invoices, the sending date and time appear in the Sent On additional section.

• In the Payment Terms section, you can select specific terms for this invoice from the drop-down list. To learn more about payment terms, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide. To edit the selected terms, click the Edit button. The Edit Payment Terms pop-up window appears.

  • In the Receivables section, you can plan the payments for this invoice. Click the icon to edit an available payment or the Add button to add a new payment. In both cases, the Edit Receivable pop-up window appears.

    • In the Payment Plan section, you can select a specific payment plan. To learn more, see the Configure payment settings for vendors and clients | (optional) Define payment plans guide.

    • In the Amount section, you can decide whether you want to set a Specific Value or a Percent of Invoice Total and provide the desired numbers.

    • In the Due Date section, you can set the final date for this payment.

  • In the Description section, you can check or edit the text that will appear in the Payment terms field on the actual invoice. To provide a custom description, uncheck the Automatically Generate Description box and enter your description in the field.

• In the Date field, you can set the invoice creation date that will appear on the actual invoice.

• (For Ready and Sent invoices) In the Invoice Number section, you can check the invoice number assigned by the system.

• From the Numbering Scheme drop-down list, select how this specific invoice's number should be determined. For details, see the Add a numbering scheme guide.

• In the Currency section, you can change the default currency. Click the Change button and select the desired currency from the drop-down list.

• From the Payment Method drop-down list, you can select how the client should pay you (i.e., your bank account details). If you can’t find the correct method in the list, click the Add button to create a new method. For details, see the Configure payment settings for vendors and clients | Define payment methods for clients guide.

• In the Task Value section, you can check the amount of all tasks included in this invoice.

• In the Net Total section, you can check the amount of all invoice items before the consumption tax is applied.  
  For example, you have two tasks: Task 1 and Task 2. The value of Task 1 is $200, and the value of Task 2 is $100. You decide to invoice both tasks as one item: Tasks Item. The value of the Tasks Item is $300. You also have a charge that is not task-related, so you create another item for this invoice: Non-Task Item. The value of the Non-Task Item is $200. The Net Total for this invoice is $500.  

• In the Task Calculation Rule section, you can change how the taxes are calculated for this invoice. Click the Change button and select the desired rule with the radio button.

• In the Gross Total section, you can check the amount of all items with the consumption tax applied.
  For example, an invoice has two items. Item 1 has a charge of $200 and a VAT rate of 20%. Item 2 has a charge of $100 and a VAT Rate of $10. The Net Total is $300. In the Tax Calculation Rule section, you select “Sum Tax Values of Particular Items”. The tax sum of both items - $50 - is added to the net total. Therefore, the Gross Total is $350.  

• In the Gross Total in Words section, you can check how the gross total amount is displayed in words.

• In the Credit Note section, you can check if a credit note was issued for this invoice.

  • If there is a related credit note in the Not Ready status, the Number not assigned link to this credit note page appears.

  • If there is a related credit note in the Ready or Sent status, its number appears in this section. Click the number to take a shortcut to the original invoice page.

• From the Invoice Signatory drop-down list, you can select the sender of the invoice among the Home Portal users.

• From the Invoice Template drop-down list, you can select the desired template for this invoice. To learn how to add document templates, see the Add an HTML document template and Add a BIRT-4 document template guides. To download the invoice PDF file, click the Download Invoice link.

• In the Categories section, you can assign a custom label to this invoice. To learn more about categories, see the System Values: Advanced - Categories article.

• In the Tasks tab, you can manage the tasks included in this invoice.

  • To delete a task from the invoice, click the icon in the tasks table.

  • To open a task, click on its line in the table.

  • To add a task to the invoice, click the Add button. The Add Task pop-up window appears with the list of uninvoiced closed tasks for this client.

• In the Items tab, you can manage the items included in this invoice.

  • To add an item that is not task-related, click the Add button. The New Item pop-up window appears. Provide the item’s Name, Quantity, and Rate. You can also provide the Unit, Discount / Surcharge, or Tax Rate.

  • To add task-related items to the invoice, click one of the buttons at the bottom of the page:

    • Add one item for all tasks → a single item that sums the values of all tasks will appear on the invoice.

    • Add an item for each task → each task will be a separate invoice item.

    • Add an item for each task receivable → each task receivable will be a separate invoice item.

  • To edit an item, click the icon in the items table.

  • To delete an item from the invoice, click the icon in the items table.

In this tab, you can check the client’s data that appears on the invoice.

• Click the link in the Client section to open an Info Card pop-up window with the main details from the client’s profile.

  • Click the Show Client Profile link to take a shortcut to the client’s profile page.

• Click the Refresh Client Data button to ensure all the client's profile changes will be reflected in the invoice.

• From the Payment Method drop-down list, you can select the client’s way of paying for this invoice (i.e., the client’s bank account details). To learn how to add a new client’s payment method, see the Invoicing subtab article.

• In the Send Invoice to section, you can select to whom the invoice will be sent. You can add a new contact person by clicking the Add Contact Person button and providing the necessary details.

• In the Send CC to section, you can select a client’s contact person who will receive a copy of the e-mail with an invoice attached.

In this tab, you can check this invoice’s payment details and history and add or edit the information about payments.

• In the Receivable Total, Currency, and Payment Due Date sections, you can check the main details of this invoice. You can change those details for Not Ready invoices in the Main Data tab.

• In the Payment Status, you can check if this invoice is Unpaid, Partially Paid, Fully Paid, or Irrecoverable.

• In the Amount Paid and Unpaid Amount sections, you can monitor the paid and unpaid amounts.

  • Click the Mark as Irrecoverable button in the Unpaid Amount section to identify this amount as a financial loss.

• In the Expected on our Account section, you can check the estimated date when the funds should appear on your company's account.

• Click the Send Reminder button to send an e-mail about the unpaid invoice. The content of the reminder is defined by the template selected in Configuration menu > Templates > Notifications > Templates tab for the E-mail/Text Message to Client: When client is reminded about a delayed payment. For more information about the notification templates, see the Templates - Notifications article.

  • Click the Edit and Send button to edit the e-mail.

• To add the information about a new payment, perform the following steps:

  1. In the Amount field, provide the received amount.

  2. In the Paid on field, provide the date of the payment.

  3. Click the Confirm Payment in Part or Confirm Payment in Full, depending on the received amount. The Add Client Payment pop-up window appears. For details, see the Add a client payment guide.

• In the Payments table, you can edit or delete the assigned payments.

In this tab, you can:

• Check the Exchange Rate between the base system currency and the currency used in the client's invoice.

• Provide the Date of the exchange rate update in case you have changed it manually in Configuration menu → System Values: Advanced → Currencies.

• Check after which action the rate was updated in the Exchange Rate Update When section.

In this tab, you can add notes about the current invoice.

• Notes for Client will appear on the invoice.

• Payment Note will be visible only to the Home Portal users in the Payment Note column on the invoice-related smart views. The system will automatically record in this field the date of sending the payment reminder or marking the invoice as irrecoverable.

• Internal Notes will be visible only to the Home Portal users in the Internal Notes column on the invoice-related smart views.

In this tab, you can create, plan, and review CRM-related actions concerning this invoice.

• To create new activities, click on the buttons on top of the CRM table. From this tab, you can send an e-mail from scratch or a template, save an e-mail as a template, create a memo, log a call, or plan a task or an event. To learn how to create new CRM activities, see the Add a CRM activity guide.

• To find a certain activity or narrow down the CRM list, use the filters on the left. Select the desired filter(s) and then click the Search button.

• You can edit the default view of the CRM activities or create a new one. To learn how to do that, see the Classic views article.

This functionality is deprecated. To check the invoice-related messages, go to the CRM tab.