Create and send invoices

You can create invoices from the billing dashboard by clicking on the button "Create invoice" on the top right corner of the screen. By clicking on the arrow next to the button, you can see more advanced options to create different types of invoices.

The platform distinguishes between 2 types of invoices: General invoice and Event invoice.

Create general invoice

General invoices are basic invoice documents for collecting payments from your customers. You will need to provide the following information:

• Invoice number - might be omitted while drafting an invoice. To send an invoice, an invoice number must be provided.
• Seller's information:
  • Billing entity - which branch of your account is responsible for the invoice. An empty billing entity will default the invoice to use the general contact information of your account.
• Customer's information:
  • Recipient - customer account to send the bill
  • Ship To - which branch of the recipient account is responsible for receiving the shipment. An empty Ship To will default the invoice to use the general contact information of the recipient account.
• Date:
  • Issue Date - set the time the invoice is issued. The default value is the creation date of the invoice.
  • Payment Terms - set the payment terms for the Due Date. you can choose between preset common values or set custom Due Date.
  • Due Date - set a custom Due Date for the invoice.
• Products and services
  • Description - Description of the invoice item.
  • Quantity - how many units to include for this item, default to one unit.
  • Amount - the total amount to charge for this item.
• Additional charges:
  • Commission - add an additional fixed cost to the invoice
  • VAT - add percentage cost for VAT. This value is calculated from the sub-total amount of the products and services and the commission combined.
  • Shipment - add shipment costs, excluded from VAT.
• Customer notes - write notes for the recipient regarding the specific invoice. Empty value will default to a general "Thank you" message.
• Terms and conditions - write general payment terms and conditions relevant to your business, eg. payment methods.

By default, all newly created invoices are marked as Draft invoices until you send them to the recipient.

Create event invoice

Event invoices are special invoices that are connected to events that are already closed and locked. This type of invoice is similar to the general invoice but has an additional section for lots to be included in the invoice. You will need to provide all the information described under "Create general invoice" (see above section), including the following:

• Lots
  • Lot - which lot should be included in the invoice
  • Seal Number - provided identification for shipment seal number
  • Quantity - how many units of the lot should be included in the invoice. This is useful in case you have multiple inner items inside the lot.
  • Total Amount - the total amount to charge for this lot

Once you select a lot, the lot information (description and weight) is automatically copied to the invoice. You can modify this information for invoice purposes only. Changing the information will not affect your lots, inventory, or events.

Send an invoice

Once an invoice is finalized, you can send the invoice to the recipient by clicking the "Send to recipient" button. This action will notify the recipient of the invoice, making the invoice visible to them on their customer portal. Once the invoice is sent to the recipient, the invoice will automatically be moved to Open status. See invoice status for more information.