Invoices

All Plans

Create, send, and manage invoices with full payment tracking.

The invoice module provides professional, GoBD-compliant invoicing with automatic numbering, payment tracking, reminders, and e-invoicing support.

Invoice Workflow Overview

The complete invoice lifecycle:

1. Draft - Invoice is created but not finalized. Can be freely edited, items added/removed
2. Review - Admin reviews invoice for accuracy before sending
3. Send - Invoice is sent to customer via email. Invoice is now LOCKED for editing
4. Awaiting Payment - Invoice is sent, waiting for payment. Status shows "Sent"
5. Payment Received - Full or partial payment is recorded. Status updates accordingly
6. Paid/Closed - Invoice is fully paid. Participation can be confirmed

Understanding each status:

Draft - Invoice is being prepared. Not sent to customer. Can be edited or deleted. Shown in gray
Sent - Invoice was sent to customer. Locked for editing. Payment expected. Shown in blue
Partially Paid - Customer made a partial payment. Remaining amount still due. Shown in yellow
Paid - Invoice is fully paid. No further action needed. Shown in green
Overdue - Due date has passed without full payment. Reminders may be sent. Shown in red
Cancelled - Invoice was voided. May require credit note. Shown in gray with strikethrough
Refunded - Payment was refunded to customer. Shown in purple

Step-by-step invoice creation:

Select Participant - Choose which participant to invoice. Their contact details auto-populate
Set Invoice Date - Date the invoice is issued. Defaults to today
Set Due Date - Payment deadline. Affects when overdue status triggers
Add Line Items - Add products/services with description, quantity, unit price, and tax rate
Apply Discounts - Add percentage or fixed amount discounts
Add Notes - Optional notes that appear on the invoice
Review Totals - Check net, tax, and gross amounts
Save as Draft - Save to continue editing later

Invoice items can come from multiple sources:

Manual Entry - Type in description, quantity, price directly
From Formulas - Automatic calculation based on category, booth size, services. Defined in Settings → Formulas
From Documents - Pull line items from a document (e.g., contract with pricing)
From Booth Reservation - Add the booth rental fee based on booth type and size
From Service Orders - Add all confirmed services from the participant's orders
Quick Add - Select from predefined products/services list

When you send an invoice:

Email Generated - System generates email from template with invoice PDF attached
Invoice Locked - IMPORTANT: Invoice becomes locked and cannot be edited after sending
Number Assigned - Sequential invoice number is permanently assigned
Audit Log Entry - Sending is logged with timestamp and admin name
Status Changes - Status changes from Draft to Sent
Due Date Active - Overdue tracking begins based on due date

How to record incoming payments:

Automated dunning workflow:

Friendly Reminder - Sent before due date as a courtesy (optional, configurable days before)
First Reminder - Sent after due date passes. Polite reminder of overdue payment
Second Reminder - Sent if first reminder ignored. May include dunning fee
Final Notice - Last warning before legal action. Firm tone, clear deadline
Legal/Collection - Handed to collection agency or legal department

Handling corrections and refunds:

Credit Note - Create a credit note to reverse all or part of an invoice. Links to original invoice
Refund Recording - Record the actual refund payment (negative payment)
Partial Credit - Credit notes can be for partial amounts
Automatic Linking - Credit notes reference the original invoice number
Refund Management - Dedicated refunds page with overview of all refunds, filterable by status (pending, completed, failed), gateway (Stripe, PayPal, manual), and date range

Electronic invoicing for government and B2B:

How the system ensures legal compliance (German regulations):

Create invoices with automatic line items from the participant detail page:

Select Participant - Navigate to the participant detail page and click "Generate Invoice"
Formula-Based Items - System automatically calculates line items from configured formulas (category fees, booth costs, surcharges)
Booth Reservation - If participant has a confirmed booth, the booth rental fee is added as a line item
Service Orders - Confirmed service orders are added as line items with quantities and prices
E-Invoice Format - Optionally select XRechnung or ZUGFeRD format if e-invoicing is configured
Review and Save - Review the automatically populated invoice, adjust if needed, and save as draft

Create invoices for multiple participants at once:

Select Event - Choose the event for which to generate invoices
Preview Billable Items - System shows all participants with their calculated billable items (formulas, booths, services)
Select Participants - Choose which participants to invoice (select all or individually)
Generate All - Create draft invoices for all selected participants in one action
Review and Send - Review generated invoices in the invoice list and send when ready

Always review invoices before sending - they cannot be edited afterward
Use "Generate Invoice" from the participant page for formula-based automatic line items
Use Batch Invoice Generation to create invoices for all participants of an event at once
Use formulas to automatically calculate category fees, booth costs, and surcharges
Configure reminder emails in Settings to automate dunning
For recurring events, copy invoices from previous years as templates