How do I make a final invoice?

When finalizing an invoice, the procedure depends on the set delivery method. In the 'Invoice details' block, you can see which delivery method will be used. Before finalizing an invoice, it is recommended to first check the invoice. If no issues are found, you can finalize an invoice by following one of the procedures below.

Finalizing an invoice with 'No delivery' or 'Delivery by post'

When the delivery method is set to 'No delivery' or 'Delivery by post', no email will be sent when finalizing the invoice. A PDF for the invoice is generated automatically. The template used for this is configured by the administrator in the 'Invoice settings'.

Follow the steps below to finalize an invoice:

1. In the 'Invoice action' dashboard block, click the action 'Finalize'.
2. In the popup 'Invoice action - Finalize', click 'Confirm'.
3. A notification will appear that the invoice has been updated and now has the status 'Final'.
4. The generated PDF will appear as a link in the 'Invoice details' block. If the 'Documents' block is present, the PDF will also be visible there.

Finalizing an invoice with 'Delivery via email'

When the delivery method is set to 'Delivery via email', finalizing the invoice will send an email with the invoice attached as a PDF. You can determine which email template will be used and who the recipients are. If needed, you can adjust the email before sending it.

Follow the steps below to finalize an invoice:

1. In the 'Invoice action' dashboard block, click the action 'Finalize'.
2. In the popup 'Invoice action - Finalize', click 'Confirm'.
3. The 'Finalize invoice' popup will appear.
4. Ensure that only the email addresses to which the invoice should be sent are selected.
5. Find the email template you want to use in the list.
6. Click 'Send' in the row of the template you want to use to send the email directly to the selected addresses, or click 'Edit and send' to edit the email first. Note: as soon as you click 'Send' or 'Edit and send', a notification will appear that the invoice has been updated and now has the status 'Final'.
7. If you clicked 'Edit and send', the 'Send email' popup will appear and you can start editing the email. See the explanation for a brief overview of all possible edits.
8. Once the email has been successfully sent, the dashboard blocks will update automatically. If this does not happen, refresh the screen by pressing F5.

Explanation for step 4

By default, the following email addresses are selected as recipients:

• The customer's email address for a customer-level invoice.
• The company's email address for a company-level invoice.
• The customer's email address and the company's email address for a customer-level invoice where the customer is linked to a company.
• All email addresses of type 'Email' for which the 'Invoice' checkbox is checked in the 'Contact details' dashboard block on the customer's dashboard.

Explanation for step 5

Ensure that the email template includes a PDF attachment for the invoice! The PDF template specified as an attachment in the email template is generated as a 'Document' when finalizing the invoice. This PDF document will appear as a link in the 'Invoice details' block. If the 'Documents' block is present, the PDF will also be visible there.

Explanation for step 7

When editing an email, you can not only change the content but also add email addresses to the 'To', 'CC', and 'BCC' fields. It is not possible to enter an email address that is not already known in i-Reserve.

When you edit an email, it has the status 'Draft'. This does not mean that the invoice also still has the status 'Draft'. The invoice receives the status 'Final' the moment you click 'Edit and send' (step 6). A draft email has not yet been sent to the customer (or company). Only when you click 'Send' will the email actually be sent.

With a draft email, you can perform the following actions:

• Close without saving changes.
• Save & close to continue editing later.
• Save temporarily to secure your changes.
• Send – the email is actually sent and no longer has the 'Draft' status.
• Delete – the email is deleted and is no longer available.

When you close a draft email, you can quickly reopen it via the Email tab at the bottom of the invoice dashboard. Click once on an email with the status 'Draft' to open it and continue editing.