To invoice

Here you see all items that can be billed to a customer—activities, recurring services, orders, expenses and manual entries—so you can select items, fill missing data and create invoices.

What's on this page

• To invoice / Invoiced / Not to invoice: tabs to switch between pending billable items, items already invoiced, and items marked as non‑billable.
• Date filter: choose a date range to limit the items shown.
• Contact filter: limit items to a specific customer.
• Horse filter: limit items to a particular horse.
• Type filter: filter by billable item type (Recurring service, Activity, Order, Expense, Manual invoice item).
• Search: free‑text search across customers, horses and subjects.
• Table: columns Date, Customer, Subject, Horse, Price (ex. VAT); the first column shows a checkbox for selection on the To invoice and Not to invoice tabs, or an invoice icon on the Invoiced tab.
• Add missing info button (appears on rows that cannot be invoiced) opens a form to complete the required fields.
• Dropdown menu (three‑dot icon) on each row with Change customer, Mark as nonbillable (in To invoice) or Mark as billable (in Not to invoice).

Common tasks

Create an invoice from selected items

1. Switch to the To invoice tab.
2. Tick the checkboxes of the items you want to bill.
3. Click the Create invoice button (invoice icon) that appears above the list.

Add missing information to a billable item

1. In the To invoice view, locate rows with an Add missing info button.
2. Click the button to open the missing‑fields modal.
3. Fill the highlighted fields (customer, price, category, address, VAT) and click Save. The item becomes selectable for invoicing.

Change the customer of a billable item

1. Click the three‑dot ⋮ icon on the row to open the dropdown menu.
2. Choose Change customer.
3. Select the new customer in the modal and click Save.

Good to know

• The Create invoice item button (plus icon) is shown only when you have permission to manage finances.
• The Create invoice button appears only when you have permission to manage finances and to create draft or finalize invoices.
• In the Invoiced and Not to invoice tabs the selection checkboxes are hidden, so you cannot create invoices from those views.
• If a required VAT percentage is missing, the missing‑fields modal links to the Settings page where you can add it.
• Your filter choices are stored in the browser and are automatically applied when you return to the page.

Create and send invoices

Use this form to generate and email all pending invoices to customers who have an email address and an external accounting contact; if any are missing, a warning appears above the form.

Email message

Enter any text you want the customer to see in the email that includes the invoice (e.g., a thank‑you note or payment reminder).

After saving

The invoices are created as final invoices, emailed to the customers with your message and payment instructions, and sent to your accounting software. They appear in the invoices overview, and the customers receive the email.

Create invoices

• Returns to the billable‑items list (you are warned if any invoice has manually added items).

Send all invoices

• Opens a bulk‑send dialog where you can add an email message and send every invoice that has a customer email and an accounting‑software contact; only visible when you have the required rights.

Send invoice

• Finalises the invoice, marks it ready for payment and emails it to the customer (requires a customer email).

Skip (for now)

• Skips this invoice temporarily; you can finish it later from the list.

Save as draft invoice

• Saves the invoice as a draft you can edit later; a success notice appears and the invoice is removed from the pending list.

Select a contact

• Opens the Edit invoice dialog to change the customer (or supplier) for the invoice.

Add invoice lines

• Opens the Edit invoice lines dialog to add, remove or modify invoice items.

After saving

• The processed invoice disappears from the list, a success notice or label is shown, and you can continue with the next invoice.

Create invoice item

Use this form to add a new manual invoice line or edit an existing one.

Charge to

• Choose whether to charge the Customers or the Horses. This option can only be changed when creating a new entry.

Customers

• Select one or more customers; the amount is split equally among them. You can also create a new contact directly.

Horses

• Select one or more horses; the amount is split equally and each share is billed to the horse’s owner(s). You can also add a new horse here.

Description

• Write a short description; it will appear on the invoice.

Amount

• Enter the amount without VAT. Positive numbers charge the customer; negative numbers create a credit (e.g., discount or prize money).

VAT percentage

• Pick the VAT rate that applies for the selected country.

Category

• Choose a sales category; only categories marked for sales are shown.

After saving

• A new invoice line is added (or the existing one updated) in the client’s invoice overview; the total updates automatically.

Missing fields

Use this dialog to fill in the information that is missing from a billable item so it can be invoiced.

Customer

• Choose the Customer (horse’s owner). Also sets owner for future items.

Price

• Enter the Price (in default currency). Appears on the invoice.

Income category

• Choose an Income category to classify the revenue.

Customer street

• Fill Customer street; updates the contact’s address line 1.

Customer postcode

• Fill Customer postcode; updates the contact’s postcode.

Customer city

• Fill Customer city; updates the contact’s city.

Customer country

• Pick Customer country; sets the contact’s country and may affect VAT.

VAT percentage

• If VAT is the only missing field, select a VAT percentage for the invoice.

After saving

• The billable item(s) are updated and ready for invoicing; address changes are saved to the contact.

Update customer

Use this dialog to change the customer that is linked to the selected billable items.

Customer

• Select a contact from the list or start typing to search. If the required contact is missing, choose Create new contact at the bottom of the list to add it.

After saving

• The chosen customer is assigned to the items, the items now display the new customer, and the dialog closes.