Invoice

Use this page to view, edit, or create a single invoice – draft invoices can still be changed, after finalizing they receive a number and are sent.

What's on this page

• Select a contact: pick the customer for the invoice; a contact must be selected before you can add any line items.
• Add invoice lines: table where you can add, edit, or delete line items (description, quantity, price, VAT). It becomes available after a contact is chosen.

Common tasks

Create or edit a draft invoice

1. Click Select a contact and choose an existing contact or create a new one.
2. Click Add invoice lines and fill in the description, quantity, price and VAT for each line.
3. Close the line editor – changes are saved automatically.

Finalize and send the invoice

1. Click the Finalize invoice button in the top‑right actions bar.
2. In the dialog, choose whether to send the invoice by email, add an optional message, and (if needed) create an accounting contact.
3. Click Finalize (or Finalize and send) to lock the invoice and start sending.

Mark an invoice as paid

1. Click the Mark invoice as paid button in the invoice meta panel.
2. Confirm the payment details in the dialog and press Confirm.

Good to know

• You can edit an invoice only while it is a draft and you have the required rights; after finalizing it becomes read‑only except for payment‑related actions.

• If your organization has no bank account number or IBAN set for the supplier, an informational alert appears – add the details in the organization settings before finalising.

• When finalising, a missing or invalid payment mandate triggers a prompt to continue without automatic collection.

• If an invoice stays queued for sending, a warning appears; the app checks the status for a few minutes before showing this.

• Finalize invoice – button in the top‑right actions bar opens the finalize‑and‑send dialog.

• Horse sale – button in the invoice meta panel opens the horse‑sale dialog.

• Invoice details – pencil icon on the invoice header opens the edit‑invoice dialog.

• Invoice items – Add invoice lines button opens the line‑item editor.

• Mark invoice as paid – button in the invoice meta panel opens the mark‑as‑paid dialog.

• Resend invoice – button in the top‑right actions bar (visible after finalisation) opens the resend‑invoice dialog.

Finalize invoice

This form lets you finalize the invoice and optionally email it to the customer.

Accounting contact

Select Create a new contact in … to add a new accounting contact, or Select existing contact from … to link an existing one. Only shown when an accounting integration is configured and the contact isn’t already linked.

Send invoice by email

Choose Yes to email the invoice, or No to skip. This also determines whether the email message fields appear.

Email message

Write any text you want to include in the email below the standard payment instructions.

Set contact email address

If the contact has no email address, type one here. This address will be used to send the invoice.

After saving

• The invoice is marked finalized and appears as ready for payment in the invoice overview.
• If you chose Yes, an email containing the invoice and your message is sent to the address shown (or the one you entered).
• The status is visible to all staff with invoice access.

Horse sale

Use this dialog to add the details of a horse sale to an invoice line.

Is this a horse sale?

• Turn on to mark the horse as sold; the other fields appear. If the horse is already sold on another invoice item, the switch is disabled and a warning appears.

Percentage

• Enter the ownership share transferred (1‑100). Required for a partial sale; for a full sale you can leave it at 100.

Country of export

• Choose a country if the horse is exported; leave blank for a domestic sale. If no countries are listed, the system has no country data.

After saving

• The invoice line gets a horse‑sale category, the entered percentage and export country, and the horse is marked as sold (you may be prompted to move it).

Invoice details

Use this form to set or edit the basic information of an invoice, such as supplier, customer, dates, number and currency.

If the invoice is already finalized, most fields are locked; you can only change the Customer.

Supplier

• Choose the company that issues the invoice; it becomes the supplier shown on the invoice.

Customer

• Pick the contact to receive the invoice; you can also create a new contact directly from this field.

VAT Notice

• Appears when the customer is in the EU without a VAT number, indicating that VAT will be applied.

Invoice number

• Optional – leave empty so the system generates a number automatically.

Currency

• Select the currency for the invoice items; you can change it only after the invoice is saved and has at least one line item (also locked on finalized invoices).

After saving

• The invoice is stored and appears in the invoice list; the changes are used in future invoices.

Invoice items

This form lets you manage the rows that make up an invoice.

Select horse

• Tap Select horse, choose a horse (Customer horses or Other horses) or leave blank; linked items show a warning icon and cannot be edited.

Horse sale

• If a horse is selected, tap Horse sale to mark it sold; the line becomes percentage‑based, quantity defaults to 100 % and the category switches to the horse‑sale category. Tap again to undo.

Amount

• Enter quantity; for normal rows it’s a unit count, for a horse‑sale row it’s the sale percentage. Total updates automatically.

Price

• Enter unit price; the invoice currency is shown after the field and Total shows quantity × price.

Category

• Select a financial category; locked for horse‑sale rows.

VAT

• Select the VAT rate; options show percentage and country.

Add row

• Click Add row to add a blank line.

After saving

• Press Save to update the invoice; changes appear in the invoice view and any horses marked for sale are recorded for further processing.

Mark invoice as paid

Add a payment to mark the invoice as paid – select the payment method and date, then click Mark as paid.

Payment method

• Choose how the money was received (Bank, Cash, Credit card or Pin). The selected method is stored with the payment.

Payment date

• Pick the date the payment was made (defaults to today). The date is saved with the payment.

After saving

• A payment for the invoice total is created, the invoice status changes to Paid, and the new payment appears in the invoice’s payment list.

Resend invoice

Use this dialog to resend the invoice to the customer.

Email message

• Enter an optional note that will be included in the email containing the invoice and payment instructions.

Set contact email address

• If the customer has no email stored, type an address in the Email address field. The address will be saved to the contact before the invoice is sent.

After saving

• The invoice is emailed to the chosen address (the stored one or the new one) with your message, then the dialog closes. If you added a new email, it is now stored for future invoices.