Recording and editing an invoice
Entering a new incoming or outgoing invoice with header and items, numbering from your own invoice block, and editing an invoice that is not yet finalised.
On the invoice form you record the header (partners, dates, currency, payment type) and the items. For your own outgoing invoices the number comes from a document block. After saving, the invoice appears in the list straight away, and settlement, interest calculation and accounting all build on it.
Before you start
- The partner must exist among the partners. If it is missing, create it with the “new company” button (person with a plus sign) next to the company picker — if you have the right.
- For your own numbered outgoing invoices the client company needs an active document block.
- The limit of your subscription plan must not be used up (see the messages below).
New invoice step by step
- Open Finance → Invoices and click the + button at the top right (Add).
- In Client Company choose whose records the invoice belongs to.
- Fill in the Supplier and Customer partners, Invoice type, Payment type and Currency; for a foreign-currency invoice also Currency value.
- For your own outgoing invoice choose the Document block — the system assigns the number. For an incoming invoice type the supplier's number into Invoice number.
- Fill in the dates: Invoice date, Completion date, Due date, VAT date. For periodic billing switch on Continuous performance (periodic settlement) and enter the settlement period start and end.
- Add the items (name, quantity, unit, amount).
- For a storno or correcting invoice enter the original invoice number in Referenced invoice number.
- If part of the payment is withheld, click Add retention and enter the amount.
- Click Save. The success message appears at the top of the form; the form stays open, and the next save updates this invoice.
Editing an invoice
In the list click the row's edit icon (pen), change the data and click Save. The items are replaced in full when you save, and the header totals are recalculated from the items.
Checks and messages
| Situation | Message |
|---|---|
| missing supplier, customer, currency or date | “Supplier required!”, “Customer required!”, “Currency required!”, “Date required!” |
| the same invoice already exists | “This invoice already exists with the same number, type, supplier and customer. Open the existing one instead of creating a second.” |
| the existing copy is in the trash | “This invoice already exists, but it is in the trash. Restore it instead of creating it again …” |
| plan limit used up | “You have used up the limit included in your plan. Top up your credit balance to continue at the list price, or switch to a plan that includes more.” |
| retentions exceed the gross amount | nothing is saved, because a retention cannot exceed the amount payable |
With your own numbering the system also checks that the order of dates matches the order of numbers.
Example
Sample Ltd. issues an outgoing invoice to Example plc dated 20 Nov 2026 for HUF 254,000 gross. It chooses the document block, adds the item and saves. The system assigns the next number, and the invoice appears in the list as open with an outstanding balance of HUF 254,000.