1. Invoicing settings
Before you can create and send invoices, you have to complete your Invoicing settings. Here you can add an additional text that will be automatically appear on each invoice you create using Holvi.
Please Note: Only the account creator can activate the invoicing feature. The account creator must also send the first invoice before other account users can send invoices.
In the Personal message field, you can give additional information to the receiver. We recommend that you add important information, such as your website url, your payment terms etc. in the field in the settings. This way the information will automatically be shown in all your invoices.
The default language of the invoices can be changed from the settings as well. The language options are English, German and Finnish. The language of the invoice can be adjusted during the creation of the invoices as well, in the Invoice details section.
You are able to make changes in the settings later in case of changes.
2. Creating your first invoice
Go to the Invoicing tab located on the left side in Holvi. Create a New Invoice, fill in the details and click Save invoice.
The Income category list includes all the income categories you have so far created. If you don't find a suitable income category in the list, it is recommendable to create a new one as you go.
Invoices are created automatically after you type in the required invoice fields. First you are requested to give the general invoice info and receiver's information.
Then you are asked to define the products or services that you invoice.
After you've filled in all the details you can save the invoice. It is saved as a draft and you can send it from the send button on top of the invoice.
Holvi invoices use reference numbers (automatically created) that are needed to direct the transaction to the correct invoice in your Holvi account. Holvi recognises the reference number also from the message field. If the payment arrives without a reference number you can match it manually form the income category uncategorised. After an invoice has been created you can send it right away via email, or by printing and posting.
Holvi tracks all invoices and their payment progress for you. Your income categories will update automatically and when an invoice has been paid, the funds will arrive to your bank account within two business days. When it comes to bookkeeping, you can examine each invoice individually as well as get a collective invoicing report from Holvi reports.
3. Invoice statuses
Holvi's invoicing tool has following invoice statuses:
You have saved an invoice but you haven't sent it forward. You can either Send the invoice or Mark it as sent. Both of these options will update the corresponding income category, but only actual sending will deliver it forward. You can also modify or delete an invoice that is in draft status.
Invoice has been sent forward or marked as sent. When the invoice is paid, Holvi will automatically match the arriving payment with the invoice based on the reference number. If a corresponding payment arrives without a reference number you can still manually mark the invoice as paid.
Invoices that have been matched to a payment with the corresponding reference are automatically marked as paid.
If the invoice has not been paid within the due date, the invoice will have an Overdue status. You can either modify the due date and send the invoice again, or delete the existing invoice and create and send a totally new one. You can't change the invoiced amount in already sent invoices, so if you want to include a notification fee you will have to create a new invoice.
This is for invoices that you have credited. Crediting an invoice means, that no payment is expected to be paid for the invoice. In case you need to, you can send a credit note to your customer by downloading the credited invoice as a PDF and send it as an attachment via email.
This status is for deleted invoices.