1. Invoicing settings
NOTE! Before you can create and send invoices, you have to complete your Invoicing settings and make the needed changes. Here you can also add an additional text that will be automatically added into each invoice you create using Holvi. You can use it to tell more information to the receiver.
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 (see the picture) and click Save invoice. 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 each 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.
Below you can see an example of a Holvi invoice.
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. Here you can read more about credit notes.
This status is for deleted invoices.