Sending and managing invoices

In this article we'll go through how to manage your invoices in Holvi and for example how to create credit notes

Table of contents

  1. Sending an invoice
  2. Invoice statuses
  3. Manually marking invoices as paid 
  4. Credit invoices
  5. Replicating invoices

 

Handy tip! You may send prefilled invoices through your contacts menu. Search for a contact and click them on the list to find the send button (see the below picture).

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Sending an invoice

Available as a video tutorial here.

 

 

Invoice statuses

Holvi's invoicing tool has following invoice statuses:

Not sent

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.

Sent

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.

Paid

Invoices that have been matched to a payment with the corresponding reference are automatically marked as paid.

Overdue

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.

Credited

This is for invoices that you have credited. Here you can read more about credit notes.

Void

This status is for deleted invoices.

Only invoices that are not sent can be deleted. They will fall under a tab called Void in your invoicing menu. If you have sent an invoice you have the option to mark it as credited. Select the wanted invoice from your Invoicing tab, click Mark As and Void.

Deleted invoice will be categorised within their own VOID category. Within this category you can browse through the invoices, print them or replicate them.

 

 

How to manually mark an invoice as paid

Available as video tutorial here: https://youtu.be/zw-vfD_BRSg?t=418

 

You can mark an invoice as paid only if the matching payment has arrived to your Holvi account. So if you know that your invoice has been paid but it still has status OVERDUE the payment has most likely arrived to your Uncategorised income category. 

If you receive a payment into the income category Uncategorised the payer has left out the reference number when they have made the payment. You can either recategorise these payments or, if you know that you've created an invoice that matches with the received payment, you can match it with a sent invoice

NOTE: Only payments in Uncategorised can be matched to invoices. So if you have moved a payment already out of this category, please move it back in.

Matching received payments with invoices is easy. Just do the following

1. Select Invoicing

2. Select the invoice that you want to match with a payment

3. Click Mark as Paid

4. You will see a list of all the payments that you have as uncategorised. Please select the matching payment from this list

5. Finish the matching by clicking Confirm.

 

 

Credit notes / Marking invoices as credited

If you have an invoice that is not going to be paid or only partially paid you have the chance to mark it as credited.

To mark an invoice as credited select the invoice in your invoicing list and select credited under the Mark As button (see the below picture). Please note that in order to credit an invoice the invoice must be either sent or marked as sent.

 

This will create a separate credit note based on the sent invoice which you can then print out or send forward if necessary. The sent invoice will be credited so that you won't have gaps in your invoicing. 

For invoices that have been paid to Holvi but they have not been automatically marked as paid in your Holvi invoicing list, please see these instructions. 

 

Replicating invoices

You can replicate existing invoices so that you don't always have to create a new invoice from scratch.

To do this go to the Invoicing menu, select the invoice you want from the list and click the Replicate button on top of the invoice.

 

This creates a replicate of the selected invoice with the default subject Copy of [the previous subject]. Recipient and other details come prefilled but remember to check the sum and due date! 

Using the same procedure you can replicate existing or sent payments and online store products!

 

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