Invoices (Facturen)
Create, send, and track invoices directly from the CRM. Every invoice is linked to a deal and contact, providing full traceability from lead to payment.
Creating an Invoice
There are two ways to create an invoice:
From Scratch
- Go to CRM → Invoices and click + Invoice
- Search for a contact — type to search by name and click to auto-fill all recipient fields
- Add line items using the service catalog quick-add buttons or enter custom items
- Set the due date and add optional notes
- Save as draft or send immediately
From an Accepted Quote
- Click + Invoice and select From Quote
- Search and select an accepted quote
- All line items, contact details, and amounts are pre-filled automatically
- Review, adjust if needed, and save
Invoice numbers are generated sequentially using your configured prefix (e.g. INV-2026-001). The starting number is configurable in Business Settings → Invoice Defaults.
Invoice Lifecycle
| Status | Meaning | Actions Available |
|---|---|---|
| Draft | Created but not yet sent | Edit, Send, Delete |
| Sent | Emailed to the client | Mark Paid, Mark Cancelled |
| Viewed | Client opened the email | Mark Paid, Mark Cancelled |
| Paid | Payment received | — |
| Overdue | Past due date, not yet paid | Mark Paid |
| Cancelled | Invoice voided/archived | — |
When an invoice is sent from the deal panel, it is automatically marked as sent (if currently draft).
PDF Generation
Invoices generate branded A4 PDFs with the same professional layout as quotes:
- Company logo and primary brand color
- Sequential invoice number and dates (invoice date + due date)
- Recipient details
- Itemized table with VAT breakdown
- Subtotal, VAT, and grand total
- Payment details (IBAN, BIC, bank name)
- Terms & conditions link
Send via Email
Invoice emails are sent via SendGrid and include:
- Personalized greeting using template variables
- Itemized summary with totals
- PDF download link
- Payment instructions (IBAN, BIC)
- Your email signature image
The send action logs to crm.email_log and appears in the linked deal's timeline.
Editing & Deleting
- Edit — Available for draft, sent, and viewed invoices. Update recipient info, line items, dates, or notes.
- Delete — Permanently removes the invoice (with confirmation dialog)
- Cancel — Sets the invoice status to
cancelled(soft delete — the invoice remains visible but inactive)
Cancelled invoices cannot be re-activated. If you need to re-issue, create a new invoice.