Managing Invoices

Once you've created invoices, Factumo provides comprehensive tools to manage them throughout their lifecycle - from draft to paid. This guide covers tracking, editing, payment management, and exporting.

Invoice List Overview

Navigate to Invoices to see all your invoices in a centralized list.

List View

The invoice list shows:

• Invoice Number - Sequential identifier
• Client Name - Who the invoice is for
• Issue Date - When invoice was created
• Due Date - Payment deadline
• Amount - Total including VAT
• Status - Current state (Draft, Sent, Paid, Overdue, Cancelled)
• Currency - EUR or foreign currency

Filtering Invoices

Use filters to find specific invoices:

By Status:

• Draft - Not finalized
• Sent - Delivered to client
• Paid - Payment received
• Partially Paid - Partial payment received
• Overdue - Past due date without payment
• Cancelled - Voided via credit note

By Date Range:

• Last 30 days
• Last 90 days
• This year
• Custom date range

By Client:

• Select specific client from dropdown
• See all invoices for that client

By Amount:

• Minimum/maximum amount filters
• Useful for finding large invoices

By Currency:

• EUR only
• Specific foreign currency
• All currencies

Searching Invoices

Use the search box to find invoices by:

• Invoice number
• Client name
• Description text
• Amount

Example: Search "web development" to find all invoices with that service.

Sorting Invoices

Click column headers to sort by:

• Invoice number (ascending/descending)
• Date (newest/oldest first)
• Amount (highest/lowest first)
• Client name (A-Z/Z-A)

Invoice Detail View

Click any invoice to see comprehensive details.

Invoice Information

View complete invoice details:

• Full client information
• All line items with descriptions, quantities, prices, VAT
• Subtotals and VAT breakdowns
• Total amount
• Payment terms and due date
• Attachments

Activity History

See complete audit trail:

• When invoice was created
• Who created it
• When it was sent (with delivery confirmation)
• Payment records
• Any modifications
• Credit notes issued

Example timeline:

Jan 15, 2025, 10:30 - Invoice created by María García
Jan 15, 2025, 10:35 - Invoice finalized (assigned number 2025-042)
Jan 15, 2025, 10:40 - Email sent to client@example.com
Jan 20, 2025, 14:22 - Partial payment received (€500.00)
Feb 10, 2025, 09:15 - Full payment received (€1,200.00 total)
Feb 10, 2025, 09:16 - Marked as paid

Available Actions

From the detail view:

Download PDF - Get printable invoice Send Email - Email to client Share Link - Generate secure viewing link Duplicate - Create copy for new invoice Edit - Modify invoice (if draft) Mark as Sent - Update status manually Record Payment - Add payment information Create Credit Note - Issue correction or refund Cancel - Void the invoice

Editing Invoices

Invoice editing depends on the current status.

Editing Draft Invoices

Drafts can be edited freely:

1. Click Edit on the draft invoice
2. Modify any fields:
   • Client
   • Line items
   • Descriptions
   • Prices
   • VAT rates
   • Dates
   • Notes
3. Save as draft or finalize

No restrictions on draft invoices - edit as needed before finalizing.

Editing Finalized Invoices

Once finalized, invoices have limited editing to maintain compliance:

You CAN change:

• Payment status
• Internal notes
• Attachments
• Tags/categories

You CANNOT change:

• Invoice number
• Client information
• Line items
• Amounts
• VAT rates
• Issue date

Why the restriction? Spanish law requires invoices to be immutable once issued for audit trail integrity.

Correcting Finalized Invoices

To fix errors in finalized invoices, use credit notes:

1. Create credit note for the incorrect invoice (full or partial amount)
2. Create new correct invoice with corrected information
3. Both invoices remain in records for audit purposes

See Credit Notes Documentation for details.

Payment Tracking

Factumo provides comprehensive payment tracking features.

Recording Payments

When you receive payment:

1. Open the invoice
2. Click Record Payment
3. Enter payment details:
   • Amount - Full or partial payment
   • Payment date - When received
   • Payment method - Bank transfer, cash, card, etc.
   • Reference - Bank transaction ID, check number
   • Notes - Any additional information
4. Click Save

Invoice status updates:

• Partial payment → Status: "Partially Paid"
• Full payment → Status: "Paid"

Partial Payments

For invoices paid in installments:

1. Record first partial payment
2. Invoice shows "Partially Paid" with amount received
3. Record additional payments as they arrive
4. When total payments = invoice amount, status changes to "Paid"

Example:

Invoice Total: €2,400.00

Payment 1 (Feb 1): €1,000.00 → Status: Partially Paid (€1,400 outstanding)
Payment 2 (Feb 15): €1,000.00 → Status: Partially Paid (€400 outstanding)
Payment 3 (Mar 1): €400.00 → Status: Paid

Payment Methods

Track how you received payment:

• Bank Transfer - Most common for B2B
• Credit/Debit Card
• Cash - For in-person payments
• Check
• PayPal / Digital Wallet
• Other - Specify custom method

Overdue Invoice Management

Invoices past their due date without full payment automatically become "Overdue".

Overdue indicator:

• Red flag on invoice list
• Days overdue displayed
• Dashboard alerts

Follow-up actions:

• Send reminder email
• Add late payment interest (if agreed in terms)
• Escalate to collections

Auto-reminders: Enable automatic reminder emails at:

• Due date
• 7 days overdue
• 14 days overdue
• 30 days overdue

Configure in Settings → Invoice Settings → Payment Reminders.

Sending Invoices

Multiple ways to deliver invoices to clients.

Email Directly from Factumo

1. Open invoice
2. Click Send Email
3. Customize email message (optional)
4. Click Send

What happens:

• Email sent to client's registered email address
• PDF invoice attached automatically
• Delivery tracked
• Status updated to "Sent"

Default email template:

Subject: Factura {INVOICE_NUMBER} - {YOUR_COMPANY}

Estimado/a {CLIENT_NAME},

Adjunto encontrará la factura {INVOICE_NUMBER} por importe de {AMOUNT}.

Fecha de vencimiento: {DUE_DATE}

Puede ver y descargar la factura desde este enlace:
{SECURE_LINK}

Si tiene alguna pregunta, no dude en contactarnos.

Un saludo,
{YOUR_COMPANY}

Customize in Settings → Email Templates.

Share Secure Link

Generate a secure link for clients to view/download:

1. Open invoice
2. Click Share Link
3. Copy the generated URL
4. Send via your preferred method (email, chat, etc.)

Link features:

• No login required for client
• View invoice online
• Download PDF
• Secure token protection
• Expires after 90 days (configurable)

Use case: Paste link in chat, project management tools, or client portals.

Download and Send Manually

1. Open invoice
2. Click Download PDF
3. Save to your computer
4. Send via your own email or print

Remember: If sending outside Factumo, click Mark as Sent to update the status.

Batch Sending

Send multiple invoices at once:

1. Go to invoice list
2. Select checkboxes for multiple invoices
3. Click Actions → Send Selected
4. Emails sent to each client automatically

Useful for: Monthly invoice batches, retainer clients, recurring invoices.

Exporting Invoices

Export invoice data for accounting, reporting, or backups.

Export Formats

CSV/Excel

• Tabular data with all invoice fields
• Import into Excel, Google Sheets, accounting software
• Good for analysis and reporting

PDF (Individual)

• Download single invoice as PDF
• Print or archive locally

PDF (Batch)

• Download multiple invoices as ZIP file
• All PDFs included
• Good for quarterly/annual archiving

Accounting Software Export

• QuickBooks format
• Xero format
• Sage format
• Generic accounting CSV

Exporting Data

1. Go to Invoices
2. Apply filters (date range, status, client)
3. Click Export
4. Choose format:
   • CSV for spreadsheets
   • PDF for archiving
   • Accounting format for import
5. Click Download

Export includes:

• Invoice numbers
• Dates (issue, due, payment)
• Client information
• Line items
• Amounts and VAT
• Payment status
• Currency

Exporting for Tax Filing

For quarterly/annual VAT filings:

1. Filter by date range (e.g., Q1 2025: Jan 1 - Mar 31)
2. Export to CSV
3. Open in Excel
4. Sum VAT amounts by rate (21%, 10%, 4%)
5. Use totals for Modelo 303 (quarterly) or Modelo 390 (annual)

Tip: Export both invoices issued and credit notes for accurate VAT calculations.

Invoice Status Lifecycle

Understanding invoice states helps manage your workflow.

Draft

• Not finalized
• No invoice number assigned yet
• Can be edited freely
• Not counted in revenue reports
• Not visible to client

Actions: Edit, finalize, delete

Sent

• Finalized and delivered to client
• Official invoice number assigned
• Counted in revenue reports
• Limited editing
• Awaiting payment

Actions: Track delivery, record payment, send reminders

Paid

• Payment received in full
• No action needed
• Counted in revenue
• Archived automatically after 30 days

Actions: Download receipt, export for records

Partially Paid

• Some payment received
• Outstanding balance remaining
• Follow up for remainder

Actions: Record additional payments, send reminders

Overdue

• Past due date without full payment
• Automatic status after due date
• Follow-up needed

Actions: Send reminders, add late fees, escalate

Cancelled

• Voided via credit note
• Not counted in revenue
• Kept for audit trail

Actions: View credit note, archive

Voiding Invoices

To cancel an invoice that was sent by mistake:

Using Credit Notes (Recommended)

1. Open the invoice
2. Click Create Credit Note
3. Select "Full Credit" (100% of invoice amount)
4. Add reason: "Invoice issued in error"
5. Finalize credit note

Result:

• Original invoice remains in system
• Credit note offsets it completely
• Clear audit trail showing cancellation
• Both documents retained for 7 years

Compliant with Spanish legal requirements.

Marking as Cancelled

For draft invoices only:

1. Open draft invoice
2. Click Delete Draft

This permanently removes the draft (no invoice number assigned yet).

Cannot delete finalized invoices - must use credit notes instead.

Recurring Invoices

Automate regular invoicing for retainer clients.

Setting Up Recurring Invoices

1. Create the first invoice manually
2. Click Make Recurring
3. Configure recurrence:
   • Frequency: Weekly, monthly, quarterly, annually
   • Start date: First occurrence (or use current invoice)
   • End date: When to stop (or run indefinitely)
   • Auto-send: Send automatically or create as draft
4. Save recurring schedule

Managing Recurring Invoices

View upcoming invoices:

• See schedule in Invoices → Recurring
• Preview next invoice date and amount

Pause recurring invoices:

• Suspend temporarily (e.g., client on hold)
• Resume later without losing schedule

Edit recurring invoices:

• Update amount/line items for future invoices
• Change frequency or end date
• Stop recurrence entirely

Auto-generated invoices:

• Created automatically on schedule
• Sequential invoice numbers assigned
• Sent via email (if auto-send enabled)
• Listed in invoice history

Invoice Analytics

Track invoice performance and business metrics.

Revenue Reports

View revenue by:

• Month/quarter/year
• Client
• Service type
• Currency

Dashboard metrics:

• Total invoiced (all time, this year, this month)
• Total paid
• Outstanding amount
• Average invoice value

Payment Performance

Track how quickly clients pay:

• Average days to payment
• On-time payment rate
• Overdue percentage
• Client payment history

Client insights:

• Best paying clients (fast, reliable)
• Slow paying clients (follow up needed)
• Overdue trends

VAT Reports

Sum VAT collected by rate:

• 21% VAT total
• 10% VAT total
• 4% VAT total
• Reverse charge total

Export for tax filing:

• Modelo 303 (quarterly VAT)
• Modelo 390 (annual VAT summary)

Best Practices

Regular Invoice Review

Weekly: Check for overdue invoices and send reminders Monthly: Reconcile payments received vs. invoices issued Quarterly: Export for VAT filing and review client payment patterns Annually: Archive year's invoices, review revenue trends

Clear Payment Tracking

• Record payments promptly when received
• Always add payment reference (bank transaction ID)
• Include payment date (not when you recorded it, but when received)
• Add notes for partial payments explaining balance

Organized Filing

Use tags and categories:

• Tag invoices by project
• Categorize by service type
• Note special payment arrangements

Example tags: "Web Project Alpha", "Q1-2025", "Rush Payment", "Retainer"

Client Communication

• Send invoices promptly (same day as service delivery when possible)
• Follow up politely on overdue invoices
• Acknowledge payments when received
• Maintain professional tone in all communications

Troubleshooting Common Issues

Issue: Invoice Not Delivered

Check:

• Client's email address correct
• Email not in spam folder
• Delivery status in activity history

Solution: Resend invoice or share secure link

Issue: Payment Recorded Incorrectly

Solution: Edit payment record (if recently added) or add adjustment payment to correct

Issue: Need to Change Finalized Invoice

Solution: Issue credit note for original, create new corrected invoice

Issue: Cannot Find Invoice

Solution: Check filters (may be filtering out the invoice), use search by invoice number or client name

Issue: Client Reports Not Receiving Invoices

Solution: Verify email address, check spam folder, use share link as backup delivery method

Next Steps

• Creating Estimates - Send quotes before invoicing
• Credit Notes - Handle corrections and refunds
• Multi-Currency - Invoice international clients
• Audit Trail - Track all invoice changes

Need help managing invoices? Contact support at support@factumo.com