Viewing and managing a sales invoice

The detail page shows the complete invoice, its status and all available follow-up actions. An invoice starts as Pro forma. After Create final invoice, its payment status becomes Open, Partially paid or Paid.

Customer and document

Client shows the customer, VAT number and address snapshot stored on the invoice. If the customer record changes later, Billnado identifies outdated fields and lets you refresh the snapshot; this also regenerates the invoice document.

Area	Meaning
References	Customer reference and linked customer project.
Document	Invoice and due dates, customer remark, customer-portal access and self-billing indicator.
Global	Default VAT code and ledger account. If the customer portal is active, it also contains the read-only guest link.
Payment information	Structured or free reference used by the customer when paying.
Trade name	Sender and company identity on the document.
Parameters	Extra key-value pairs for document content.
Internal	Sales journal and internal note. The journal is read-only here.
System	Read-only creation and last-modified timestamps.

Lines and totals

Totals show the amount excluding VAT, VAT and amount including VAT. Each line contains its article, quantity, unit price, VAT and calculated amounts. Open a line to manage discount, unit, serial number, warranty, project, ledger account, remark and PDF visibility. Lines can be added, reordered and removed, but at least one remains.

After a change, Reset and Save replace the other actions. Reset restores the last saved data. Save stores the changes and triggers a refreshed document for a normal invoice.

Copyright royalties

When the Enable copyright royalties company setting is active, you can manage a copyright royalty share on lines with 21% VAT, 6% VAT or VAT exemption.

Field or setting	Meaning
Copyright royalties	Indicates that part of this line is copyright remuneration. Enabling it sets the percentage to 30%. Disabling it clears the share on the line.
Copyright royalty percentage	The share of the line amount excluding VAT after discount. Billnado accepts more than 0% and no more than 30% for remuneration combined with a service. The remaining part is the service; the total line amount and selected VAT treatment are retained.

When a line is collapsed, Copyright royalties shows the saved or changed percentage. Save stores the share and refreshes the files for a regular invoice. Check the split on the PDF and, for a Belgian administration, the statement that your organisation declares and pays the withholding tax. The customer pays the full invoice amount without withholding tax.

Switching to an unsupported VAT type clears the copyright royalty selection on the line. When the feature is disabled for the administration, existing shares and their indicator are retained but the input fields are hidden. Enable the feature again to change those shares.

Documents, payments and communications

Documents contains the invoice PDF, generated UBL files and uploaded attachments. You can download files, upload attachments and delete a stored document after confirmation. Generated European and national UBL files can be downloaded but not deleted from this card.

Payments lists payment method, date, amount and reference and shows the total paid. Communications lists sent emails and Peppol messages; View opens a stored email.

Pro forma actions

Action	Result
View PDF	Opens the available PDF, which may still be processing.
Create final invoice	Assigns final numbering and status. If the invoice date is not today, you may update it to today or retain it.
Delete Invoice	Permanently deletes the pro forma after double confirmation.
Send via e-mail	Opens the email review page.
Add payment	Records a payment, including before finalisation.
Copy	Creates and opens a new pro forma based on this invoice.
Create project	Creates and opens a project based on this invoice.

Final invoice actions

For a business customer, Send offers Peppol and email. For a private customer, email is the only channel. Add payment is shown directly while the invoice is not paid and remains available under Options → Financial afterwards.

Options also provides Copy, Create project, conversion To credit note or To quote, and Mark as exported to accounting. A conversion creates and opens a new document without removing the original invoice. The export action is available only while no export date exists and records a manual export.

Financial actions

Financial actions are available when there are no unsaved changes. Payments shows existing entries; the actions below record settlement and do not execute a bank transfer.

Action	Effect
Add payment	Opens the payment page to record a full or partial settlement with an amount, date, reference and payment method. On a final document, Add payment appears in the footer while it is not paid; afterwards it is under Options → Financial. For a draft or pro forma, the action is also under Options → Financial.
Options → Financial → Reconcile	Immediately records the full remaining amount on today’s date without a payment method and sets the document to Paid. Available while the document is not paid; a positive outstanding amount is required.

Important: Reconcile runs immediately without an additional confirmation dialog. Use it only when the remaining amount has actually been settled. Choose Add payment to enter an amount, payment date or method yourself. The detail page does not offer an action to change or delete an existing payment entry.

Reconciliation releases existing bank transaction matches to this invoice. The bank transactions remain, but are no longer linked to this invoice.

For a regular sales invoice or sales credit note, Billnado regenerates document files after financial processing. For self-billing, the supplied files are retained.

Related documentation

• Copyright royalties on sales invoices
• Recording an invoice payment
• Sending a sales invoice by email
• Sending a sales invoice through Peppol