This is the detailed guide for the recommended path — from outstanding items. For other ways to create an invoice, see Create Invoice.
Basics: Outstanding Items and Invoices
In Mendato there are two ways to create an invoice: manually (time-consuming, error-prone) or from outstanding items (efficient, error-free, based on orders — recommended). This guide describes the recommended path.
What is an outstanding item?
An outstanding item is a not-yet-invoiced service, travel, or material that originates from a billing position of an order. Once an order has been carried out, outstanding items appear under Accounting > Outstanding Items. They are the basis for creating invoices — only after converting them into an invoice can you bill the customer.
What is an invoice?
An invoice is ideally generated from outstanding items and bills the customer for services, goods, travel, and materials. All invoices are managed under Accounting > Invoices.
Mark items as "billed externally"
If you have already billed an item through another program or by other means, you can mark it as "billed externally" in Accounting > Outstanding Items via the context menu (three dots). The item is removed from the list without creating an invoice. ⚠️ This cannot be undone.
Function | When useful? | Efficiency |
Manual invoice | Individual invoice independent of orders. | Time-consuming – manual |
Invoice from outstanding items | Fast, error-free invoice based on orders. | Efficient & accurate – recommended |
Mark as billed externally | Item was billed outside Mendato and should only be removed from the list. | Fast – no document |
Once all tasks in Mendato Orders are completed and all operations have been properly closed, you can create an invoice.
Here is an overview of how to proceed:
Step-by-Step Guide to Creating an Invoice:
Switch to Mendato Accounting:
Click in the top right of Mendato to switch to the Accounting app.
In Accounting, the menu is on the left side — select "Outstanding Items". This view lists all items generated by completed operations.
Use Filters:
Use the filters to keep an overview and display the items you want.
Filter by customer, object, service, or execution date to select the right items.
Select Items and Create the Invoice:
Select the outstanding items you want to combine on a single invoice.
Click "Selection — Create Invoice" at the top to have the invoice generated automatically.
Adjust the Invoice Details
After clicking Create Invoice, a window opens.
Here you can adjust all the stored invoice details one more time.
Review the Invoice
Before the invoice is sent, you can download and review it one more time.
If the invoice contains mistakes, it can only be edited after it has been deleted or cancelled. The outstanding item can then be edited again.
Send the Invoice:
If the invoice is correct, click "Send". A dialog opens with all the important fields (such as email, subject, message, attachment) pre-filled.
Add further attachments if needed and confirm with "Send".
Record the Incoming Payment:
Once the invoice has been paid, open it under Accounting > Invoices and click the blue "Payments" button in the top right.
In the dialog, click "Record Payment", check the amount (defaults to the open amount) and date (defaults to today), and confirm with "Save". Partial payments and multiple payments per invoice are supported — see Mark Invoice as Paid (Manual) for details.
Alternatively, payments can be matched automatically via the bank import (.mt940 file) — see Mark Invoice as Paid (via Bank).
Export Accounting Data:
If your tax advisor needs the accounting data, go to Settings and click "Export Accounting Data" to export the required data.
Create & Send Multiple Invoices at Once
You can create and send multiple invoices at once by selecting outstanding items from several customers.
Open Accounting > Outstanding Items — shows all services, travel, or materials not yet invoiced.
Select multiple outstanding items — any number of items from different customers. All items of one customer are combined on the same invoice.
Choose "Create Invoice(s)" — a window for invoice creation appears.
Set the invoice date — the current date by default; adjust if needed.
Enable "Send invoices?" — to send by email directly. If not enabled, the invoice is saved as a draft.
Click Create — the invoices are generated automatically (and sent directly if the option is enabled).
Result:
Each customer receives their own invoice with all selected items.
If enabled, it is sent directly by email to the stored address.
You can find all invoices under Accounting > Invoices.
Tip: Always make sure that all tasks — such as entering quantities and confirming time records — are completed before creating the invoice. This keeps your billing error-free and complete.