You create a manual invoice directly in Accounting – ideal for individual invoices that do not originate from an order or outstanding items.
If the work comes from an order, use the recommended path via outstanding items instead: From Outstanding Item to Paid Invoice. For an overview of all paths, see Create Invoice.
💡 Before you start: Set up your invoice number, default texts, due date, discount and the e-invoice format once in the settings – these values are then suggested automatically (see Invoice information). When you select a customer, that customer's stored values are applied automatically.
Step 1: Open a new invoice
Open Accounting > Invoices and click New Invoice in the top right.
Step 2: Fill in the header data
Invoice number – prefix and sequential number are pre-filled and can be adjusted if needed.
Customer – select an existing customer. For company customers you can additionally choose a contact person. Selecting a customer automatically applies their due date, texts and discount.
Invoice date – the date of the invoice.
Delivery date / delivery period – using the selector on the left, choose between a single delivery date or a delivery period (from–to).
Due date – payment term: immediately, 7/10/14/20/30 days or end of month; alternatively a fixed date. Use "Hide due date text" to hide the due-date note on the invoice.
Discount (optional) – enable "Grant discount" and enter percent and days (e.g. "2% within 14 days"). Note: discount is not available for credit notes (negative amounts) and billing-period invoices.
Step 3: Add line items
In the line items section, enter the work to be billed. Per row:
Title – type freely or select a saved service or material.
Quantity, unit and unit price (net).
Tax rate – choose the applicable VAT rate.
Optional: description, assign an object, or add an execution period.
Use "New line item" to add more rows, and drag (handle on the left) to reorder them. The amount per row and the net, VAT and gross totals are calculated automatically.
Step 4: Introduction and closing text
Introduction text – appears directly below the subject on the invoice.
Closing text – appears as the final text at the end of the invoice.
Default texts from the settings are already pre-filled and can be overwritten here.
Step 5: Preview & finalize
Preview – review the invoice via the preview or the PDF download.
Save – stores the invoice as a draft (still editable).
Finalize – finalizes the invoice: the invoice number is assigned permanently and the invoice can be sent.
A finalized invoice can no longer be edited directly. Corrections are made by cancelling and recreating it – see Edit an invoice. Via the menu (⋯) you can also duplicate or delete an invoice.
Next steps
Send by email → Send an invoice.
Record payment / mark as paid → Mark invoice as paid.
Tip: Recurring invoices
Duplicate – next month, duplicate the invoice from the menu, adjust it and send it again.
Automate – for recurring work, billing via an order is worthwhile: From Outstanding Item to Paid Invoice.
Any questions?
More help articles at help.mendato.com.
Use the support chat (bottom right in the system).
Or ask your personal contact at Mendato.