--- # Generated by the help-docs job in equiapp (ci/help-docs-generator) from the # help anchor 'FinancialClientInvoicing'. Set generated to false to edit this page by hand; the job # then leaves it alone. title: To invoice summary: >- Shows all billable items; select rows and click **Create invoice** to generate an invoice. helpKey: FinancialClientInvoicing generated: true modals: create-and-send-invoices: title: Create and send invoices summary: >- Create the pending invoices and email them to customers in one step; you can add a custom message that will appear in each email. create-invoices: title: Create invoices summary: >- Here you review the invoices generated from the selected billable items, one per customer, before sending them or saving as drafts. manual-invoice-item: title: Invoice item summary: >- Add a new line to a client’s invoice or edit an existing one, choosing who is charged, description, amount, VAT and category. missing-fields: title: Missing fields summary: Use this form to add missing data so a billable item can be invoiced. update-customer: title: Update customer summary: >- Assign a different customer to the selected billable items, then press Save to apply the change. --- # To invoice The To invoice page lists all items that can be billed, such as activities, recurring services, orders, expenses and manual items. Use the filters to narrow the list, fix missing data, and create invoices. ## What's on this page - **To invoice / Invoiced / Not to invoice**: three tabs that switch between pending billable items, items already invoiced, and items marked as non‑billable. - **Date filter**: choose a date range to limit items by their date. - **Contact filter**: filter items by customer. - **Horse filter**: filter items by horse. - **Type filter**: filter by billable item type (Recurring service, Activity, Order, Expense, Manual invoice item). - **Search bar**: free‑text search across customers, horses and subjects. - **Table**: columns Date, Customer, Subject, Horse, Price (ex. VAT). The first column shows a checkbox for selection on the To invoice and Not to invoice tabs, or an invoice icon on the Invoiced tab. - **Add missing info** button (appears on rows that cannot be invoiced) opens a form to fill the required fields. - **Dropdown menu** (three‑dot icon) on each row with **Change customer**, **Mark as nonbillable** (in To invoice) or **Mark as billable** (in Not to invoice). ## Common tasks ### Create an invoice from selected items 1. Switch to the **To invoice** tab. 2. Tick the checkboxes of the items you want to bill. 3. Click the **Create invoice** button that appears above the list. 4. If a row shows **Add missing info**, click it, fill the required fields, save, then repeat step 3. ### Add missing information to a billable item 1. In the **To invoice** view, locate rows with an **Add missing info** button. 2. Click the button to open the missing‑fields modal. 3. Fill in the highlighted fields (customer, price, category, address, VAT) and press **Save**. 4. The item becomes selectable for invoicing. ### Change the customer of a billable item 1. Click the three‑dot **⋮** icon on the row. 2. Choose **Change customer**. 3. Select the new customer in the modal and click **Save**. ## Good to know - The **Create invoice item** (plus) button at the top right appears only if you have permission to manage finances; it opens a modal to add a manual invoice item. - The **Create invoice** button is shown only when you have permission to create draft or finalize invoices; otherwise it is hidden. - The **Invoiced** and **Not to invoice** tabs hide the selection checkboxes, so you cannot create invoices from those views. - Missing VAT percentages are set in the Settings page; the missing‑fields modal will point you there if needed. - Your filter choices are saved in the browser and are applied automatically when you return to the page. ## Create and send invoices {#create-and-send-invoices} Use this form to generate and email all pending invoices to customers who have an email address and an external accounting contact; if any are missing, a warning appears above the form. ### Email message Enter any text you want the customer to see in the email that includes the invoice (e.g., a thank‑you note or payment reminder). ### After saving The invoices are created as final invoices, emailed to the customers with your message and payment instructions, and sent to your accounting software. They appear in the invoices overview, and the customers receive the email. ## Create invoices {#create-invoices} - Returns to the billable‑items list (you are warned if any invoice has manually added items). ### Send all invoices - Opens a bulk‑send dialog where you can add an email message and send every invoice that has a customer email and an accounting‑software contact; only visible when you have the required rights. ### Send invoice - Finalises the invoice, marks it ready for payment and emails it to the customer (requires a customer email). ### Skip (for now) - Skips this invoice temporarily; you can finish it later from the list. ### Save as draft invoice - Saves the invoice as a draft you can edit later; a success notice appears and the invoice is removed from the pending list. ### Select a contact - Opens the **Edit invoice** dialog to change the customer (or supplier) for the invoice. ### Add invoice lines - Opens the **Edit invoice lines** dialog to add, remove or modify invoice items. ### After saving - The processed invoice disappears from the list, a success notice or label is shown, and you can continue with the next invoice. ## Invoice item {#manual-invoice-item} - Select **Customers** to charge customers or **Horses** to charge the owners of the selected horses. Amount is split equally. ### **Customers** - Pick one or more customers (or create a new one). The amount is divided equally among them. ### **Horses** - Pick one or more horses (or add a new horse). The amount is divided equally; each share is billed to that horse’s owner(s). ### **Description** - Write a short description of the charge; it appears on the invoice. ### **Amount** - Enter the amount without VAT. Use a positive number to charge, or a negative number for credit (e.g., discount or prize). ### **VAT percentage** - Select the VAT rate that applies to this item for the relevant country. ### **Category** - Choose a sales category; only categories marked for sales are shown. ### **Date** - Set the invoice date; it defaults to today. ### **After saving** - A new invoice line is added (or updated) and appears in the client’s invoice overview; the total updates automatically. ## Missing fields {#missing-fields} Use this modal to fill in the information that is missing from a billable item so it can be invoiced. ### Customer - Choose the **Customer** (horse’s owner). This also updates the owner for future items of that horse. ### Price - Enter the **Price**. It will appear on the invoice. ### Income category - Pick an **Income category** to classify the revenue. ### Customer street - Fill in **Customer street**; updates the contact. ### Customer postcode - Fill in **Customer postcode**; updates the contact. ### Customer city - Fill in **Customer city**; updates the contact. ### Customer country - Pick **Customer country**; sets the contact’s country and may affect VAT. ### VAT percentage - If only VAT is missing, select a **VAT percentage**; it will be used on the invoice. ### After saving - The item updates and appears ready for invoicing; any contact changes are saved. ## Update customer {#update-customer} Use this dialog to change the customer that is linked to the selected billable items. ### Customer - Select a contact from the list or start typing to search. If the required contact is missing, choose **Create new contact** at the bottom of the list to add it. ### After saving - The chosen customer is assigned to the items, the items now display the new customer, and the dialog closes.