---
# Generated by the help-docs job in equiapp (ci/help-docs-generator) from the
# help anchor 'Invoice'. Set generated to false to edit this page by hand; the job
# then leaves it alone.
title: Invoice
summary: >-
  A draft invoice can still be changed (its details and items); finalising gives
  it its number and sends it, after which it can only be resent, marked as paid
  or removed.
helpKey: Invoice
generated: true
modals:
  finalize-invoice:
    title: Finalize invoice
    summary: >-
      Finalize the invoice and decide if it should be emailed to the customer.
      The key choice is the Yes/No email option.
  horse-sale:
    title: Horse sale
    summary: >-
      Tell the system if the horse is sold, set a partial ownership percentage
      if needed, and note any export country – toggle **Is this a horse sale?**
      first.
  invoice-details:
    title: Invoice details
    summary: >-
      Set or edit the basic details of an invoice, such as supplier, customer,
      dates, number and currency.
  invoice-items:
    title: Invoice items
    summary: >-
      Add, edit or delete lines on an invoice, linking them to horses, and set
      quantities, prices, categories and VAT.
  mark-as-paid:
    title: Mark invoice as paid
    summary: >-
      Record that an invoice has been paid by entering the payment method and
      date. This creates a payment linked to the invoice.
  resend-invoice:
    title: Resend invoice
    summary: >-
      Send the selected invoice again to the customer via email, optionally
      adding a personal message.
---

# Invoice

This page lets you view, edit, and manage a single invoice. Use it to create a new invoice, adjust a draft, or review a finalized one.

## What's on this page
- **Select a contact**: pick the customer for the invoice; you must select a contact before adding any line items.
- **Add invoice lines**: table where you can add, edit, or delete line items (description, quantity, price, VAT). It becomes available after a contact is chosen.

## Common tasks
### Create or edit a draft invoice
1. Click **Select a contact** and choose an existing contact or create a new one.
2. Click **Add invoice lines** and fill in the description, quantity, price and VAT for each line.
3. Close the line editor – the changes are saved automatically.

### Finalize and send the invoice
1. Click the **Finalize invoice** button in the top-right actions bar.
2. In the dialog, decide whether to send the invoice by email, add an optional message and (if needed) create an accounting contact.
3. Click **Finalize** (or **Finalize and send**) to lock the invoice and trigger sending.

### Mark an invoice as paid
1. Click the **Mark invoice as paid** button in the invoice meta panel.
2. Confirm the payment details in the dialog and press **Confirm**.

## Good to know
- You can edit an invoice only while it is a draft and you have the required permissions; after finalising the invoice becomes read-only except for payment-related actions.
- If your organisation has not set a bank account number or IBAN for the supplier, an informational message appears – add the details in the organisation settings before finalising.
- When finalising, a missing or invalid payment mandate triggers a prompt to continue without automatic collection.
- If the invoice stays queued for sending, a warning appears; the app checks the status for a few minutes before showing this.

**Finalize invoice** – page-action button opens the finalise-and-send dialog.
**Horse sale** – button in the meta panel opens the horse-sale dialog.
**Invoice details** – pencil icon on the invoice header opens the edit-invoice dialog.
**Invoice items** – “Add invoice lines” button opens the invoice-items editor.
**Mark invoice as paid** – button in the meta panel opens the mark-as-paid dialog.
**Resend invoice** – button in the page-action bar (visible after finalisation) opens the resend-invoice dialog.

<!-- help-docs: modal finalize-invoice -->

## Finalize invoice {#finalize-invoice}

This form lets you finalize the invoice and optionally email it to the customer.

### Accounting contact
Select **Create a new contact in …** to add a new accounting contact, or **Select existing contact from …** to link an existing one. Only shown when an accounting integration is configured and the contact isn’t already linked.

### Send invoice by email
Choose **Yes** to email the invoice, or **No** to skip. This also determines whether the email message fields appear.

### Email message
Write any text you want to include in the email below the standard payment instructions.

### Set contact email address
If the contact has no email address, type one here. This address will be used to send the invoice.

### After saving
- The invoice is marked **finalized** and appears as ready for payment in the invoice overview.
- If you chose **Yes**, an email containing the invoice and your message is sent to the address shown (or the one you entered).
- The status is visible to all staff with invoice access.

<!-- help-docs: modal horse-sale -->

## Horse sale {#horse-sale}

This dialog lets you record the details of a horse sale on the invoice.

### Is this a horse sale?
- Turn on to mark the horse as sold. When off, the other fields stay hidden. If the horse is already sold on another line, the toggle is disabled and a warning appears.

### Percentage
- Enter the ownership share transferred (1‑100). Required only for a partial sale; otherwise the full horse is sold.

### Country of export
- Choose a country if the horse is being exported. Leave empty for a domestic sale. If no countries appear, the system has no country data.

### After saving
- The invoice line is updated with a horse‑sale category, the entered percentage and export country, and the horse is marked as sold (you may be asked to move it).

<!-- help-docs: modal invoice-details -->

## Invoice details {#invoice-details}

Use this form to set or edit the basic information of an invoice, such as supplier, customer, dates, number and currency.

If the invoice is already finalized, most fields are locked; you can only change the **Customer**.

### Supplier
- Choose the company that issues the invoice; it becomes the supplier shown on the invoice.

### Customer
- Pick the contact to receive the invoice; you can also create a new contact directly from this field.

### VAT Notice
- Appears when the customer is in the EU without a VAT number, indicating that VAT will be applied.

### Invoice number
- Optional – leave empty so the system generates a number automatically.

### Currency
- Select the currency for the invoice items; you can change it only after the invoice is saved and has at least one line item (also locked on finalized invoices).

### After saving
- The invoice is stored and appears in the invoice list; the changes are used in future invoices.

<!-- help-docs: modal invoice-items -->

## Invoice items {#invoice-items}

Edit the invoice’s line items, adding, changing or removing rows, and optionally linking them to horses.

### Select horse
- Tap **Select horse**, choose a horse (Customer horses or Other horses) or leave blank; linked items can’t be changed (warning icon).

### Horse sale {#horse-sale-2}
- Tap **Horse sale** to mark the selected horse as sold; the line switches to a percentage‑based sale, the quantity becomes a % (default 100 %) and the category is set to the horse‑sale category.

### Amount
- Enter the quantity; for normal items this is a unit count, for horse‑sale items it’s the sale percentage. **Total** updates automatically.

### Description
- Enter a brief description (e.g. “Farrier service”).

### Price
- Enter the unit price; **Total** shows quantity × price.

### VAT
- Pick the appropriate VAT rate for the line (standard, reduced, etc.).

### Add row
- Click **Add row** to add a blank line.

### After saving
- Saving updates the invoice, which you can view, print or send; horses marked for sale are recorded for further processing.

<!-- help-docs: modal mark-as-paid -->

## Mark invoice as paid {#mark-as-paid}

This dialog lets you mark an invoice as paid by adding a payment.

### Payment method
- Choose the way the money was received (Bank, Cash, Credit card or Pin). The selected method is stored with the payment.

### Payment date
- Pick the date on which the payment was made (defaults to today). The date is saved with the payment.

### After saving
- A payment with the invoice total is created and the invoice’s status changes to **Paid**; the new payment appears in the invoice’s payment list.

<!-- help-docs: modal resend-invoice -->

## Resend invoice {#resend-invoice}

Use this dialog to resend the invoice to the customer.

### Email message
- Enter an optional note that will be included in the email containing the invoice and payment instructions.

### Set contact email address
- If the customer has no email stored, type an address in the **Email address** field. The address will be saved to the contact before the invoice is sent.

### After saving
- The invoice is emailed to the chosen address (the stored one or the new one) with your message, then the dialog closes. If you added a new email, it is now stored for future invoices.