Invoicing
Generate and send invoices to customers
Outbound Invoices represent customer billing transactions in Numera.
An Outbound Invoice records the financial obligation of a customer for products or services delivered by the business. Invoices can be generated from sales orders, delivery documents, or created manually.
When confirmed, invoices become official accounting and tax documents and can trigger accounting transactions, payment tracking, and e-invoicing workflows.
Overview
Outbound Invoices can be created:
- From an Outbound Order
- From an Outbound Delivery
- Manually
They are used to:
- Bill customers
- Record accounts receivable
- Generate accounting entries
- Comply with e-invoicing regulations
Primary Financial Document
Where Invoicing Fits in the Sales Process
Outbound Invoices are the billing step that follows fulfillment in the standard sales flow.
Standard Sales Flow
Outbound Order
Customer order received
Outbound Delivery
Fulfill and ship goods
Outbound Invoice
Bill the customer
Incoming Payment
Collect customer payment
Numera also supports alternative paths depending on when invoicing occurs.
Invoice From Order
Outbound Order
Customer order received
Outbound Invoice
Bill the customer directly
Manual Invoice
Manual Invoice
Created without a source document
Incoming Payment
Collect customer payment
Sales Process Overview
Invoice List and Navigation
The Outbound Invoices list allows users to:
- View invoices
- Search invoices
- Filter invoices
- Download invoice list
- Sort invoices
- Open existing invoices
- Create new invoices
Creating an Outbound Invoice
From an Outbound Order
Used when invoicing occurs before delivery or when a delivery document is not required.
From an Outbound Delivery
Most common workflow. The invoice inherits:
- Customer information
- Delivery information
- Invoice lines
- Quantities
- Prices
Manual Creation
Allows users to create invoices independently of orders and deliveries. Typical scenarios:
- Service billing
- Adjustments
- Legacy processes
- One-off transactions
Invoice Header
The invoice header contains customer, tax, and accounting information. Typical fields include:
| Field | Description |
|---|---|
| Customer | Customer being invoiced |
| Invoice Date | Invoice issue date |
| Due Date | Payment due date |
| Currency | Invoice currency |
| Payment Terms | Customer payment conditions |
| Invoice Type | Tax treatment and invoice classification |
| Reference Number | Internal or customer reference |
| Notes | Additional invoice information |
Invoice Type
Tax and Regulatory Handling
The Invoice Type field allows businesses to apply specific invoicing and tax rules. Examples include:
- Standard VAT Invoice
- VAT Reverse Charge
- Export Invoice
- Tax Exempt Invoice
- Other country-specific invoice classifications
Tax Compliance
Example
VAT Reverse Charge — Used when tax liability is transferred to the customer according to applicable regulations.
Draft Invoices
Draft invoices allow users to prepare invoices before issuing them. Draft invoices:
- Can be edited freely
- Do not trigger accounting entries
- Do not affect customer balances
- Can be deleted if permissions allow
Confirming Invoices
When an invoice is confirmed:
- Status changes to Sent
- Customer receivable is created
- Invoice becomes an official sales document
- Accounting entries may be created
- E-invoicing workflows may be triggered
Accounting Integration
If the Accounting module is active for the client:
Accounting Integration Flow
Invoice Confirmation
Invoice is sent to customer
Journal Entry Creation
Accounting entry generated
Accounts Receivable
Receivable balance updated
Revenue Recorded
Revenue recognized in ledger
Automatic Journal Entries
Editing Confirmed Invoices
Confirmed invoices may only be edited when:
- Client configuration allows editing
- User has the required permissions
When a confirmed invoice is edited:
- The user must provide a reason
- The reason is stored in audit logs
- The change becomes part of the document history
Auditable Changes
Audit Trail
Every modification includes:
- User
- Date and time
- Reason for change
This ensures compliance and traceability.
PDF Documents
Invoice PDF
Users can generate a PDF version of the invoice. Typical uses:
- Customer billing
- Regulatory compliance
- Accounting records
- Payment collection
The PDF may include:
- Invoice Number
- Customer Information
- Invoice Lines
- Taxes
- Totals
- Payment Terms
- Company Information
Combined Invoice / Delivery Note
When an invoice is generated automatically through an Outbound Delivery with Automatic Invoice enabled, users can download the Invoice / Delivery Note — a combined document containing:
- Delivery information
- Invoice information
- Products and services delivered
- Pricing and taxes
- Customer information
Simplified Communication
E-Invoicing Integration
Electronic Invoice Compliance
Numera supports integration with government e-invoicing platforms. This allows businesses to:
- Submit invoices electronically
- Comply with regulatory requirements
- Track invoice transmission status
- Reduce manual administration
North Macedonia e-Faktura Integration
Numera currently supports integration with North Macedonia's e-invoicing platform. Reference: efakturawiki.ujp.gov.mk
Capabilities may include:
- Electronic invoice submission
- Status tracking
- Regulatory compliance
- Invoice synchronization
Configuration Dependent
Invoice Actions
The invoice header provides the following actions.
Create Delivery Note
Creates an Outbound Delivery from the invoice. Useful when invoicing occurs before fulfillment.
Create Credit Note
Creates a Credit Note used for invoice corrections or sales returns. See Sales Returns documentation.
Register Incoming Payment
Records customer payment against the invoice. Supports partial and full payment scenarios.
Update Journal Entry
Allows accounting users to review or update accounting information. Available only when Accounting is active.
Sign Document
Apply a digital signature using a supported electronic certificate for compliance and document exchange.
Clone
Creates a new invoice using the same information. Useful for recurring billing.
Cancel
Cancels the invoice according to company rules and permissions.
Delete is available only when:
- Company settings permit deletion
- User has required permissions
- Transaction state allows deletion
Invoice Status Lifecycle
Alternative path:
Status Definitions
- Draft - Invoice is being prepared.
- Sent - Invoice has been issued to the customer.
- Partially Paid - Partial payment has been received.
- Paid - Invoice has been paid in full.
- Overdue - Payment due date has passed and the invoice remains unpaid.
- Cancelled - Invoice has been cancelled.
Payment Tracking
Registering Customer Payments
Users can record:
- Full payments
- Partial payments
- Multiple payments
Payment registration automatically updates:
- Invoice status
- Outstanding balance
- Customer receivables
Payment Tracking Flow
Invoice
Confirmed customer invoice
Incoming Payment
Customer payment registered
Receivable Updated
Outstanding balance reduced
Invoice Status Updated
Status reflects payment
Best Practices
Review Invoice Type Carefully
Verify tax treatment before confirming invoices.
Use Draft Status During Preparation
Keep invoices in Draft until all information has been verified.
Limit Changes to Confirmed Invoices
Use audit-compliant editing procedures when modifications are required.
Enable E-Invoicing Where Required
Use government integrations to remain compliant with local regulations.
Register Payments Promptly
Accurate payment registration improves receivables management and reporting.
Key Concepts
- Outbound Invoices are the primary customer billing document.
- Invoices can originate from Orders, Deliveries, or manual entry.
- Draft invoices can be edited freely.
- Confirmed invoices receive the status Sent.
- Confirmed invoices may create journal entries automatically.
- Confirmed invoice edits require permissions and an audit reason.
- E-invoicing integration supports regulatory compliance.
- Customer payments are tracked directly against invoices.
- Credit Notes are used to reverse or correct invoices.
- Invoice / Delivery Note documents are available when invoices are generated automatically from deliveries.