The Invoice proposals screen (Invoicing > Invoice proposals) is the central hub where you manage and complete all your invoice and credit note proposals. Here, you can search, filter, and create new proposals with ease.
Invoice proposals appear in this overview in two ways:
- Manually: you create a proposal by adding registrations to a new invoice proposal.
- Automatically: the system generates proposals based on your configured invoicing schedule.
At the top of the page, you'll see three important statistics:
- Amount VAT excl. (filter dependent)
- Amount VAT incl. (filter dependent)
- Number of invoices being processed: when you start numbering a batch, this shows how many proposals are still being processed. This number updates automatically every few seconds until it reaches zero.
In this article, we’ll walk you through how to review, edit, finalize, and send an invoice proposal.
💡 Reading recommendation: From registrations to invoice in three screens:
-
To be invoiced – In Open registrations, you'll find all registered time and costs.
⏭️ Overview: Review open registrations and add them to invoice proposals -
Prepare and review – In Invoice proposals, you build your invoices: adjust lines, review totals, and finalize numbering when ready.
👉 You are here now. -
Finalize – In the Invoices screen, you manage numbered invoices and credit notes: monitor deliveries and payments, execute actions, and stay in control.
⏭️ Overview: Managing and following-up on invoices and creditnotes in the Invoices screen
Searching and filtering in the invoice proposals screen
Need to quickly find the right invoice proposal or set up a list for batch operations? Use the powerful filter options.
Standard filters in invoice proposals
Use the standard filters to quickly search by common criteria:
- Search field: search by name, contact details, labels, comments, etc.
- Type: Invoice, Credit Note, or All
- Invoice type: filter by a specific invoice type
Click 'Reset filters' to clear all active filters in one click.
Using advanced filters in invoice proposals
Want more precise results? Click 'Advanced filters' to reveal more filter options. Click 'Hide filters' to close them again.
Available advanced filters:
- Search relation: find a specific relation
- Relation type: Company, Sole Proprietor, or Person
- Legal form: filter by legal type, such as corporation, nonprofit, or individual
- Assistants: filter by responsible assistant, backup, associate, invoicing assistant, senior, etc.
- Relations with/without labels: show only relations with or without specific labels
- Assignment template: filter by the related task template
- Invoice schedules: search by invoicing schedules – with or without a schedule, or a specific schedule type
- Invoice control: show all, locked, or unlocked invoice proposals
- Relation status: Customer or Own company
- With errors: proposals that contain issues and require review
- Can be numbered: proposals still needing an invoice number (e.g. via batch operation)
- Can be sent: proposals ready to be sent
- Date to number (with/without): filter proposals with or without a set numbering date
- Method for sending invoice (relation): based on the contact's delivery settings (email, mail, etc.)
- Own companies: only show proposals by own company
- Relation groups: filter proposals by relation group
💡 Tip: Combine multiple filters to work more efficiently—for example, with numbering, error checking, or following up on one specific relation.
Working in the invoice proposals overview
Understanding and customizing the overview table
The overview table shows one row per invoice proposal, with columns giving you a quick insight into all essential details. Each column allows filtering through the funnel icon (e.g., Info, Subtotal, Created on, etc.). A red funnel icon indicates active filters .
In the center of the screen, you'll find several edit buttons:
- Change columns: choose the additionnal columns you want displayed in the table, such as ‘Own company’, ‘Excluded from fixed amount/advance’, ‘Original amount’, ‘Adjusted amount’, ‘Last modified’, or ‘Customer code’.
- Export to Excel: export the current (filtered) view to Excel.
Manually creating free invoice or credit note proposals
Need to create an invoice or credit note manually? Use the buttons in the top-right corner of the screen:
- + New invoice proposal from scratch: create a new invoice
- + New credit note from scratch: create a new credit note
This allows you to manually create an invoice or credit note from scratch.
Batch operations on multiple proposals
Want to process several invoice proposals at once to save time?
- Select one or more proposals using the checkbox at the start of each row or at the top of the overview table
.
- Click on Batch operations and select the desired action.
The following batch operations are available for invoice proposals:
- Put back in "To invoice": remove the proposals and return the related registrations as either 'Next billing period' or 'Never invoice registrations again'
- Number invoices: convert a group of proposals into numbered invoices
Editing and finalizing invoice proposals
Opening and exploring the proposal
The overview table displays one row per invoice proposal. Click a row to open that proposal. You'll see:
- The invoice lines that make up the proposal
- And, when you open a line, the individual registrations it contains
EYou can manually review and adjust each invoice proposal before converting it into a final invoice and sending it to the customer.
👉 See a warning icon? That means required information is missing (such as an invoice address or template). Click on it to complete the missing data.
Proposal-level actions
On the right side of each proposal, you’ll find action buttons that apply to the entire proposal:
- Put back in"To invoice": remove the proposal and return the registrations to be billed in the next period or set them as ‘Never invoice again’
- Mark as locked: mark the proposal as reviewed (see :Checking and locking proposals (optional))
- Preview invoice: view a PDF of how the invoice will appear to the customer
- Number invoice & Number and send invoice: generate the invoice, with or without sending it (see: Creating and sending a final invoice)
- Show invoicing history: view previous invoice amounts, schedules, and more
More actions via the right dropdown menu 
:
- Download as PDF: helpful for customer feedback
- Add attachment: send files alongside the invoice
- Events: view invoice activity history and who made changes
- Open registration overview: opens the Registration > Overview screen with applied filters
- Export registrations: download an Excel file with invoice proposal registrations
Available actions when a proposal is open
- Add invoice line: manually add a new line to the proposal
- Add or remove discount: apply discounts to the entire proposal
- Add attachment: send additional documents along with the invoice
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Change or reset transaction type: modify the VAT transaction type for this proposal or reset it to the default
💡 If the transaction type for this relation is often different, it’s best to update it at the relation-level. - Change to credit note or invoice: switch the proposal type if a correction is needed
Actions on invoice lines
Within a proposal, you’ll see the individual invoice lines. You can:
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Reset to registered value
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Reorder: use the arrow buttons to rearrange the line sequence
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Put back in "To invoice": delete the invoice line and return the related registrations as to be invoiced or never invoice again
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Delete: (for cost-type lines) remove the line from the proposal
Editing registrations in invoice proposals
Want to apply changes like adding a comment, adjusting the price, or adding a manual entry? All of this is possible as long as the proposal hasn't been locked.
Possible registration edits in invoice proposals:
- Click on a field in a line or registration to edit it (e.g. price, description)
- Changed fields will turn orange - this helps identify deviations from original values
- Need to undo a change? Use the "Reset to registered values" button
When opening an invoice line, you’ll also be able to access all associated registrations. For each registration, you can perform the following actions:
- Change relation (if it was linked incorrectly)
- Put back in 'To invoice'
- Switch to 'Don't invoice' (or vice versa)
- Set as Excluded / Included in fixed amount/advance
- Reset fields to the originally registered value
👉 These options are only visible after opening the corresponding invoice line .
Manually adding a registration to an invoice line
- Click + Add registration at the registration level.
- Choose the date, duration/units, and optionally add comments, etc.
Use this to correct errors, add forgotten entries, or make one-off additions.
Checking and locking proposals (optional)
Done reviewing? Click the lock icon to mark the proposal as checked and lock it. This allows you to batch number multiple proposals safely.
Actions that are no longer available once a proposal is locked:
- Adding registrations
- Adding invoice lines
- Changing transaction types
- Modifying rates or quantities
Actions that are still available for locked proposals:
- Set the invoice date
- Number the proposal
- Put back in 'To invoice'
- Delete free invoices
💡 Tip: Use the advanced filters to quickly find locked/unlocked proposals and apply batch actions efficiently.
Creating and sending a final invoice
Once you've reviewed everything, you're ready to generate the actual invoice. Choose one of the following options based on your preferences:
- Number invoice: this generates the invoice but doesn’t send it yet.
- Number and send invoice: this creates and automatically sends the invoice using the relation’s delivery settings.
👉 If no sending method is defined in the relation profile, sending is not possible.
💡 Tip: Always preview the PDF version before numbering or sending the invoice.
Good to know
- Want to apply discounts to an invoice proposal? Learn how in this article: Discounts