Overview: Editing, checking, and finalizing invoice proposals

In the Invoice proposals screen (Invoicing > Invoice proposals), you manage invoice and credit note proposals before they are given a final number.

In this article, you will learn how to search, review, edit, number and send proposals.

💡 Reading tip: from registrations to invoice in three screens

1. To invoice – In Open registrations, you can view all registered time and costs.
   ⏮️ Overview: Review open registrations and add them to invoice proposals
2. Prepare and review – In Invoice proposals, you prepare your invoices: adjust invoice lines, review the amounts and number the invoices when everything is correct.
   👉 You are here.
3. Finalize – In Invoices, you manage numbered invoices and credit notes, track delivery statuses and payments, and perform actions.
   ⏭️ Overview: managing and tracking invoices and credit notes in the Invoices screen

Understand the Invoice proposals overview

How proposals reach the overview

Invoice proposals can reach the overview in three ways:

• From Open registrations: add registrations to a new or existing invoice proposal.
• Through an invoice schedule: AdminPulse automatically generates proposals based on the configured invoice schedules.
• From scratch: use the buttons at the top of the screen to create a new invoice or credit note proposal from scratch.

Summary at the top of the screen

At the top of the screen, you can see a summary of the invoice proposals. The amounts update automatically based on the selected filters:

• Amount VAT excl.: the total amount excluding VAT for the proposals that match the selected filters.
• Amount VAT incl.: the total amount including VAT for the proposals that match the selected filters.
• Number of invoices being processed: the number of proposals currently being numbered. The selected filters do not affect this number. It updates automatically until processing is complete.

Search and filter in the Invoice proposals screen

Use the filters at the top of the screen to quickly find an invoice proposal or prepare a selection for a batch operation.

Standard filters in the Invoice proposals screen

Use the standard filters to search by common criteria:

• Search invoice proposals: search by name, contact details, labels, comments, etc.
• Type: choose All, Invoice or Credit note.
• Invoice type: filter by a specific invoice type.

Click Reset filters to clear all active filters at once.

Advanced filters in the Invoice proposals screen

To refine your search, click Advanced filters to show more filter options. Click Hide filters to hide them again.

The following advanced filters are available:

• Search relation: find a specific relation.
• Relation type: filter by Company, Sole proprietor or Person.
• Legal form: filter by legal type, such as a company, non-profit organization or individual.
• Assistants: filter by responsible assistant, assistant, backup, associate, invoicing assistant, senior, etc.
• Relations with labels / Relations without labels: show only relations with or without specific labels.
• Assignment template: filter by the template of the linked assignment.
• Invoice schedules: filter by proposals with or without a schedule, or by a specific schedule type.
• Invoice control: choose All, Unlocked invoices or Locked invoices.
• Relation status: filter by the status of the relation.
• With errors: show proposals that contain errors and need to be reviewed.
• Can be numbered: show proposals that can be numbered, for example with a batch operation.
• Can be sent: show proposals that are ready to be sent.
• Date to number: choose All, Without date to number or With date to number.
• Method for sending invoice (relation): filter by the sending method selected for the relation, such as email or post.
• Own companies: show proposals for a specific own company.
• Relation groups: filter proposals by relation group.
• Handling level: filter by the selected level (Normal, Yellow / Restricted or Red / Blocked).
• Payment method: filter by the payment method selected for the relation.
• Credit note reason: filter by one or more reasons. Select Without credit note reason to show credit note proposals without a reason.

💡 Combine multiple filters to work more efficiently, for example when numbering proposals, checking errors or following up on one relation.

Work in the invoice proposals overview

Understand and customize the overview table

The overview table shows one row per invoice proposal. The columns give you quick access to the main details. You can filter some columns using the funnel icon, for example Info, Subtotal and Created on. A red funnel icon means that a filter is active .

Above the overview table, you’ll find these buttons:

• Change columns: choose the additional columns to display in the table, such as Own company, Included/excluded from fixed amount or advance, Original amount, Adjusted amount, Last modified and Customer code.
• Export to Excel: export the current overview, including the applied filters, to an Excel file.

Create an invoice or credit note proposal from scratch

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 proposal from scratch.
• + New credit note from scratch: create a new credit note proposal from scratch.

These buttons let you create a proposal manually in a few steps.

Use batch operations on multiple proposals

Use a batch operation to process several invoice proposals at once:

1. Use the available filter options to choose the specific proposals you wish to process.
2. Select one or more proposals using the checkbox at the start of each row or at the top of the overview table .
3. Click Batch operations and select the action you want to use.

The following batch operations are available for invoice proposals:

• Batch operation: Put back in "To invoice": remove the proposals and return the related registrations as To invoice or Never invoice registrations again.
  👉 Locked invoice proposals are excluded from this action by default. Enable Also revert locked invoices to include them.
• Batch operation: Number invoices: convert a group of proposals into numbered invoices.
• Batch operation: Unlock invoices: make locked proposals editable again.
• Batch operation: Lock invoices: prevent changes to the invoice proposals.

💡 You can also move registrations back to To invoice using a batch operation in the registrations overview (Registration > Overview). Also read: Overview: Filters, actions, and export functionality in the Registrations screen

Edit and finalize invoice proposals

Open and review a proposal

The overview table displays one row per invoice proposal. Click a row to open the proposal. You’ll see:

• the invoice lines that make up the proposal;
• the individual registrations included in an invoice line, after you open that line.

You can review and edit each proposal before numbering and sending the invoice.

A credit note proposal also includes the Credit note reason field. Click the pencil icon or the selected reason to choose one reason from the list. Select None to remove a previously selected reason. This field is for internal follow-up only and does not appear on the document sent to the customer.

You cannot edit the reason when the credit note proposal is locked. For more information, see Set up and use credit note reasons.

👉 If you see a red warning triangle, required information is missing, such as an invoice address or template. Click the icon to add the missing information.

Proposal-level actions

On the right side of each proposal row, you’ll find buttons for actions that apply to the entire proposal:

• Put back in "To invoice": remove the proposal and return the registrations as To invoice or Never invoice again. You can use this action for any invoice type.
• Mark as locked: mark the proposal as reviewed and lock it (see: Review and lock proposals (optional)).
• Preview invoice: view a PDF of how the invoice will appear to the customer.
• Number invoice and Number and send invoice: finalize the invoice, with or without sending it immediately (see: Create and send a final invoice).
• Show invoicing history: view previous invoice amounts, invoice schedules and other details.

More actions in the dropdown menu on the right

• Download as PDF: download the proposal as a PDF, for example to ask the customer for feedback.
• Add attachment: add a file to send with the invoice.
• Merge invoices: combine multiple proposals into one invoice proposal.
• Write off internally: create an internal invoice that is not sent to the customer, while still finalizing the related time registrations.
• Events: view the invoice history and see who made changes.
• Open registration overview: open the Registration > Overview screen with the relevant filters applied.
• Export registrations: download an Excel file containing the registrations from the invoice proposal.

Actions available after opening a proposal

• + Add invoice line: manually add a new line to the proposal.
• Add or remove discount: apply a discount to the entire proposal.
• Add attachment: add a document to send with the invoice.
• Change or reset transaction type: change the VAT transaction type for the proposal or reset it to the default.
  💡 If the transaction type for this relation is often different, update it at relation level.
• Change to credit note / Change to invoice: change the proposal type when needed.

Actions on invoice lines

A proposal contains one or more invoice lines. You can perform these actions on an invoice line:

• Reset to registered value: restore the original registered value.
• Reorder: use the arrow buttons to change the order of the lines.
• Put back in "To invoice": remove the invoice line and return the related registrations as To invoice or Never invoice again.
• Delete: remove a cost-type line from the proposal.

Edit registrations in invoice proposals

You can add a comment, change a rate or add a manual registration as long as the proposal is not locked.

Edit registration details

• Click a field in an invoice line or registration to edit it, for example the Tariff or Description.
• Changed fields turn orange. This makes it easy to identify values that differ from the original.
• To undo a change, use Reset to registered values.

When you open an invoice line, you can view the underlying registrations. For each registration, you can see details such as the date, comment, quantity, tariff and the code of the price list item used.

For each registration, you can perform the following actions:

• Change the relation if it was linked incorrectly
• Put the registration back in To invoice
• Change to Don’t invoice, or change it back
• Change whether it is included in or excluded from a fixed amount or advance
• Reset fields to their original registered values

👉 These actions are only visible after you open the corresponding invoice line .

Manually add a registration to an invoice line

1. Click + Add registration at the registration level.
2. Select the date and duration or number of units. Add a comment if needed.

Use this option to correct an error, add forgotten work or create a one-off manual registration.

Review and lock proposals (optional)

After reviewing a proposal, click the lock icon to mark it as checked and lock it. You can review several proposals and then number them with a batch operation.

The following actions are no longer available after you lock a proposal:

• Adding registrations
• Adding invoice lines
• Changing transaction types
• Modifying rates or quantities

The following actions are still available for a locked proposal:

• Set the invoice date
• Number the proposal
• Put back in 'To invoice'
• Delete free invoices

💡 Use the advanced filters to quickly find locked or unlocked proposals and apply batch operations.

Create and send a final invoice

After reviewing the proposal, you can convert it into a final invoice. Choose one of these actions:

• Number invoice: create the invoice without sending it.
• Number and send invoice: create and send the invoice automatically using the sending method selected in the relation file.

👉 You cannot send the invoice if no sending method is defined in the relation file.

💡 Always preview the PDF before numbering or sending the invoice.

💡 Good to read

• To send an attachment with an invoice email, see:
  Add an attachment to an invoice email
• To apply a discount to an invoice proposal, see:
  Discounts
• To learn how to merge invoice proposals, see: How can I merge invoice proposals?
• To learn how to write off invoice proposals internally, see: How can I write off invoice proposals internally?