With free invoices in AdminPulse, you can create manual invoices that are not linked to registrations. They are useful for one-off costs or exceptional cases.
This article explains step by step how to create, edit and send a free invoice or credit note.
What is a free invoice?
A free invoice is an invoice where you add invoice lines manually, without linking them to registrations. This gives you the flexibility to invoice individual costs or amounts.
💡 Good to know about free invoices:
- You cannot add attachments from registrations.
- They cannot be converted into other invoice types.
- After they are numbered, they follow the standard invoicing process: sending, tracking and reminders.
Where can you create a free invoice or credit note?
You can start a free invoice or credit note in one of the following ways:
- Under Invoicing > Invoice proposals, click + New invoice proposal from scratch or + New credit note from scratch.
- Under Invoicing > Invoices, click + New invoice proposal from scratch or + New credit note from scratch.
- Under Invoicing, click New invoice from scratch or New credit note from scratch.
How do you create a free invoice or credit note?
💡 The process for creating a free credit note is almost the same. The steps below mainly explain how to create a free invoice.
- Click + New invoice proposal from scratch or + New credit note from scratch.
- Select the required details:
- Customer: the relation you are invoicing
- Assignment: select an assignment if more than one is available
- Own company: select an own company if you manage more than one
- If required, enter an Invoice description and/or Invoice text.
-
Click + Add credit line to add as many lines as required.
Choose one of the following line types:
- Amount to be entered freely
- Only text
- Time
- Product/Cost
- Distance
- Advance line
Depending on the selected line type, complete the relevant fields:
- Description
- Which
- Quantity
- Tariff: price per unit
- VAT %
- Discount (optional)
- Ledger account (optional)
- Comment (optional)
When you add a line, AdminPulse automatically calculates the following values:
- Subtotal: the amount before VAT and discount
- Taxable amount: the amount used to calculate VAT
- Original amount: the amount before a discount or adjustment
- Adjusted amount: the final amount
- Use the icons on the right of each line to:
- move the line up or down
-
remove the line using the trash icon
- At the bottom of the page, select an action:
- Cancel
- Save: save the proposal and complete it later
- Number invoice: finalize the invoice and assign an invoice number
-
Number and send invoice: finalize and send the invoice immediately
Specific information for free credit notes
When you create a free credit note, two additional fields are displayed:
- Based on invoice(s): select the invoice or invoices that the credit note is based on.
- Credit note reason: optionally select why you are creating the credit note. This reason is for internal tracking only. It does not appear on the credit note sent to your customer.
👉 Important:
- You cannot create a credit note for an invoice that has not been numbered.
- The total amount of the credit note cannot be higher than the amount of the linked invoice.
How do you choose a different invoice date?
To use a date other than today for a free invoice or credit note, follow these steps:
- Click Save to save the invoice as a proposal. The proposal then opens under Invoicing > Invoice proposals.
- Select the required date in the Desired invoice date field.
💡 Good to read
Read these articles for more information about credit note reasons and processing invoice proposals, invoices and credit notes: