Overview: Managing and following-up on invoices and creditnotes in the Invoices-screen

In the Invoices screen (Invoicing > Invoices), you manage all numbered invoices and credit notes. You can track their payment, sending and export status.

In this article, you will learn how to find invoices and credit notes, view details, change columns and perform actions on one or more documents.

💡 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.
   ⏮️ Overview: Editing, checking, and finalizing invoice proposals
3. Finalize – In Invoices, you manage numbered invoices and credit notes, track delivery statuses and payments, and perform actions.
   👉 You are here.

Financial summary at the top of the Invoices screen

At the top of the Invoices screen, you can see six key figures. The first three amounts update based on the selected filters. The other figures refer to earlier steps in the invoicing process or to invoices that are still being processed.

• Total excl.: the total amount excluding VAT for the invoices and credit notes that match the selected filters.
• Total amount: the total amount including VAT for the invoices and credit notes that match the selected filters.
• Paid: the amount received for the invoices and credit notes that match the selected filters.
• Registrations to invoice: the value of registrations that still need to be invoiced. Click the amount to open the Open registrations screen.
• Invoice proposals: the total value of proposals that have not yet been numbered. Click the amount to open the Invoice proposals screen.
• Number of invoices being processed: the number of proposals currently being numbered. The selected filters do not affect this number. AdminPulse updates it every few seconds until processing is complete.

Search and filter in the Invoices screen

Use the filters at the top of the Invoices screen to find invoices and credit notes or prepare a selection for an action.

Standard filters in the Invoices screen

• Search invoices: search by invoice number, relation name, structured message, etc.
• Type: select All, Invoice or Credit note.
• Invoice type: filter by an invoice type, such as Fixed amount, Advance, Settlement or Free.
• Invoice date: filter by the invoice date. Use a date range or a quick option, such as this month, previous quarter or this year.
• Expiry date: show only invoices with a due date within the selected date range.
• Payment status: select All, Paid invoices or Unpaid invoices. This filter is only available if you use payment tracking in AdminPulse.
• Error status: show invoices with or without errors detected by AdminPulse, such as a missing ledger account.
  👉 Important: this filter does not include errors from your accounting software.
• Method for sending invoice (relation): filter by the relation's preferred sending method, such as email or post.
• State: filter by email, export or Peppol status.
• Eigen bedrijven: show invoices for a specific own company.
• Invoice schedules: show only invoices with or without an invoice schedule, or invoices based on a specific type of schedule.

Quick filter buttons in the Invoices screen

Below the filters, you can find several shortcuts. They apply the relevant filters and update the totals at the top of the screen.

• All invoices: the default view without active filters.
• Unpaid invoices: show outstanding amounts when you use payment tracking in AdminPulse.
• Expired <30 days: show unpaid invoices that are less than 30 days overdue.
• Expired >30 days: show unpaid invoices that are more than 30 days overdue.
• Unsent invoices: show invoices that have not yet been sent by email or Peppol.
• Unexported Invoices: show invoices that have not yet been exported to your accounting software.
• Undelivered invoices: show invoices that were sent but could not be delivered by email or Peppol.

Advanced filters in the Invoices 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: search for a specific relation.
• Relation type: filter by Company, Sole proprietor or Person.
• Legal form: filter by the legal form of a relation, such as Ltd or non-profit.
• Assistants: filter by Assistant responsible, Assistant, Assistant (backup), Assistant associate, Assistant invoicing or Assistant senior.
• Relations with labels / Relations without labels: show relations with or without specific labels.
• Relation groups: filter invoices by relation group.
• Payment method: filter by payment method.
• Relation status: filter by Customer, Prospect, Own company or Other.
• Assignment template: filter by the template of the linked assignment.
• Handling level: filter by Normal, Yellow / Restricted or Red / Blocked.
• Credit note reason: filter by one or more reasons. Select Without credit note reason to show credit notes without a reason.

💡 Combine multiple filters to create a targeted selection for further action or follow-up.

Reset filters

Click Reset filters to clear all active filters at once.

Work with invoices and credit notes in the table

At the bottom of the Invoices screen, you can see a table with all invoices and credit notes that match the selected filters. You can change the table, apply column filters and perform actions on one or more documents.

Change and use the table

The table shows one row per invoice or credit note and includes columns such as Customer, Date, Due date, Amounts and State. You can change the view and filter specific columns.

• Change columns: click Change columns in the top-right corner of the table and select the columns you want to display. Available columns include I/C, Assignment, Own company, Customer code, Accounting no., Due Date, Original amount, Adjusted amount, Amount VAT excl., To pay, Paid, Balance, Invoice type, Peppol and State.
• Filter icons: some column headings include a funnel icon. Click it to set an additional filter. A red icon means that a filter is active.
• Export to Excel: export the current filtered invoice list to an Excel file.

Click a row in the table to view the invoice lines and related registrations. The details include the quantity, rate, subtotal and VAT.

For a credit note, the details also show the Credit note reason field if a reason was selected. If no reason was selected, the field does not appear. For more information, see Set up and use credit note reasons.

Create an invoice or credit note from scratch

To create an invoice or credit note manually, use the buttons at the top right of the screen.

• + New invoice proposal from scratch: create an invoice proposal without registrations or an automatic invoice schedule.
• + New credit note from scratch: create a new credit note proposal.

You can then complete the proposal in the Invoice proposals screen.

Perform batch operations on multiple invoices or credit notes

To perform the same action on multiple invoices or credit notes:

1. Select the invoices or credit notes using the checkboxes () at the start of each row or at the top of the table.
2. Click Batch operations in the top-right corner of the table and select an action.

Available batch operations

• Export selected invoices / Export all not yet exported invoices: export the selected invoices and credit notes to your accounting system. Without a selection, AdminPulse exports all invoices and credit notes that have not yet been exported.
• Download as ZIP: download the selected documents as PDF and UBL files in one ZIP file.
• Open in merged PDF: open all selected invoices in one PDF file so that you can review or print them together.
• Open as separate PDF files: open each selected invoice or credit note in a separate tab.
• Send via email: send the selected invoices by email.
• Send via Peppol: send the selected invoices through Peppol.
• Send via method for sending: send the selected invoices using the sending method set for the client.
• Mark as sent: change the status of the selected invoices to 'sent'. Use this action if you sent the invoices outside AdminPulse.
• Mark as exported: manually indicate that the selected invoices have already been exported to your accounting system.
• Mark as paid: change the payment status to 'paid'. This action is only available when payment tracking is active.
• Clear export status: remove the export status so that the selected invoices can be exported again.

👉 Some batch operations require specific permissions. If an action is not available, you may not have access to it. Contact your AdminPulse administrator for more information.

Perform actions on one invoice or credit note

At the end of each row, you can find the most common actions. Additional actions are available in the dropdown menu ().

Directly available actions

• Add payment: add a payment to the invoice.
• Send invoice / Send status: send the invoice or credit note using the sending method set for the client.
  After sending, the action button changes. Click it to view the sending information.
• Open PDF: open the invoice or credit note as a PDF in a new tab to review or print it.
• Download: download the PDF and XML files in one ZIP file.

Additional actions in the dropdown menu

Click the triangle at the end of the row to show additional actions:

• Download detail: download the invoice details. You can also include non-billable registrations.
• Email invoice: send the invoice by email and select the recipients.
• Mail reminder: send a payment reminder to the client by email.
• Search relation on the Peppol network: look up the recipient on the Peppol network to enable electronic delivery.
• Send via Peppol: send the invoice electronically through the Peppol network.
• Mark as sent: manually change the send status to 'sent'.
• Mark as exported: give the invoice or credit note the status 'exported'.
• Add attachment: add one or more files as attachments.
• Email history: view the sent emails, including the time, recipients and delivery status.
• Events: view who performed each action on the invoice or credit note and when.
• Open registration overview: open the Registration overview screen with the linked registrations.
• Export registrations: export the linked registrations to an Excel file.
• Billing history: view previous invoice amounts, invoice schedules and other historical information.
• Copy invoice: create a new proposal with the same content as the invoice.
• Make credit note: create a credit note based on the invoice. AdminPulse automatically adds it to the invoice proposals.
• Edit: open the numbered invoice to make changes.
  👉 Important: the original invoice number remains unchanged. If the invoice has already been sent, its send status also remains unchanged.
• Move back to proposals: remove the invoice number. This is only possible for the most recently numbered invoice.

💡 Good to read

This article provides more information about roles and permissions in AdminPulse:

• Employees and roles in AdminPulse