Invoices stand as the lifeblood of business transactions, serving as tangible records of services rendered, goods exchanged, and financial agreements upheld. At Enlivy, we recognize the pivotal role invoices play in the heartbeat of commerce. Efficient invoice management isn’t just a convenience; it’s a cornerstone of successful business operations.

In this article, we embark on a journey through the core of Enlivy’s invoicing module. From the intuitive invoice dashboard to the seamless process of sending and managing invoices, we’ll explore how Enlivy streamlines this essential aspect of your business.

We’ll offer more information about the Invoice Menu in Enlivy, Internal Invoices, External Invoices, and how the Invoice information affects the Main Dashboard of Enlivy.

The Invoice Menu In Enlivy

The invoice menu within Enlivy serves as the central hub for all inbound and outbound invoices. Here, users have access to a comprehensive repository of stored invoices within the Enlivy app. From this dashboard, users can efficiently navigate through their invoice database, employing features such as search functionality and tag filtering to locate specific invoices swiftly. Additionally, users can edit existing invoices directly from this interface and seamlessly add new invoices to the system.

Invoice Hub in Enlivy

The invoice hub revolves around a centralized table that displays crucial details about invoices, offering a comprehensive overview of each transaction. Key information includes:

  • Direction: Indicates whether the invoice is outbound (sent) or inbound (received).
  • Number: A unique identifier assigned to each invoice for easy reference.
  • Status: Provides insight into the current status of the invoice, such as “paid,” “sent via email,” “refunded,” or “overdue.”
  • Total: The total sum specified on the invoice.
  • Sent By: Identifies the business entity that initiated the invoice.
  • Received By: Specifies the business entity that received the invoice.
  • Issue Date: Indicates the date when the invoice was originally issued.
  • Paid Date: Reflects the date when the invoice was settled or paid.
  • Tags: Users can create and assign specific tags to invoices, facilitating quick filtering, sorting, or organization based on predefined criteria.

Furthermore, users have the flexibility to perform various actions directly from the invoice hub. They can download invoices as PDF files for documentation or editing purposes. Additionally, users can edit invoice details as needed, ensuring accuracy and customization tailored to specific requirements.

Invoices can be Edited, Deleted or Tagged, by clicking the button with the tree dots, in the right side of the screen, as seen in the next example:

More options for Invoices in Enlivy

Adding Invoices

Adding a new invoice in Enlivy is simple and fast. From the Main Dashboard, you just need to click on the Invoices Menu (on the left side), then click on the ‘Add Invoice’ button, in the right side of the screen:

First step when Adding an Invoice

In Enlivy, we have 2 main types of Invoices, Internal and External Invoices. Internal Invoices are the invoices that are generated using Enlivy, External Invoices are Invoices that we’re created using other programs or tools.

Adding an Invoice in Enlivy

Adding an Internal Invoice in Enlivy

Internal vs External when Adding an Invoice

Creating an internal invoice in Enlivy is quick and straightforward, typically requiring only a few minutes of your time. Internal invoices are those generated by your company and intended for clients. For instance, if your company sells apples, using Enlivy to invoice a client for 100 apples is a seamless process, devoid of unnecessary complications.

User Interface when Adding an Invoice in Enlivy

Let’s talk about the fields needed to be checked or filled up when adding an Internal Invoice in Enlivy:

  • Direction: Inbound – if the invoice is from a supplier, Outbound – if it’s for a client.
  • Bank Account: Select the bank account from/to which the invoice will be paid or will be receiving the sum of money of the invoice.
  • Invoicing User: the user that sends the invoice, for an Inbound Invoice the user is your supplier, for an Outbound Invoice the user is your company.
  • Invoiced User: the user that receives the invoice, for an Inbound Invoice the user will be your company, and for an Outbound Invoice, the user will be your business partner that sent the invoice.
  • Delivery Method: you can choose how the invoice will be delivered, you can choose between several options: email or delegate.
  • Payment Method: you can choose how the invoice will be paid, some of the options include: bank transfer, cash, Stripe or PayPal.
  • Currency: Select the currency of the invoice.
  • Prefix and Number: Choose a prefix for your invoice – these prefixes are customizable within Enlivy, and you can create multiple ones to suit different types of invoices. For instance, you might use “SERV” for invoices related to services and “PROD” for invoices involving products. Enlivy will automatically assign sequential numbers to the invoices based on the chosen prefix.
  • Issue Date: The date when you generated the invoice.
  • Due Date: The date when the invoice is due.
  • Status: You can choose between different statuses that you can set in the settings, such as – Draft, Scheduled, Pending, Sent Email, Paid, etc.

There are two more options that you can select for the Invoice: ‘Has Reference Invoice’ and ‘Has Tax’

‘Has Reference Invoice’: This option allows you to create an invoice that references an existing invoice. You can easily choose the reference invoice from a list of all previously generated invoices within the application.

‘Has Tax’: This option enables you to add taxes to your invoice. The tax settings are fully customizable to suit your needs, allowing you to include different types of taxes, such as various VAT rates.

Has Reference Invoice and Has Tax Check Buttons in Enlivy

Let’s suppose we have filled all the above fields, our invoice looks like this:

Example of Filled In Fields when Adding an Invoice

Now, we are missing the Product or the Service Details of the Invoice, which are required for an Outbound Invoice. The Invoice Details will appear, below our main information, once we have filled in the information, and looks like this:

Invoice Details in Enlivy when adding a product

The fields you need to complete here are straightforward:

  • Product: This is the item or service you are invoicing your customer for. When creating an Internal Outbound Invoice, you’ll select the product from a list you previously set up in the Product Management Sub Menu of Enlivy.
  • Product Type: This defines the category of the product. You can choose from a customizable list, such as Digital Product, Subscription, Physical Product, Bonus, etc.
  • Peppol Unit Code: Select the appropriate unit for your product, such as piece, hour, kilogram, and so on.
Selection of a Product Type

After selecting a product, the fields in the Invoice Details will be auto-completed based on the settings you have configured for that product. Refer to the screenshot below for more information:

Invoice Details

Enlivy also allows you to add multiple lines to the invoice. For example, if you want to include 5 different products, simply click the ‘Add Line Item’ button 5 times and select the appropriate product for each line.

Taxes on Outbound Invoices

You can add taxes to your invoices, with all tax settings fully customizable in the Enlivy Settings. By selecting the ‘Has Tax’ option, a new field will appear in the Invoice Details. Here, you can select the appropriate tax level. Once you’ve made your selection, click save, and your invoice will be generated.

Example of how tax application works on an Outbound Internal Invoice in Enlivy

The generated invoice includes all the necessary details, ensuring clarity and professionalism. With Enlivy, you can easily manage, customize, and distribute invoices, streamlining your billing process and enhancing client communication.

Example of a Invoice generated with Enlivy

Adding an External Invoice

Adding an external invoice in Enlivy is just as straightforward as adding an internal one. Since external invoices are typically received from suppliers, you won’t need to input product details. Simply enter the necessary information, such as the invoice details and, if applicable, the tax amount, similar to the internal invoice process. This ensures a quick and efficient way to manage invoices from your suppliers.

Enlivy’s Add External Invoice

Let’s talk about the fields that need to be checked or filled out when adding an Internal Invoice in Enlivy:

  • Direction: Select “Inbound” if the invoice is from a supplier, or “Outbound” if it’s for a client.
  • Bank Account: Choose the bank account from which the invoice will be paid or to which the invoice amount will be received.
  • Invoicing User: Identify the user sending the invoice. For an Inbound Invoice, this will be your supplier; for an Outbound Invoice, this will be your company.
  • Invoiced User: Identify the user receiving the invoice. For an Inbound Invoice, this will be your company; for an Outbound Invoice, this will be your business partner.
  • Delivery Method: Select the method of invoice delivery. Options include email or delegate.
  • Payment Method: Choose the payment method for the invoice. Options include bank transfer, cash, Stripe, or PayPal.
  • Currency: Select the currency for the invoice.
  • Number: The uniquie identifier of the invoice.
  • Issue Date: The date when the invoice is generated.
  • Paid Date: The date when the invoice was paid.
  • Status: Select the status of the invoice from options such as Draft, Scheduled, Pending, Sent Email, Paid, etc. These statuses can be customized in the settings.
  • Subtotal: The sum of money of the invoice
  • Discount: Add any discounts that appear on the invoice, this will automatically affect the total.
  • Total: The sum of money that is on the invoice.

Additionally, there are two more options you can select for the Invoice:

  • ‘Has Reference Invoice’: This option allows you to create an invoice that references an existing invoice. You can easily choose the reference invoice from a list of all previously generated invoices within the application.
  • ‘Has Tax’: This option enables you to add taxes to your invoice. The tax settings are fully customizable to suit your needs, allowing you to include different types of taxes, such as various VAT rates.

Adding Tax to an External Invoice

Adding tax to an invoice in Enlivy is straightforward. Click the “Add Tax” button, and a new field for taxes will appear on the right. Select the tax you want to apply and specify the percentage. Enlivy will automatically calculate the tax amount based on the invoice’s subtotal. Additionally, Enlivy allows you to create custom taxes and tax rules, enabling you to tailor them to your business needs. This flexibility ensures that your tax calculations are precise and aligned with your specific requirements.

Example of Adding Taxes to an Invoice in Enlivy

Taxes in Enlivy

Enlivy allows users to fully customize tax settings to match the tax regulations of their business’s location. This flexibility ensures that businesses can comply with local tax laws and manage their finances accurately. Here’s how Enlivy’s tax customization works:

  1. Setting Tax Rates: Users can define their own tax rates, specifying the percentage to be applied to invoices. These rates can be adjusted to meet the exact requirements of your business location.
  2. Creating Tax Classes: Enlivy enables users to create specific tax classes, categorizing different types of taxes according to their needs. This feature allows for a granular approach to tax management, making it easier to apply the correct tax to each invoice.
  3. Using Custom Taxes: Once tax rates and classes are set up, they become readily available for use during the invoice generation process. This ensures that all invoices are compliant with local tax regulations and accurately reflect the required tax amounts.

Below are some screenshots of the tax rates and tax classes we use at Enlivy:

Example of Tax Classes in Enlivy
Example of Tax Rates in Enlivy

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