Prepare an invoice in the intended agency booking, review the saved document and check the complete PDF before sending. Keep the agreement, recipient details and payment information at hand.
Start from the right booking
Check the active agency, booking, agreed amount and currency.
Open the booking's Invoices tab and choose New invoice.
In Create invoice, choose Start blank (without template), or select the intended invoice template.
Review the receiver, sender, customer reference, invoice reference, issue date and payment due date. A blank start can include values from the booking or account, so review each prefilled field.
Complete the title, introduction, payment positions, closing text, terms and bank details. Save the whole invoice, then reopen it for review before using the preview or sharing controls.
Save both individual fields or positions and the invoice itself. Keep the document as a draft during review. Sending is a separate action.
Review recipients and linked contacts
Check the intended recipient and billing address. Recipient and customer-reference changes can also update the linked contact's main details. For a contact with a separate billing address, ask support to check the appropriate setup before changing these fields.
Afterwards, review both the saved invoice and the linked contact. Keep the invoice as a draft until both contain the intended information.
Amounts, tax and payment details
Compare each position with the agreement. Review its description, amount, currency, tax treatment and contribution to the total. Check whether the agreed amount includes tax and confirm the resulting total after entering the tax percentage.
Use a suggested deal amount when its value and currency match the agreement. For a manually calculated amount, use the manual-amount option and check the saved result and PDF. Review totals when using negative positions; an invoice position is separate from a credit-note or cancellation workflow.
Complete the sender's required business details, closing text and payment instructions. Review the final invoice against the requirements applicable to your business.
Invoice numbering and manual references
The invoice reference identifies the invoice. The customer reference is a separate customer-related field; a fixed customer reference in a template does not configure invoice numbering.
For booking-linked invoices without a Swiss QR payment slip, automatic numbering is based on the individual booking. It is separate from an agency-wide continuous sequence. Start number, prefix and format are currently fixed.
A manual reference applies to that invoice and does not set the next automatic number. Review references for uniqueness and continuity as part of your invoicing process; the current booking-based sequence does not guarantee either across the agency.
After entering a manual reference, check that it appears in the reopened draft, preview and downloaded PDF. Send the invoice once the intended reference is visible in the final document. Support can help you review the invoice link and relevant PDF page.
To prepare a document without a customer-reference row, clear that field and inspect the preview and actual PDF. Review the linked contact as described above. Check the invoice reference separately.
Configurable numbering rules and additional options for obtaining customer references from templates are planned. Share your required sequence with support before adapting an established process.
Swiss QR payment slips
The editor includes Attach Swiss QR code. This mode uses a separate payment-reference process. Confirm the reference format for your settings before using a freely chosen alphanumeric reference.
Review the bank details, reference requirements and complete generated payment slip. Check QR output separately from invoices without a QR slip. Support can help you confirm the setup before sending.
Review every page before sending
Sender, recipient and required addresses.
Visible invoice reference, customer reference where needed, issue date and due date.
Payment positions, currencies, tax values and totals.
Closing text, bank details and any payment slip.
Readable, complete content on every page, including the bottom of the document.
Review the actual downloaded file. For a template-based invoice, check that its saved defaults suit this booking and that the final document contains all intended information.
Payment status and issued invoices
Confirm receipt of payment before recording an invoice as paid. The booking's Completed status describes the booking and is separate from payment confirmation.
For an issued, sent or paid invoice, contact support before changing the original. Keep the original, any replacement and the outstanding amount traceable.
An external record can help you track these documents. It does not itself cancel the invoice or update the outstanding claim in Optune. Deleting an invoice, clearing its number or changing its status should not be used as a cancellation procedure. An integrated cancellation and correction workflow is planned.
Get help with your invoice
Send support the agency and booking or invoice link, the intended result, what the editor and PDF show, and the step you would like help with. Include a relevant screenshot or PDF page with unrelated personal, contact and bank details hidden.
Related help