Make sure you have:

• the Finance addon enabled (please feel free to contact [email protected] if you would like more information on enabling this addon)

• the correct administrator permissions “accounting-view”, and “accounting-edit” (included with the Role “Accounting” in addition to “Superuser”)

• decided what type of invoice you need to send out and if you will use an existing template or start an invoice from scratch.

Send out a new invoice:

• Log in as admin with the permissions “accounting-view” and “accounting-edit”.

• Find the applicant who should receive an invoice.

• Open the applicant card and choose the “Invoices” tab.

• Click the “+ Add a new invoice” button.

• Choose an existing Invoice template

  • (optional only if you have the permission “templates”) or start a new invoice by choosing the “Blank invoice” option.

• Edit the information as needed:

  • Adjust the existing information under the “General details” tab as necessary.

    • Select the Institution.

    • Select the Issuer.

    • Select the Type.

    • Select whether a blind copy will be sent.

      • Specify the email to which the blind copy should be sent.

    • Select whether a note should be sent when collected (to your accounting department, for example).

      • Specify the email to which it should be sent.

    • Select whether a reminder should be sent when the deadline is approaching.

  • Adjust the existing information under the “Rows and currency” tab as necessary.

    • (optional) Click “Add a new row” to add a new item to the Invoice.

      • Provide the necessary information.

        • Under “Row”, add a description of the item.

        • Add a price.

        • (optional) Under “Qty”, add a quantity.

        • (optional) Add a unit.

      • Select an available currency.

  • Adjust the existing information under the “Instructions & smallprint” tab as necessary.

    • Payment instructions – this is where the bank name and account codes can be listed so the payer can successfully make a payment to a specific bank account.

    • Payer name - by default this is the name of the applicant, but it can be changed (for instance to make the Payer a parent or guardian of the applicant).

    • Payer email - by default this is the applicant’s email, but it can be changed.

    • Small print – this is a good place to include any additional information or legal text the Payer should know about.

• (optional) Click on the “Save” button to save the invoice without sending it out.

• Click on the “Save & send out” button to send the invoice to the applicant.

(optional only if you have the “accounting-collect” permission) Change invoice status:

• In the “Invoices” tab, click on the wrench icon next to the invoice you wish to edit.

• Select “Collect” to add a new collection.

  • Enter an amount.

  • (optional) Enter the date of collection – by default it will be today’s date.

• Choose Edit to do edits on invoice.

• Choose “Delete” if you wish to delete the invoice.