• 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 (“instance”)

• knowledge of what invoices will be generated regularly

• Decide what type of invoice templates you need to create, set up invoice series under Finance >

Create a new invoice template:

• Log in as an administrator with the permission “instance” (included with the Role “Superuser”).

• From the Main menu, go to: Automation > Invoice Templates.

• Click “+ New invoice template”.

• Configure the Invoice template as needed. (See the “Configure existing Invoice templates” section below.)

Configure existing invoice template (except automatic invoices):

• Click on the wrench icon next to the target Invoice template and click “Edit details”.

• Name the Invoice template (you can edit the name later) and click “OK”.

• Add a Series number by choosing a pre-created Series number. (For more information on creating a custom Series number, see the “Create a custom Invoice Series.)

• Navigate between “General details”, “Rows and currency” and “Instructions & small print” tabs by clicking on the names.

• From the “General Details” tab:

  • (optional, if in a multi-institution system) Choose an Institution name.

  • (optional) Issuer – whose name and signature (if added to the administrator profile) will be automatically shown on the invoice.

  • Choose the invoice “type” from the drop-down list.

  • Tick/ untick additional options.

  • Set a deadline.

• From the “Rows and currency”:

  • Fill in the Row with an item name, price, quantity, and Unit as needed.

    • Add additional Invoice rows if needed.

  • Select the appropriate currency.

  • Select the appropriate VAT rule. It will be added to the total sum.

• From the “Instructions and small print” tab:

  • Add any necessary payment instructions and small print to appear on all invoices made using this template.

• Always make sure to save your changes by clicking on the “Save” button!

Configure Invoices to send out automatically:

• If you want this invoice to be sent to applicants automatically, please contact [email protected].

• To edit an existing Invoice template, go to Automation > Invoice Templates on the left side menu.

• Click on the little tool icon next to the template and click “Edit details”.

• Remember to save changes after you are done.

Delete existing invoice template (except automatic invoices):

• To delete an existing Invoice template, go to Automation > Invoice Templates on the left side menu.

• Click on the wrench icon next to the template and click “Delete”.

• Cofirm by clicking on “Sure”.