Create, review and finalize invoices

How it works

An invoice is created in three separate steps, each with its own preview and approval:

1. Create a draft – from a quotation, a sales order or several orders of one customer.
2. Review the draft – you check it in weclapp.
3. Finalize or book – only after your review.

Your assistant never finalizes an invoice in the same step in which it creates it. After creating the draft, it stops and asks you to review it.

Create a draft

1. Use an identity check to confirm you are working in the right system.
2. Ask for the draft, for example: “Create a draft invoice from sales order 1234. Show me the preview first.”
3. Check the preview and approve it.

The draft carries a preliminary number, has no document and no open item yet, and your invoice emails in weclapp have not been triggered.

Collective invoice: the assistant combines several orders of the same customer into one draft, for example: “Create a collective invoice for orders 1234, 1235 and 1236.” It checks every order first. If one does not fit – such as a different customer, a different currency, a prepayment order, an unconfirmed order or an order that is already fully invoiced – it names exactly that order and the reason.

Review and correct the draft

Review the draft directly in weclapp. A PDF is only created when the invoice is finalized; a draft has none yet.

While the invoice is a draft, the assistant can change its line items. Items that come from a sales order can be removed but not edited. The removed quantity is then open again on the order and is picked up by the next invoice.

Finalize or book

1. After your review, ask for example: “I have reviewed the draft. Finalize the invoice for order 1234.”
2. Check the preview. It lists the effects and the invoice emails your rules in weclapp would trigger. In that case the assistant only finalizes if you explicitly agree to these emails.
3. Approve and ask for the final invoice number.

There are two target stages:

• Finalize: the invoice receives its final number and its document. No open item is created yet.
• Book: additionally creates an open item for the gross amount. This works directly from the draft or later from a finalized invoice.

Once finalized, the assistant can create the invoice PDF.

Good to know

• Currently, standard invoices can be finalized and booked. The assistant declines credit notes, prepayment, partial and final invoices; finalize those in weclapp.
• A finalized or booked invoice cannot be deleted in weclapp, only cancelled. A cancellation is a separate step with preview and approval.
• The assistant creates invoices one at a time, not several in one call.
• Which steps you may perform depends on your plan and role. The Sales template creates invoices from quotations and orders; the Accounting template finalizes, books and cancels. See team and permissions.

The basic approval rules are in Review a preview and approve a change.