Invoicing

TABLE OF CONTENTS

• Invoicing
• Creating invoices
  • Automatically
  • Manually
• Sending the invoice
  • Adjusting a sent invoice
• Payments & invoice activity
• Invoice due dates and instalments
• Configuration
• More information

Invoicing

To help you get paid for the courses you organize and reduce administrative overhead, Eduframe offers built-in invoicing functionality.

You can find invoices in several places, such as under Contacts, Organizations, or Courses. This shows you invoices for that specific person or course.

For a full list of every invoice in the system, go to the Invoices tab. Here you can:

• See all invoices in one overview.

• Search and filter by status to find a specific invoice.

The number displayed next to the "Invoices" tab indicates the total of open and expired invoices

Each invoice has a status so you can track its progress:

• Concept – The invoice has been created but not yet sent.

• Open – The invoice has been sent but not paid.

• Paid – The invoice has been sent and paid.

• Expired – The invoice was sent but not paid within the payment term (as defined in the invoice settings).
  
  

Creating invoices

Automatically

Eduframe automatically creates a concept invoice when you save an order that has a price (i.e. not marked as free or to be determined). Unless the invoice is paid during signup, it is not sent out automatically.

Before sending the invoice, you can review and edit its details.

Manually

You can also create an invoice manually by clicking the + Invoice button. This button is found on the main Invoices tab or within the Invoice tab in an Order, Organization or a Contact. 

When creating an invoice manually, you’ll need to:

• Select who the invoice is for (depending on the context)

• Optionally select a product to link the invoice to

Once you’re done, you can proceed to send the invoice.

Sending the invoice

Once your invoice is ready, you can send it using one of the following options. 

• E-mail – Sends the invoice via email.

• Mark invoice as sent – Used for invoices sent physically.

• E-invoice (Peppol) – Opens and sends the invoice via the Peppol network.

Choosing any of these options will:

• Generate the invoice number

• Create the PDF and UBL versions

• Change the invoice status to Open

Adjusting a sent invoice

Sent invoices don't automatically adjust after changes made to the order. They stay linked to the original details from when they were created, keeping your administration accurate and consistent. If you need to change an open invoice, we recommend creating a new invoice with the correct information and a credit note (a negative invoice).

Want to learn more about e-invoicing using Peppol? Check out this article.

Payments & invoice activity

• Under the Payments tab on the invoice, you can see any payments linked to the invoice.

• The Timeline & Activity tabs shows all actions and events related to the invoice.

Invoice due dates and instalments

Invoices have due dates based on the configured payment period in your settings.

If partial payments are enabled (under Payment options), and an order uses a partial payment plan, Eduframe will automatically generate multiple concept invoices according to that plan. Each invoice has its own payment status, even if they belong to the same order.

Do you need to use invoice data in an external system, such as for bookkeeping?

Eduframe supports several ways to export or sync your invoice data:
    •    Excel export
    •    Exact Online integration – Use our built-in integration to sync invoices with Exact Online.
    •    Power BI integration – Connect Eduframe to Power BI for reporting and analysis.
    •    Custom API integration – Build your own integration using Eduframe’s API.

Configuration

Want to learn more about configuring invoices? Check out our Invoice Settings article for a full overview.

More information

Click here for other Articles around the Settings page in Eduframe

Click here if you have any questions for support.