Invoice PDF Generation

Create professional invoice documents for delivery to clients.

How It Works

Invoice PDFs are rendered in the browser. The invoice editor shows a live preview of the document as you edit. When you send an invoice, the rendered PDF is uploaded and stored with the invoice, and that exact file is what the client receives — so the sent document never changes afterwards.

Generating PDFs

From a Single Invoice

Open the invoice
The PDF preview is shown in the editor
Click Download in the preview toolbar

Bulk PDF Download

For multiple invoices:

Go to Finance > Invoices
Select invoices in the table
Click the bulk download button
A zip file with all PDFs is downloaded

Invoice Layout

Standard Sections

Section	Contents
Header	Your company details, client name and billing address
Title	Invoice number, invoice date, due date, optional payment reference
Line Items	Descriptions, quantities, prices, VAT
Note	Optional note shown under the table
Footer	Payment instructions with total, due date and invoice number

When the invoice belongs to a subsidiary, the subsidiary's name and billing details are used in the header instead of the tenant's.

Email Delivery

Sending via Email

Open the draft invoice
Set the recipient email and optional message in the mail panel
Click Send and confirm

On send, the invoice gets its final invoice number, its status changes to Sent, and the PDF is stored on the invoice.

Email Contents

Component	Description
To	The invoice's contact email
CC	The sender (you)
BCC	Optional invoice BCC address from communication settings
Subject / Body	From the Invoice Sent email template, or a built-in default
Attachments	Invoice PDF, uploaded attachments, and the Terms & Conditions PDF if configured

Scheduling

Instead of sending immediately, you can schedule an invoice for a future date. The PDF is stored at schedule time and sent automatically on the scheduled date. Scheduled invoices can be unscheduled, returning them to draft.

Email Templates

Customize the email subject and body:

Go to Communications > Templates
Create or edit a template for the Invoice Sent trigger
Use placeholders for dynamic content

Available Placeholders

Placeholder	Inserts
`{{clientName}}`	Client's name
`{{invoiceNumber}}`	Invoice number
`{{totalAmount}}`	Total amount including tax
`{{dueDate}}`	Payment due date
`{{milestoneLabel}}`	Payment milestone label, if applicable

Document Customization

PDF appearance is configured in the tenant settings under the Documents tab:

Setting	Effect
Invoice footer (NL / EN)	Custom footer text, supports `{{total}}`, `{{dueDate}}` and `{{invoiceNumber}}`
Show row numbers	Numbers each invoice row
Hide VAT column when uniform	Hides the VAT column if all rows share one rate
Show discount lines	Includes discount rows in the PDF
Show client contact info	Adds the client contact's email and phone
Column order and labels	Reorder table columns and override labels per language
Terms & Conditions PDF	Attached to invoice emails; subsidiaries can override it

Documents are rendered in the client's preferred language (Dutch or English).

Invoice Numbers

Invoice numbers are generated automatically when an invoice is sent:

Part	Example
Subsidiary code	ASRR-
Type and year	INV2026
Sequence	0001, 0002...
Result	ASRR-INV20260001

Draft invoices use a temporary DRAFT- number until they are sent.

PDF Generation