Finance & Documents

Purpose {#purpose}

Quoting, invoicing, payments, and PDF documents on orders.

Navigation: Order → tabs Finance & Calculation and Documents

Permissions: orders.finance, orders.pricing, orders.documents

Finance & Calculation {#finance-calculation}

Tab Finance & Calculation on the order (/app/orders/:id).

Calculation Groups {#calculation-groups}

Line items can be organized into calculation groups (e.g. “Equipment”, “Crew”, “Transport”). Groups make quotes and invoices easier to read.

Prices and Line Items {#prices-and-line-items}

Permission: orders.pricing

Apply Prices {#apply-prices}

After changing line items: Update prices / Apply calculation — depending on configuration, default prices from inventory are applied.

Create an Invoice {#create-an-invoice}

1. The order must have billable line items
2. Tab Finance → Issue invoice
3. The system creates an invoice snapshot from order line items
4. Order status may change to Invoiced

Invoice numbers are assigned automatically (organization-wide numbering logic).

Record Payments {#record-payments}

Payment Reminders {#payment-reminders}

For outstanding amounts:

1. Generate payment reminder
2. 1st reminder / 2nd reminder
3. Optional: Collections / Collections reminder

PDFs are generated from the invoice snapshot.

Credit Notes / Reversal {#credit-notes-reversal}

Reversal / credit note creates a credit note for an issued invoice. The order remains traceable in the audit log.

PDF Documents on Orders {#pdf-documents-on-orders}

Tab Documents or the PDF menu in the overview.

Commercial Documents {#commercial-documents}

Logistics Documents {#logistics-documents}

Finance Documents (per Invoice) {#finance-documents-per-invoice}

PDFs open in the browser at /app/orders/:id/pdf/:kind.

File Uploads {#file-uploads}

In addition to generated PDFs, you can upload files on the order (contracts, customer approvals, photos):

1. Tab Documents → Upload file
2. Choose file, optional description
3. Download via the document list

Pro Forma Without Invoice {#pro-forma-without-invoice}

A pro forma invoice can also be generated without a booked invoice — as a calculation preview for the customer.

Invoiced Orders {#invoiced-orders}

After status Invoiced, changes to material and line items are restricted. A confirmation dialog appears when saving — see changing-an-invoiced-order.

PDF Settings {#pdf-settings}

Logo, footer, and legal text come from Organization → PDF & Labels — see pdf-and-labels.

Last updated: July 2026