Invoice management
Invoices are the core of the platform. From editable drafts to finalized invoices with complete fiscal validity, the platform manages the entire lifecycle with automation, control, and regulatory compliance.
Invoice lifecycle
An invoice goes through different states from creation to final payment. Understanding this flow is fundamental for effective management.
Draft (draft)
Initial editable state. Invoice has no fiscal validity. You can modify everything: client, line items, amounts, taxes, date. You can delete draft invoices without restrictions.
- •Fully editable
- •Not officially numbered
- •DRAFT watermark on PDF
- •Can be deleted
- •Not sent to Veri*factu
Pending (pending)
Officially finalized and issued invoice. Has complete fiscal validity. Definitive invoice number assigned. CANNOT return to draft state (database restriction). Veri*factu chain initiated if active.
- •Fiscally valid
- •Official number assigned
- •Veri*factu activated
- •Limited editing
- •Cannot be deleted
- •May be locked if Veri*factu
Paid (paid)
Invoice collected. Useful for financial tracking and reports. Indicates full payment received from client.
- •Records payment date
- •Can return to pending or overdue
- •Included in financial reports
- •Client up to date
Overdue (overdue)
Pending invoice whose due date has passed. Useful for identifying late payments and collection management.
- •Delay alert
- •Can move to paid when collected
- •Useful for delinquency reports
- •Reminder management
Cancelled (cancelled)
Cancelled invoice without fiscal effect. Kept in system for audit but has no validity. Cannot be recovered once cancelled.
- •No fiscal validity
- •Kept in history
- •Preserves audit
- •Irreversible final state
Transitions: Allowed transitions: draft → any finalized state | pending ↔ paid | pending ↔ overdue | paid ↔ overdue | any → cancelled. PROHIBITED: any finalized state → draft.
Invoice creation
Single invoice
Create invoice for single client with custom line items.
- 1. Select issuing business
- 2. Choose recipient client
- 3. Set invoice date and due date
- 4. Add line items: identifier, description, taxable base
- 5. Review automatic VAT and IRPF calculations
- 6. Configure language (Spanish or English)
- 7. Payment method (currently only bank transfer)
- 8. Save as draft for review
- 9. When ready, change status to pending to finalize
Bulk creation (multiple clients)
Create same invoice for multiple clients simultaneously. Ideal for monthly recurring billing.
- •Select multiple clients from form
- •Define invoice template: line items, amounts, taxes
- •System creates separate invoice for each client
- •All share same line items and configuration
- •Each invoice has unique number per sequence
- •Recorded in audit as bulk operation
Tip: Perfect for subscriptions, monthly maintenance, or recurring services to multiple clients.
Invoice components
Invoice number
Automatically generated per business template. Example: 00001-2026-ABC. Unique and incremental. Cannot be changed once assigned.
Line items
Each item has: identifier, description, taxable base (without taxes). System automatically calculates total with VAT.
Taxes
Default VAT and IRPF from business, customizable per invoice. Can mark exemption if applicable. Automatic subtotal calculation.
Totals
Subtotal (sum of taxable bases), Total VAT, Total IRPF (negative, is withholding), Final total = Subtotal + VAT - IRPF.
Dates
Issue date (when invoice is created) and due date (when it should be paid). Both customizable.
Payment method
Currently only bank transfer with business or client IBAN (if override exists).
PDF generation
Each invoice can be downloaded as professional PDF in A4 format with clean design and all required fiscal information.
- ✓Professional A4 design with header and footer
- ✓Complete issuer (business) and recipient (client) data
- ✓Line items table with automatic pagination if needed
- ✓Fiscal summary: Subtotal, VAT, IRPF, Total clearly separated
- ✓SEPA EPC069-12 QR code for instant bank payment
- ✓Veri*factu QR code for public validation (if active)
- ✓Bank details for manual transfer
- ✓VAT exemption notice if applicable (with multipage support)
- ✓Automatic GDPR legal notices
- ✓Custom business footer
- ✓"DRAFT" watermark if in draft status
- ✓Date format per business configuration
- ✓Language per preference (Spanish or English)
SEPA QR: SEPA QR code allows your client to pay with a photo from their banking app, automatically filling: amount, IBAN, BIC, beneficiary, and reference.
Best practices
Always use drafts
- Create invoices in draft and review before finalizing
- Verify calculations, client data, line items
- Once finalized, CANNOT return to draft
Consistent numbering
- Do not change numbering pattern once started
- Maintain incremental sequence without gaps
- If migrating, start from next available number
Realistic dates
- Issue date should be consistent with service provision
- Due date per your payment terms
- Avoid future dates for issue
Rectifications correctly
- Never edit or delete finalized invoice with error
- Always use rectification invoice for corrections
- Include clear reason for rectification
Audit as ally
- Periodically review audit log
- Useful for detecting unauthorized access
- Facilitates dispute resolution with clients