Invoice notice

[mitietoni]

Invoice Ninja v5 Self hosted.

In some cases, official invoice is created and sent at the moment it is paid, not before.
The process is: quote created, quote sent, quote accepted, work done (or milestone reached), invoice notice sent, payment by customer, official invoice.

At the moment, as per my knowledge, this process is not present in invoice ninja.
As workaround I am creating an invoice with a special number, stating it is a special number to recap the payment to do then, when it is paid, I will convert manually to a normal number. In this case I lost the time of sent and time of payment as they will merge to the last one.

Unusable solutions:
Using a duplicate invoice. It will mess up statistics with numbers and paments.
Using quotes: it is not a quote, it is notice to pay. Also, it is not added correctly to statistics (to pay, completed payment).

Can we do something about it (ie adding a intermediate category between quote and invoice that is included into the statistics) that we can convert to invoice once it is paid?

Thanks

[turbo124]

You can send an invoice prior to any payments also, this would sound like the step you would want to include?

[mitietoni]

Unfortunately nope. Invoice notice is a full separated category and the numeration should be different.

Producing the invoice, send them and register the payment (as it is already possible) means we are giving a number to invoice and it becomes official with the date of creation, especially with electronic invoice. This is against many regimes that require invoice creation only after payment.
Also, if not inside a special regime, official invoices are immediately registered for paying taxes, while payment can arrive in 30-90-never days. For this reason most companies prefer to use invoice notice.

I imagine something like a separate category with numeration (following the process Quote, Invoice alert, Invoice) that can be converted to invoice once it is paid.
Invoice notice amount should be considered in the economic statistics "to be paid" with the date it was sent. This is needed to have a coherent date for payment statistics.

What about

• Invoice notice is created (let's say 1000 euro, date 1st of February).
• Customer pays on 28 of February.
• Invoice notice has a button that modify the status of the invoice notice to "paid" or "partially paid" (without amount, just a checkbox that can be modified).
• A button from invoice notice allows to create an invoice with all the same data of the selected invoice notice.
• The created invoice (as any invoice) has additional field with "invoice notice date", passed directly from the previous operation. This field should be editable.
• The payment is registered to the invoice, as it is already now.

In this way the payment statistics will stay coherent.

[turbo124]

@mitietoni ah, ok, this is what I would refer to as a sales receipt.

We do have functionality baked into the application for this type of document. We are yet to expose it, but it would be trivial to implement once released.