TABLE OF CONTENTS
2. Different functions for invoices
1. Viewing invoices
You can view invoices on the "Invoices" section of Koho. After an invoice has been created, they are in an unapproved state and they can be found on the "Unapproved" tab where they can be checked and approved. Unapproved invoices can still be edited and work sessions that are on unapproved invoices can still be returned to processing. You can read more about processing work sessions from this article: 4.1.1 Processing and invoicing sessions.
On the "Unapproved" tab you can filter invoices by customers, projects, responsible persons, accounting targets, content ( shifts, products or services), date or minimum value. You can also search for a specific invoice from the search field. Tip! If an invoice seems to be missing from the list, remember to check if you have some active filters.
By clicking an invoice on the "Unapproved" page, you can open a preview window for the invoice. On the upper part of the window you can see a summary of the invoice and on the lower part you can see the invoice rows.
Summary of the invoice:
Invoice rows:
2. Different functions for invoices
On top of the preview window you can see different functions for invoices:
- Show invoice this button opens the invoice to an own page and the preview window is closed.
- Edit from this button you can edit the invoice. Editing is covered in more detail on the next part of this article.
- Pdf this button prints the invoice to a pdf file that is opened into a new window. From the wheel symbol you can choose which invoice template is used.
- Approve button approves the invoice and moves the invoice to the "Pending" tab where it can be send.
- Not invoiced (delete) this button can be used if you want delete a contractual invoice and mark it as externally invoiced.
- Copy from this button you can create a new invoice with the same information and invoice rows. Note that work sessions are not transferred to the new invoice. Instead, they are showed as products.
- Delete this button deletes the invoice and returns the work sessions to processing. Deleting an invoice from Koho does not delete the invoice from an external invoicing software.
3. Editing invoices
After you have clicked the "Edit" button on the invoice, an edit window is opened where you can edit the following information of the invoice.
Customer information
By clicking the edit button next to the customer's name, you can edit the customer's information or change the customer. If you make changes to the customer's information, they are saved as you save the invoice.
General information and invoicing info
On this section you can edit e.g. the name of the invoice, billing date, payment term or references.
Adding invoice rows
You can add invoice rows from the "+ Add product" button. On the "Select products and services" window you can see all products in your product register and choose the ones you want to add to the invoice. You can scroll the list to find the desired products or use the search bar to find them. A product is selected by clicking the "+" sign next to its name. You can also add product bundles to the invoice by clicking the "Open / Close" link. After you have selected all the desired products, click the "Add selected products" button.
Editing invoice rows
You can edit the amount and price of a product directly on the row. If you want to make further definitions for the product, click the product's name. Then you can edit e.g. the product's name, description or give discounts. You can also change the order of the rows from the icon that is at the beginning of each row. Choose the icon from the row you want to move, press the cursor and move the row to the desired place on the invoice, and then release your cursor.
Adding uninvoiced work sessions
If the customer has uninvoiced work sessions, you can add them to the invoice by selecting the option.
Finally remember to save the changes you have made.
4. Sending invoices from Koho
After you have approved invoices on the "Unapproved" tab, you can go to the "Pending" tab of the "Invoices" section where you can send the invoices. You can select invoices one by one or select all invoices from the round symbol on the top row. After you have selected all desired invoices, you can send them by clicking the green "Send" button. Alternatively you can send invoices from the deliver button on each row. Depending on the integration, Koho generates a transfer file or transfers the data directly to the external invoicing system.
If invoicing data is transferred to the invoicing system via a transfer file, you must allow pop-up windows for the browser!
After sending, the invoices are transferred to the "Unpaid" tab (if your company is following ledger in Koho) or straight to the "Paid" tab.
If you have any questions or encounter problems when sending invoices, please contact our customer service at asiakaspalvelu@kohosales.com.