🧾 Invoices and payments

These instructions show you how, in the Kundenkartei web app, you:

• create invoices (manually or automatically)
• send invoices (Word, PDF, e‑invoice)
• post incoming payments
• use the automatic dunning process

🔎 Status and workflow

Status	Meaning	Typical action
Draft	Not yet final; editable	Check, correct if necessary
Sent	Sent to the customer	Await the incoming payment
Partially paid	A part payment has been recorded	The balance is open, dunning periods run
Paid	Settled in full	Transaction completed
Overdue	The due date has passed	The dunning process starts

Tip: only set invoices to “Sent” after a final check, so that the dunning periods run correctly.

1️⃣ Creating an invoice

Invoices can be created automatically on the basis of quotes or orders – or manually in the “Invoice” module.

🔧 Step by step

1. Open an order or a quote.

2. Click “Create invoice”
   

3. Select the lines you want.
   

4. Click “Save invoice”

✅ As soon as all lines have been invoiced, the progress bar shows 100 %.

Note: partial invoices are possible. Lines that are not selected stay open and can be invoiced later.

2️⃣ Sending invoices

You can send the invoices you have created in three ways:

• 📧 By e‑mail
• 📝 As a Word document (editable)
• 📄 As a PDF (also with embedded XML for the e‑invoice)

Figure: preview of the created invoice

Clicking the corresponding icon creates the file and downloads it directly:

Tip: before sending, check the sender address, the payment terms and the due date.

3️⃣ E‑invoice in the ZUGFeRD format

The PDF invoice automatically contains the XML data for e‑invoices (ZUGFeRD).
Many ERP systems or PDF viewers can recognise it (e.g. Adobe Acrobat).

Figure: PDF with an embedded e‑invoice

Note: if recipients need a particular profile, agree the format/version in advance.

4️⃣ Posting an incoming payment

You can record incoming payments in two ways:

✅ 4.1 Directly in the invoice

1. Open the invoice.
2. Click the banknote icon.
3. Choose the payment method (e.g. bank transfer) and the date.
   

📚 4.2 In the trial balance

1. Go to Trial balance → Unpaid invoices
2. Find the invoice
3. In the PAIDON column, click the banknote icon
4. Enter the payment method and the date

Figure: a payment in the trial balance

As soon as the full amount has been posted, the payment progress bar is set to 100 %.

Part payments: you can record several payments. The balance stays open until 100 % is reached.

➕ Credit notes and cancellations

• Need a correction? Create a credit note for the invoice.
• Wrong invoice? Use a cancellation (as long as it has not been paid).
• Credit notes reduce the open or already paid amount according to the posting date.

Tip: in the credit note, refer to the original invoice number for clean traceability.

5️⃣ The automated dunning process

The integrated dunning process informs customers automatically when a payment is overdue.

🔁 How it works:

• Dunning levels and periods can be configured under:
  ⚙️ Settings → Dunning
• E‑mail templates for reminders can be customised individually
• No payment → an automatic e‑mail with the appropriate dunning level

Best practice: set up a friendly first reminder (payment reminder) without a fee, followed by escalating levels.

❓ Frequently asked questions (FAQ)

Why can I not save the invoice?

• Check the mandatory fields (customer, at least one line)
• Is the tax rate/unit correct?
• Session expired? Reload the page and try again

How do I post a part payment?

• Record the payment with the amount received
• The system marks the invoice as “Partially paid”; the rest stays open

Can I change an invoice that has already been sent?

• Changes are only possible in the “Draft” status
• After sending: use a credit note or a cancellation

The e‑invoice is not recognised by the recipient – why?

• Forward the PDF unchanged (do not print/convert it again)
• Check whether the recipient supports ZUGFeRD, and which version

🔗 Related topics

• 👉 Orders and jobs
• 📚 Trial balance
• 🗂️ Stock and stock postings

📝 Change history

Version	Date	Changes
1.3	20 August 2025	Status/workflow added, credit notes, FAQ extended
1.2	27 July 2025	Structure and language completely revised
1.1	23 July 2025	Screenshots and introduction optimised
1.0	First version	Origin of the page