Invoices

The Invoices tab is the billing output area in Aerolync. All generated invoices appear here with their details and send status, and this is where you review, send, and track delivery of invoices to your relations.

When to use Invoices

Open this tab when you need to:

• Review invoices that have been generated
• Send an invoice to a relation via email or Peppol
• Check whether an invoice was successfully delivered
• Look up an invoice by number, date, or relation
• Confirm that billing information is correct before sending

Understanding the invoice list

Each row in the Invoices tab represents one generated invoice. The columns provide the following information:

Sending an invoice

Sending via email

1. Open the Invoices tab.
2. Locate the invoice you want to send.
3. Verify that the billing name and amount are correct.
4. Click the send action for the invoice.
5. Select email as the delivery method if prompted.
6. The system sends the invoice to the email address configured in the relation's billing profile.
7. After sending, the Email send status column updates to reflect the delivery result.

Sending via Peppol

Peppol is an electronic invoicing network used in certain regions and industries. If a relation has Peppol delivery configured:

1. Open the Invoices tab.
2. Locate the invoice you want to send.
3. Click the send action.
4. Select Peppol as the delivery method if prompted.
5. The system transmits the invoice through the Peppol network.
6. After sending, the Peppol send status column updates to reflect the delivery result.

Common tasks

Reviewing invoices before sending

Before sending a batch of invoices, review them to ensure accuracy:

1. Open the Invoices tab.
2. Filter by date or status to show only unsent invoices.
3. For each invoice, verify:
   • The billing name is correct (matches the relation's official billing details)
   • The amount matches the expected charges
   • The linked relation is the right person or organisation
4. If anything looks incorrect, navigate to the relation's Billing tab to update their billing profile before sending.

Checking send status after issuing invoices

After sending invoices, confirm they were delivered:

1. Open the Invoices tab.
2. Look at the Email send status and Peppol send status columns for the invoices you sent.
3. If a status shows as failed, investigate the cause:
   • For email failures, check that the relation has a valid email address in their billing profile.
   • For Peppol failures, verify the Peppol configuration in the relation's record.
4. Resend the invoice once the issue has been resolved.

Looking up a specific invoice

1. Open the Invoices tab.
2. Search by invoice number, relation name, or date.
3. Review the invoice details in the matching row.

Sending multiple invoices

When you need to send a batch of invoices at once:

1. Open the Invoices tab.
2. Filter the list to show only the invoices you want to send (for example, by date range or unsent status).
3. Use the available batch send action if one is provided, or send each invoice individually using the send action.
4. After sending, review the send status columns to confirm all invoices were delivered.

Billing profile and invoice accuracy

The billing name and delivery address on each invoice come from the relation's billing profile. If an invoice shows incorrect billing information:

1. Navigate to the relation's record in Relations.
2. Open their Billing tab.
3. Update the billing name, address, email, or Peppol details as needed.
4. Future invoices for that relation will use the updated information.

Keeping billing profiles up to date is essential for accurate invoice delivery. Review billing profiles periodically, especially when relations change their legal name or contact details.

How Invoices relates to other tabs

• Transactions -- invoice amounts correspond to debit entries in the Transactions tab. Each invoice generates one or more transaction lines.
• Balances -- unpaid invoices contribute to the outstanding balance visible in the Balances tab. Once a payment is received and matched, the balance decreases.
• Wire Transfers -- wire transfers often correspond to invoice payments. When reconciling transfers in the Wire Transfers tab, the remittance information frequently contains the invoice number.
• Relations -- invoice configuration (billing name, address, Peppol settings) is managed in the relation's Billing tab. The full invoice history for a relation is also visible from their record.

Good practice

• Review send status after every invoicing run. Do not assume all invoices were delivered. Check the status columns and follow up on any failures.
• Keep billing profiles clean. Invoices are only as accurate as the billing data in Relations. Incorrect names, addresses, or email addresses lead to failed deliveries and billing disputes.

• Verify before sending. Take a moment to check the billing name and amount before hitting send, especially for large invoices. A sent invoice is harder to correct than an unsent one.
• Use invoice numbers for reconciliation. When following up on payments, reference the invoice number. This makes it easier to match incoming wire transfers to the correct invoice.
• Investigate failed sends promptly. A failed email or Peppol delivery means the relation has not received their invoice. Fix the underlying issue and resend as soon as possible to avoid payment delays.
• Link invoicing to your reconciliation workflow. After sending invoices, monitor incoming payments in the Wire Transfers and In-App Payments tabs. When payments arrive, match them to the corresponding invoice for a complete audit trail.