Issue and manage a full invoice

A full (final) invoice (Schlussrechnung in German) is the main money document for a finished project. Create it from a signed offer so the line items, prices, and tax rates carry over without re-keying. This guide walks the whole lifecycle on one page: prerequisites, create, edit, issue, send, track payment, and the two recovery paths (void or credit note) when an issued invoice needs to be undone.

The Invoicing tab is the home for every invoice document (drafts, issued, sent, voided, credit notes) across all your projects. It's where you create new documents, find existing ones to send or download, and see what's still open or overdue.

Before you start

• Issuing details must be set once for your company. Without them, invoice creation is blocked with a banner ("You have to set your company information before creating any documents and review the document prefixes & number circles.") and you're taken to settings. An admin sets this up in Settings > Company settings > Invoicing > Issuing details (company info, document number prefixes, bank details, optional payment QR code). Once invoicing is activated, the Invoicing tab appears in the Portal left navigation. That's where you'll work from here on.
• The customer must already exist in the system. An invoice always attaches to a contact (and a Document Group) — create the customer contact before you start, whether you build the invoice from a signed offer, from an offer confirmation, or from scratch. "From scratch" means no prior offer is needed; it does not mean the customer record can be skipped.
• Your issuer country must be on the supported list: Germany, Austria, Switzerland, France, United Kingdom, Jersey, plus French overseas territories (Martinique, Guadeloupe, Réunion, Saint-Martin, Saint-Barthélemy, Saint-Pierre-et-Miquelon, French Guiana). Within this list, the Invoice and Credit Note options are available in the create dialog.
• You need editor-or-higher role, with invoicing enabled for your account. Editors and admins can create invoices.
• For the fast path: a signed offer for the residential project you're invoicing. You can also create from scratch; it just means more typing.

Create a full invoice

There are two paths into a fresh draft. The first one is the path you'll use 95% of the time.

From a signed offer (the fast path)

1. Open the Invoicing tab in the Portal nav.
2. Click New (DE: Neu) in the top right. The Create new document dialog opens.
3. Pick the document type: Invoice.
4. Choose From an existing offer. Use the Residential project picker to find the residential project you're invoicing.
5. A second dropdown (Option to import) appears. Pick the specific offer variant the customer signed.
6. Click Save. The invoice opens in the invoice editor at Draft status.

Line items, the show prices preference, the receiver contact, and the currency all auto-fill from the offer. What was quoted is what gets billed, with no double-entry.

Pro tip: This is also how you turn a signed offer into a final invoice when a project has already been billed in partial-invoice stages. The link from offer to invoice is the same: pick the project, pick the variant, the system carries everything across.

From an offer confirmation (Auftragsbestätigung)

If you've already issued an Offer Confirmation (DE: Auftragsbestätigung) for the project, use the Duplicate into type action on the issued offer confirmation. A new Invoice draft opens, pre-filled with the same line items, rebates, currency, and locale.

This is the cleanest path when your sales motion goes Offer > Auftragsbestätigung > Rechnung rather than straight from offer to invoice.

From scratch (no offer)

"From scratch" means no prior offer is needed — but the customer must already exist as a contact in the system. When you need to bill for something that wasn't quoted through Reonic (a one-off service, a top-up component, miscellaneous work):

1. Open Invoicing > New.
2. Pick Invoice as the document type.
3. Leave the Residential project picker empty, or pick an existing Document Group if one already exists for this customer.
4. Click Save. The editor opens with no line items.
5. Set the receiver contact (if not pulled from a document group), then add line items by hand.

Use this for material sales, ad-hoc components, service calls, or anything else that doesn't have a Reonic offer behind it. Every invoice still lands in a Document Group; here you're authoring it from blank.

Edit the draft

While the invoice is in Draft status, everything on it is editable. The editor is a split-pane view: your form on the left, a live PDF preview on the right.

Line items. At least one is required. If you try to issue with zero, you're blocked with "At least one line item is required." Each line carries a title, description, quantity, unit net price, tax rate (defaults to 19%), and an optional per-line rebate.

• Reorder lines by drag-and-drop on the line-item rows.
• Remove a line item with the row's delete action.
• Import additional items or packages from the offer by re-running the offer-import action (the same picker as the initial Option to import), useful when the offer has bundles you want to add piecemeal.
• Add a bill of materials (Stückliste) by importing the offer's components as individual line items. The level of detail is up to you: import the full BOM for a transparent customer-facing invoice, or aggregate by tax rate to keep the document short.

How prices show on the PDF. The show prices preference (the Line item grouping choice: individual components, grouped by category, or total price only) is set when you create the document. In the Create new document dialog, the Line item grouping dropdown appears once you've picked an offer to import from, defaulting to the same grouping as the offer. It is not a toggle inside the invoice editor. To change the grouping, set it at create time; if you need a different grouping after the draft exists, recreate the document with the grouping you want.

Hide subtotals or component detail. When the customer should see only a single line ("Photovoltaic installation, complete"), aggregate the BOM into one line item and remove the rest. The math stays correct because the totals are computed from whatever lines are on the document.

Document-level rebate. In the Rebates section below line items, add one or more document-wide rebates as either Absolute (flat €) or Percentage (%). Multiple rows are allowed and the labels print on the PDF, useful for itemising "Volume discount" and "Goodwill credit" separately.

Per-line rebate. To discount one specific component rather than the whole document, click the + in the line's unit-price (Stückpreis) cell to open its Rebate field. A per-line rebate is a flat currency amount only — percentage is available only on the document-level rebate above. Only that line's net adjusts and the document total re-flows.

Rebates reduce the net, before VAT. Whether per-line or document-level, Absolute or Percentage, a rebate comes off the net amount before VAT. "10% off" means 10% off the net, with VAT recomputed on the lower net. If a customer expects a discount expressed against the gross (VAT-inclusive) figure, convert it to the equivalent net amount yourself and enter that.

Price rounding is fixed at whole cents. Totals round to integer cents, and any residual fractions are spread across lines so the document still foots exactly.

Skonto (early-payment discount). Add a document-level rebate labelled Skonto if paid by [date] and note the cash-discount condition in the rebate description. The PDF prints the rebate line with your description. The rebate applies to the document net total (sum of line-item nets after any per-line rebates, before VAT). Enter the Skonto value as either a percentage of that net or a flat absolute amount; VAT then computes on the reduced net.

Currency. Set at draft creation from the offer (fast path) or from your workspace default (from-scratch). After the draft exists, currency is read-only. To switch currencies, void the draft and create a new one with the right currency from the start. Each invoice carries a single currency.

Locale (PDF language). Switch the language the PDF renders in via the gear icon in the editor header (DE, EN, FR, IT, plus others). The lock-in happens at Issue time, so you can change it up to the moment you click Issue invoice.

Due date and delivery period. Optional. The due date drives the Overdue auto-flag once it passes.

Memo, footer, bank details, QR code. The bank details default from your issuing details. The EPC QR code toggle (mainly used in DACH) prints a scannable SEPA QR on the PDF that pre-fills IBAN, amount, and remittance in the customer's banking app. Turn it on per-invoice if you want it; the default lives in issuing details. On the rendered PDF, the IBAN, BIC, and bank name print on the separate receipt page (the second of the two PDFs the customer receives) alongside the payment QR. The customer's email carries both PDFs and they scan or transcribe from the receipt page.

Payment methods on the invoice. Bank transfer is universal: your IBAN/BIC are on the PDF by default. The EPC QR code is the second method (DACH-friendly, scannable), which customers scan to pre-fill the transfer in their banking app. For pay-by-link or card payment, use an external payment provider.

Receiver contact. Editable on the right side of the editor. The contact you pick is who receives the invoice email when you send (the To is driven by this receiver contact). The invoice email is sent under your company's name and email (from your issuing details), not under the assigned account manager. To change your own company address that prints on the invoice (the sender block), edit it in Settings > Company settings > Invoicing > Issuing details; it applies to all future invoices.

Pro tip: The split-pane preview is a live render so you can see your changes. The official locked PDF exists once you click Issue invoice. Use the preview to catch typos and layout problems before locking.

Want to bill in stages instead? Use the Create partial invoice action in the editor's secondary-actions dropdown. It opens a separate flow with Percentage, Scheme, and Remaining variants that spawn partials linked back to this final invoice. Each partial is then issued via the same Finalize > Issue flow.

Customise the footer text — Text Templates

The PDF layout, header design, colours, and per-locale legal text are set by your issuing country and apply automatically. What you customise yourself is the footer text via Settings > Company settings > Invoicing > Text Templates:

1. Open Settings > Company settings > Invoicing > Text Templates.
2. Edit the footer text and end-notes that render below the document body.
3. Optionally set a footer logo URL.
4. Save. The change applies to new invoices going forward; already-issued invoices keep the text they were locked with.

For a different PDF layout beyond the footer, talk to your Reonic account manager.

Issue the invoice

When the draft is ready and the preview looks correct:

1. Click Finalize in the editor header (DE: Finalisieren). This opens the Review and finalize invoice dialog (DE: Überprüfe und schließe die Rechnung ab).
2. Review the PDF preview inside the dialog. The subtitle reminds you: "Once the document is finalized, editing won't be possible. You can still send or download it at any time."
3. Optionally tick Send email to customer in the dialog; your choice is remembered for next time.
4. Click Issue invoice (DE: Rechnung ausstellen) at the bottom right.

Issuing then:

• Generates the official PDF (locked version).
• Assigns the invoice number using your prefix and number circle (e.g. INV-2026-0042).
• Locks the document: fields go read-only, and the Finalize button is replaced by Export file and Send via email.
• Flips the status pill from Draft to Issued.

If you ticked Send email to customer, the Send-via-email dialog opens automatically after Issue succeeds. Otherwise, you can send later via the Send via email button (see Send the invoice below).

Pro tip: If the Issue invoice button is greyed out in the dialog, the PDF preview hasn't finished rendering yet. Give it a moment. If it stays greyed out, there's likely a validation problem upstream (zero line items, malformed tax rate); fix the draft and re-open the dialog.

Note: Locale lock happens at Issue. Once you click Issue invoice, the PDF language is fixed. Switch the locale before then if the customer needs the invoice in a different language than your default.

Note: The Issue action uses the exact version of the PDF you saw in the preview, so what you reviewed is what gets locked.

Note: If Issue doesn't complete, you'll see a toast titled "Error issuing document" with the details. The draft stays editable, so fix and retry.

Invoice numbers — DRAFT prefix, ranges, configuration

While in Draft, the invoice number shows as DRAFT-INV-... (or DRAFT-000 on freshly created documents). This is a placeholder; the official, sequential number is assigned at Issue, taken from your prefix + number circle.

A new invoice showing as DRAFT-RE or DRAFT-INV-000 simply means the document is still in Draft. Issue it and the number lands.

To configure prefixes or number ranges (e.g. start at a specific number for a new fiscal year, or change the prefix from INV- to something else): open Settings > Company settings > Invoicing > Issuing details. Number circles are per-document-type. Invoice, Partial Invoice, Credit Note, Offer Confirmation, Purchase Order, Delivery Note, and Letter each have their own prefix and counter.

Note: Picking prefixes is effectively a one-way decision. Once you've issued invoices with a prefix, changing it creates an audit-trail mess. Pick deliberately the first time.

You set the starting number and the prefix for each document type in Settings > Company settings > Invoicing > Issuing details. The document type is recognised by its prefix and counter, and each document type has its own sequence; the next document of each type takes the next number in that sequence.

What this means in practice:

• The counter per document type is automatic once the prefix is set.
• Resetting the counter (e.g. starting a new fiscal year on 2026-0001) is supported. Open Settings > Company settings > Invoicing > Issuing details and update the starting number for the relevant document type. Existing issued documents keep their numbers; the next issue picks up from the new starting number.
• Recognition runs on the prefix. If your tax adviser or accounting tool needs specific patterns to recognise Reonic-issued documents, encode that in the prefix (e.g. INV-, RE-, 2026-INV-).

Tax and VAT handling

Tax is per line, expressed in standard percentages (the default is 19% for Germany). Net, tax, and gross totals compute automatically as you edit. Country-specific VAT behaviour (DE Kleinunternehmer flag, FR TVA mention, UK CIS, etc.) is applied automatically on the finished PDF, based on your issuing-details country, so you don't pick country-specific tax rules in the editor.

Tax basis (accrual, VAT due on invoice date, or cash, VAT due on payment date) is a company-wide setting configured in Settings > Company settings > Invoicing > Taxation & Payment detail > Taxation. It affects how VAT is reported; the editor itself looks the same.

For commercial line items (e.g. wallboxes invoiced separately from the residential PV system), check the tax rate on each line. If a component should have a different rate from the system default, override it on the line.

Auto-send vs. send manually

When you tick Send email to customer in the Issue dialog, the Send-via-email dialog opens automatically right after Issue. You confirm and the email goes.

If you don't tick the box, the invoice issues and stays ready to send. You send it later from the issued document via the Send via email button (same dialog). Send is always an explicit click; nothing leaves Reonic without your action.

Note: Issue and Send are separate steps by design. Issue locks and numbers the document; Send routes the email and records the send timestamp.

Send the invoice

1. Open the issued invoice.
2. Click Send via email.
3. Confirm the recipient, pre-filled from the contact on the document. To send to a different address (the customer's accountant, a partner), edit the email in this dialog before sending; to change the default for future invoices, update the receiver contact on the project or the customer's contact record.
4. Send.

The customer receives two PDFs in one email:

• The invoice PDF (the official, numbered, locked document).
• A separate receipt PDF (payment-focused: bank details, EPC QR code if you enabled it).

The send timestamp is recorded on the document. Status moves from Issued to Sent.

To resend (or send to an additional address), re-open the document and click Send via email again. The underlying document is unchanged; only the email routing changes.

Note: If the customer says they didn't receive the email, ask them to check spam, then resend.

Note: When you invoice through a connected accounting tool, the customer and signed-offer records reach that tool as part of the offer hand-off, so they're already in place by the time you send the invoice. See the Invoicing overview for accounting-partner routing.

Three-dot menu on an issued invoice

Once an invoice is Issued, the row's three-dot menu carries the per-document follow-up actions:

• Duplicate spawns a new Draft invoice pre-filled from this one, useful as a template when you bill a similar project shape repeatedly. The duplicate gets its own number at Issue.
• Download as PDF pulls the official locked PDF without re-sending.
• Resend via email opens the same Send-via-email dialog as the Send via email button. The underlying document is unchanged; only the email routing changes.

International invoice fields — France, e-invoicing

Reonic invoices in DE, AT, CH, FR, UK, and Jersey plus French overseas territories. Within this list, country-specific tax mentions and number-format conventions are handled automatically.

For statutory e-invoicing formats that need a compliant artefact beyond a standard PDF, route through an accounting partner:

• Italy (SDI / FatturaPA). Italy sits outside the supported issuer list; invoice Italian customers through a separate Italian-compliant invoicing tool. See the Invoicing overview for accounting-partner routing.
• France e-invoicing / Factur-X. Reonic generates standard PDF invoices for French issuers. For hybrid PDF+XML formats like Factur-X, route through an accounting partner.
• Germany e-Rechnung (B2B XRechnung). Reonic generates standard PDF invoices. For the XRechnung XML standard required in some German B2B scenarios, route through an accounting partner.

Edit, void, or cancel an issued invoice

Once you click Issue invoice, the document is a locked, immutable record. This audit-trail discipline lets the document act as a legally-valid record in your accounting workflow. To correct anything after Issue, you have two paths: Void and start fresh, or Credit Note to adjust the balance.

Void (cancel) an issued invoice

Use Void when the invoice should never have gone out (wrong customer, wrong amount entirely, duplicate, sent to test data).

1. Open the issued invoice.
2. Trigger Void.
3. Confirm.

Voiding then:

• Generates a voided PDF for the document.
• Marks the document as cancelled.
• Removes it from payment expectations, so the document no longer counts toward Open or Overdue totals.
• Preserves the original invoice number, keeping the audit trail intact.

Optionally send the voided PDF to the customer so they know to disregard the original. This is its own send action.

Note: The voided document still exists with its original number; the next invoice you issue gets the next number in sequence.

Note: Void and Archive are orthogonal. Void is a lifecycle action that cancels an Issued money document, generates a voided PDF, and removes it from payment expectations. Archive is a UI-tidiness layer that hides Draft or Voided documents from default list views without changing their accounting state. To clear an Issued invoice from the list, Void it first, then optionally archive the voided document. Archive works per-document or per-Document-Group (cascade); see Filter the invoice list below.

Issue a credit note (correct or reduce an invoice)

Use Credit Note when the invoice is mostly correct but the amount needs to come down (invoicing error, scope reduction, equipment return, discount applied, pricing correction, tax adjustment).

1. Open the issued invoice.
2. Trigger Create Credit Note.
3. Pick a reason from the fixed list:
   • Invoicing error
   • Scope reduction
   • Equipment return
   • Discount applied
   • Pricing correction
   • Tax adjustment
4. The credit note opens in Draft, pre-populated from the original invoice. Edit the line items to credit (full invoice or a partial selection of lines and quantities), the memo / explanation text, and the due date if a refund is owed.
5. Issue the credit note using the same Finalize > Issue flow as an invoice.
6. Send it to the customer.

The credit note adjusts the outstanding balance of the original invoice. It's a separate document with its own number (prefix and sequence configured per-type in issuing details), and the original stays Issued. If the customer already paid, the credit note documents what's owed back; the actual refund is made outside Reonic through your bank or payment provider.

Pro tip: Pick Void or Credit Note based on the customer's situation: - Wrong document, should never have gone out → Void. - Right document, wrong amount → Credit Note. - Customer asking for a refund of money already paid → Credit Note (refund flow).

Why there's no "edit" path

By design, an issued invoice is an immutable record. You can't edit it, you can't re-issue with the same number, you can't reverse the issue. This is the audit-trail discipline that lets the document act as a legally-valid record in your accounting workflow. To correct after Issue, you either void and start fresh (new invoice, new number) or credit-note (preserve the original, adjust the balance).

Re-issue or correct an invoice

To functionally re-issue a corrected version of an issued invoice:

1. Void the original (or Credit Note it for the full amount if it's been sent and the customer needs the offsetting paperwork).
2. Create a new invoice with the corrected line items, prices, or contact data.
3. Issue the new invoice. It gets the next number in your sequence.
4. Optionally send both the void / credit-note PDF and the new invoice PDF to the customer so they have the corrected record plus the offset.

The same logic covers minor corrections (a typo in the memo, the wrong delivery date): void+reissue or credit-note+new-invoice.

Filter the invoice list — hide drafts, focus on what needs attention

The default Invoicing tab shows every document in your workspace (drafts, issued, sent, paid, voided) together. When the list gets long, filtering helps you focus.

• Filter by status. Use the status filter at the top of the list to narrow to Draft, Issued, Sent, Overdue, Paid, or Voided. Pick Issued + Sent + Overdue to see only documents that are live with customers. A successfully sent invoice shows a green envelope tag on the row; an invoice that was issued but not yet emailed shows no envelope tag, while its document status stays Issued either way. Filter on Issued to surface invoices that have a number but no sent tag, then resend via the row's Send via email action.
• Filter by customer / project. Search by customer name or project label to pull every invoice for a single relationship.
• Filter by date range. Useful for monthly close.

To keep drafts out of your view, set the status filter to anything except Draft, or commit to issuing or deleting old drafts. The cleanest pattern: issue drafts that are ready, delete drafts you won't use.

• Archive a single document or a whole Document Group. When a Draft is permanently abandoned, or a Voided document is cluttering the list of issued/paid invoices, Archive the row to hide it from the default view. List views hide archived rows by default; toggle archived on to see them. Archive cascades on a Document Group: archiving the group stamps every non-archived, non-deleted document inside with the same timestamp, and Restore group inverts the cascade using that shared timestamp (documents archived independently before the group action keep their earlier timestamp and are not restored automatically). To archive an Issued money document, Void it first, then archive the Voided document.

Pro tip: A draft you abandoned weeks ago is safe to delete from the editor; it never received a number, so no audit trail is broken. Issued documents are Voided rather than deleted. To keep the audit trail intact but the row out of your default view, archive instead of delete.

Track payment manually

Reonic tracks payment state separately from document state. After Send, the invoice is Issued/Sent and awaiting payment. You mark it paid when the money arrives.

To find invoices that are open, overdue, or in any other state, open the Invoicing tab. The document list shows status pills (Draft / Issued / Sent / Overdue / Paid / Voided) so you can scan for what needs attention, then click in to download the PDF or update the payment state.

1. Open the issued invoice.
2. Update the payment state:
   • Unpaid — default once Issued. Customer owes the full amount.
   • Partially Paid — record the partial amount received.
   • Paid — full payment received.
   • Uncollectable — write-off for invoices you accept won't be paid.
3. The Overview tab counters update accordingly.

If the due date passes and the invoice is still Unpaid, it flips to Overdue automatically. Overdue is a visibility flag for you. Your dunning and collections workflow lives in your accounting tool or a collections service.

Note: Once you manually adjust an invoice's payment state, the automatic Overdue flag stops touching that invoice. You own the lifecycle from that point. Keep this in mind if you flip a paid invoice back to Unpaid; it won't re-flag itself.

Pro tip: The EPC SEPA QR code on the receipt PDF is your reconciliation assist. Customers scan it in their banking app to pre-fill IBAN, amount, and remittance, which means fewer typos on incoming transfers and easier matching of a bank-statement line to an invoice. You still mark Paid manually once the money lands.

Lifecycle / state machine reference

`` Draft → Issued → Sent → (payment state: Unpaid / Partially Paid / Paid / Overdue / Uncollectable) ↓ Void OR Credit Note (the only ways "backward") ``

• Draft — fully editable. Lives in your workspace; no number assigned yet.
• Issued — locked. PDF generated. Number assigned. No further edits.
• Sent — email dispatched (with two PDFs: invoice + receipt). Send timestamp recorded.
• Void — cancelled. Voided PDF generated. Removed from payment expectations. Original number preserved.
• Credit Note — sibling document offsetting all or part of the original. Original stays Issued/Sent; balance adjusts.

Payment state moves independently of document state:

• Unpaid (default once Issued).
• Partially Paid (with amount and date).
• Paid (full).
• Overdue (auto-flagged when the due date passes; stops auto-updating after any manual edit).
• Uncollectable (manual write-off).

When a final invoice has linked partial invoices, the displayed payment status is computed: Paid only if all partials are paid, Partially Paid if mixed.

Things to know

• Issuing is one-way. Once you click Issue invoice, the document is locked and each number belongs to one document. To change anything afterward, use Void or Credit Note.
• No automated dunning. Reonic does not send reminder emails or postal letters for unpaid invoices; the automatic Overdue flag is a status marker only. Your collections workflow lives outside Reonic.
• Skonto runs through a document-level rebate. Label a rebate Skonto if paid by [date] with the cash-discount condition in the description.
• Locale and currency lock at set points. Locale locks at Issue (change the PDF language before clicking Issue invoice); currency locks at creation (change requires Void + new invoice).
• Line item grouping is a create-time choice. How prices print (individual, grouped by category, or total price only) is set in the Create new document dialog, not as a toggle inside the editor.
• Partial invoices lock the parent. Once any Draft or Issued partial invoice is linked to the parent, the parent is no longer editable. Plan partial creation around your editing window.
• Each invoice is handled individually. Issue, send, and mark paid happen per-document; there's no list-view Issue all or Send all.
• The customer receives invoices by email. End customers get the two PDFs (invoice + receipt) in their inbox; supporting material you want to add travels in a separate email, since there are no file attachments on the invoice.
• *Commercial (Gewerbe) projects are billed through your accounting tool for now. The Create new document dialog accepts residential projects as the invoice target; pick a Business project and it blocks with "Business projects aren't supported yet." The block is on the project type, not the contact: a business contact* can still receive an invoice through a residential or contact flow.
• Rebates and rounding are net-side and fixed. Rebates always reduce the net before VAT, and totals round to whole cents with no configurable rounding mode.
• Your own Reonic subscription invoices live elsewhere. Those are issued by Reonic to you, not by you to your customers; find them under Settings > Company settings > Licenses & Billing (see the Invoices section there). The invoicing module covers only your invoices to your customers.

Need help?

• Step-by-step questions about this flow → contact your Reonic account manager.
• Feature requests / something missing → contact your Reonic account manager.
• Bug reports → include a screenshot and the screen where it happened in your support email.

Last updated on August 4, 2026