Invoices ​
The Invoices screen lists all manual invoices for your organization — the invoices that are sent outside of Vecozo (for example, for private clients). You can search and filter invoices, download them as PDF or ZIP, mark them as sent, record payments, and create credit notes. The screen is intended for practitioners and finance administrators with access to billing.
This screen replaces the "Invoices" part of the older Billing documentation.
Overview ​
| Route | /invoices (overview), /invoices/:invoiceId (detail) |
| Audience | Practitioner, finance administration |
| Required permissions | billing.read (view); billing.update, billing.export and billing.delete for specific actions |
Every invoice has a status that determines which actions are available:
| Status | Meaning |
|---|---|
| Draft | Not yet sent; does not have a final invoice number yet. |
| Sent | Sent to the client and awaiting payment. |
| Paid | Paid in full. |
| Overdue | Sent, but the due date has passed. |
| Cancelled | Reversed through a credit note. |
At the top, the summary cards show the number of invoices, the total amount and — where applicable — the number of overdue invoices.
How invoices work ​
Before you start working with invoices, it helps to know four underlying rules. Together they determine which action you can perform on each invoice.
Gapless invoice numbers ​
Scrivio assigns invoice numbers gaplessly: there may be no gaps in the sequence. That is why a draft invoice does not yet have a number — the number is only assigned the moment you send the invoice. This rule explains the difference between deleting and crediting: a draft has not consumed a number yet and can therefore simply be deleted, whereas a sent invoice has already consumed a number and can only be reversed through a credit note.
Invoice lifecycle ​
An invoice moves through a fixed series of statuses. The status determines which actions are available:
| Status | Next step(s) | Allowed actions |
|---|---|---|
| Draft | Sent | Send, delete |
| Sent | Paid, Overdue, Cancelled | Record payment, credit |
| Overdue | Paid, Cancelled | Record payment, credit |
| Paid | — (final state) | No further status change possible |
| Cancelled | — (final state) | No further status change possible |
Overdue is not a manual step: a sent invoice automatically becomes overdue once the due date passes without it having been paid in full.
Credit notes ​
You do not reverse a sent invoice by editing or deleting it, but with a credit note. This does the following:
- The original invoice is preserved and moves to the Cancelled status — its invoice number therefore stays in the sequence.
- A new credit note with negative amounts is created, as a draft linked back to the original invoice. It only receives its own invoice number once you send it.
- A credit note always credits the full invoice; partial crediting is not possible.
See Create credit note for the steps and the rules on which invoices can be credited.
Totals and payments ​
The detail screen shows the subtotal, VAT, total amount, already paid amount and outstanding amount for each invoice. When recording a payment, the received amount must be greater than 0 and may not exceed the outstanding amount. As soon as the outstanding amount reaches 0, the invoice automatically moves to the Paid status.
Search invoices ​
Use the search bar at the top right to quickly find an invoice. The query filters on invoice number and client name.
| Field | Required | Description |
|---|---|---|
| Search term | No | Part of an invoice number or client name. The list filters instantly as you type. |
Draft invoices do not have an invoice number yet; search for these by client name.
Filter by status ​
Below the search bar are status buttons: All, Draft, Outstanding, Paid and Overdue. Click a button to show only invoices with that status. Each button shows the count of invoices in that status. The filter defaults to All.
Advanced filters ​
Click Filters at the top right to open the advanced filter panel. Here you refine the list by several attributes at once. The number of active filters appears as a badge on the button.
| Field | Required | Description |
|---|---|---|
| Period (From / To) | No | Restrict the list to invoices within a date range. |
| Status | No | All, unprocessed or processed. |
| Insurer | No | Filter by the linked insurer. |
| Practitioner | No | Filter by the responsible practitioner. |
| Location | No | Filter by location. |
| Care-demand typing | No | Filter by care-demand typing code. |
| Client | No | Search for and select a specific client. |
| Service code | No | Filter by service code. |
Click Apply to activate the filters, or Clear to remove all filters.
Select invoices ​
Tick the checkboxes at the start of the rows to select one or more invoices at once. As soon as you have selected at least one invoice, a bulk-actions bar appears with: Mark as sent, Download PDF and Download ZIP. The bar shows the number of selected invoices.
Download PDF ​
You can download an invoice as a PDF in two ways:
- A single invoice — click PDF in the action column of the row, or Download PDF on the invoice detail screen.
- Multiple invoices — select the desired invoices and click Download PDF in the bulk bar. The selected invoices are exported together.
Downloading PDFs requires the billing.export permission.
Download ZIP ​
For a bulk download where each invoice stays a separate file, select the invoices and click Download ZIP in the bulk bar. You receive a single ZIP file containing the individual PDFs. This action also requires the billing.export permission.
Mark as sent ​
Once you have actually sent a draft invoice to the client, mark it as sent. The invoice then receives a final invoice number and the status Sent.
- A single invoice — click Send in the action column (only shown for draft invoices), or Send on the detail screen.
- Multiple invoices — select the draft invoices and click Mark as sent in the bulk bar. Invoices that are already sent are skipped.
This action requires the billing.update permission.
Record payment ​
For sent or overdue invoices you record a received payment. Click Payment in the action column or on the detail screen. A dialog opens with the invoice details.
| Field | Required | Description |
|---|---|---|
| Received amount | Yes | The received amount in euros. Must be greater than 0 and may not exceed the outstanding amount. |
The Fully paid option automatically fills in the entire outstanding amount. After recording, the outstanding amount is updated; on a full payment the invoice receives the status Paid. This action requires the billing.update permission.
Delete draft invoice ​
Only invoices with the status Draft can be deleted — they have not yet consumed an invoice number. Click Delete in the action column or on the detail screen and confirm in the dialog. Sent, paid and cancelled invoices cannot be deleted; use a credit note instead. Deleting requires the billing.delete permission.
Preview invoice ​
Click View in the action column to open an invoice's detail screen (/invoices/:invoiceId). Here you see the invoice lines, the client, the totals (subtotal, VAT, total, already paid and outstanding), any notes and the payment reference. From the detail screen you can perform the same actions as in the overview: download PDF, send, record payment and delete.
Create credit note ​
A credit note reverses an already-sent invoice. The original invoice is preserved and moves to the Cancelled status (keeping the gapless invoice number intact). At the same time, a new credit note with negative amounts is created, as a draft linked back to the original invoice. The credit note only receives its own invoice number once you send it yourself.
Important rules:
- Only sent invoices can be credited.
- A draft invoice is not credited but deleted — no invoice number has been consumed yet.
- Paid and cancelled invoices are final and cannot be credited.
- A credit note always credits the full invoice.