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, finalise them, 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 final yet; does not have a final invoice number yet. |
| Final | Finalised and awaiting payment. Finalising does not deliver the invoice to the client — see Getting an invoice to the client. |
| Paid | Paid in full. |
| Overdue | Final, 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 five underlying rules. Together they determine which action you can perform on each invoice and how an invoice reaches the client.
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 finalise 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 final 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 | Final | Finalise, delete |
| Final | 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 final invoice automatically becomes overdue once the due date passes without it having been paid in full.
Getting an invoice to the client ​
Finalising does not deliver the invoice. It assigns the invoice number, records the status and files the PDF as a document in the client's record — nothing more. Scrivio does not email the invoice and does not send it. To show the client the invoice in the client portal, there are three steps:
- Finalise the invoice. Only then does a stored document exist; there is nothing to share from a draft.
- Make the stored invoice document visible to the client. You do this on the Documents tab of the client record, using the visibility button next to the document — see Turning client visibility on or off. This needs the
documents.exposepermission — which belongs to the client record, not to billing. Visibility therefore lives on the document, not on the invoice: the invoice screen itself has no portal switch. Hide the document again later and the invoice disappears from the portal too. - Tell the client the portal exists. Scrivio sends no invitation and no notification about this. You point the client to
mijn.scrivio.nlyourself, where they request a sign-in link using the email address in their record. See Client portal access.
What the client downloads is the document as it was filed on finalising — not a fresh render using today's data. On the invoice detail screen, Stored document shows which document that is and how it came about.
To send the invoice outside the portal (by post or by email), download the PDF and send it yourself; Scrivio records nothing about that delivery.
Credit notes ​
You do not reverse a final 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 finalise 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 final, 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.
Finalise ​
Once a draft invoice is correct, you finalise it. The invoice then receives a final invoice number and the status Final, and Scrivio files the PDF as a document in the client's record.
- A single invoice — click Finalise in the action column (only shown for draft invoices), or Finalise on the detail screen.
- Multiple invoices — select the draft invoices and click Mark as final in the bulk bar. Invoices that are already final are skipped.
This action requires the billing.update permission.
Finalising does not deliver the invoice to the client. How the invoice reaches the client is described in Getting an invoice to the client.
Record payment ​
For final 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. Final, 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, finalise, record payment and delete. For a final invoice the detail screen also shows the Stored document — the PDF filed on finalising, which is what the client downloads in the portal.
Create credit note ​
A credit note reverses an already-final 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 finalise it yourself.
Important rules:
- Only final 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.