The Invoice View

Invoice View Overview: A Comprehensive Guide

This page serves as a detailed guide to the Invoice View in Quiddly Operations Portal, the central place for managing all information, events, and actions related to a specific invoice.

The Invoice View is logically organized into three main sections:

General Details: Core identification and status information.
Invoice Attributes (Expandable Sections): Detailed debtor, address, and financial data.
Tabbed Detail Sections: Specific records, events, and settings organized into tabs.

1. General Details: Core Identification

This top section displays the core identity and status of the invoice.

Field	Description
ID	Unique internal identifier for the client associated with the invoice.
Client	The name of the client linked to the invoice.
Debtor	The debtor (or debtor name) related to the invoice.
Invoice Number	The external number used to identify the invoice.
Payment Reference	The number used for matching incoming payments.
Debit Invoice Number	N/A
Product	The product linked to this invoice.
Type	The nature of the debt (e.g., INVOICE, CREDIT INVOICE).
Is Recoursed	Indicates if the invoice debt is a recourse debt.
Paused Until	If the invoice process is paused, the date until the pause is active.
Use Recourse	Checkbox indicating if the recourse feature is being used.
Distribution	The method of invoice distribution (e.g., ELECTRONIC_INVOICE).
Main Status	The current processing status of the invoice (e.g., ACTIVATED).
Reason Codes	Any specific codes attached to the invoice process.
Ledger Status	The current status of the invoice within the ledger system.
Balance	The outstanding debt amount for the invoice.
Template	The design template used for distributing the invoice.
Financer	The entity currently financing the invoice.
Deliver confirmation	N/A
Refund	Checkbox indicating whether the invoice is a refund.
Part Payment	Checkbox indicating if part payment is enabled/active.

2. Invoice Attributes (Expandable Sections)

These sections appear directly under the General Details and can be expanded to view or edit granular data.

Section Name	Description	Key Information Included
Custom Attributes	Displays custom data fields configured for your organization.	Attribute, Value, Date columns.
Debtor	Full legal and identification information for the debtor.	ID, Customer Number, VAT number, and contact details.
Debtor Invoice Address	The name and full physical address used when generating the invoice document.	Name, Address lines, Zip, City, Country.
Debtor Delivery Address	A separate address used specifically for physical delivery of goods or services.	Name, Address lines, Zip, City, Country.
Terms	Defines contractual terms related to payment and delivery.	Payment Terms and Delivery Terms.
Remark	Fields for including internal or external notes on the invoice.	Short Invoice Remark and Additional Invoice Remark.
References	Various references used for tracking and communication.	Our Reference, Your Reference, and Your Contact Person.
Other Invoice Information	Miscellaneous details related to ordering and delivery.	Your Order Number, Order Date, Shipping/Delivery method, Project reference.
Dates	Key dates that govern the invoice life cycle.	Invoice Date, Original Expiry Date, Expiry Date, Delivery Date, Paused Until Date.
Fees	Itemized fees applied to the invoice balance.	Administration and Freight fees.
Balances	A financial summary of the debt components.	Capital, Reminder, Interest, and Reserved amounts.
Totals	A detailed financial breakdown of the final amount due.	Total Excl. VAT, Total VAT, Tax Reduction, Roundoff, and the final Total to Pay.
Currency	Details about the currency used for the invoice.	Invoice Currency, Base Currency, Exchange Rate.
Article rows	A line-by-line breakdown of the goods or services provided.	Article, Description, Quantity, Unit, Price, Discount%, VAT, and Total for each item.
VAT Declaration	Details the total VAT amount broken down by percentage rates.	Percentage Rate and corresponding Total amount for each VAT level.
Tracing Information	Audit log information about the invoice’s creation and activation.	Created Date, Activated Date, Booked By user/system.

3. Tabbed Detail Sections

These tabs provide access to detailed transaction, event, and configuration data for the invoice.

Tab Name	Description	Key Information/Sections
Events	A high-level chronological log of key invoice events and associated ledger transactions.	Ledger Events (Invoice, Expired, Reminder, Collection dates). Debtor Financial Events. Client Financial Events.
Payouts	The payouts that include this invoice.	Payout, Payout Batch (link), Payout date, Status and Payout total. The total is the whole payout, which can cover several invoices, not only this one.
Client Reports	The client reports where this invoice appears.	Report, Type, Status, Date, Linked via (Settlement, Account transaction, Payout reported or Booked report) and download buttons for the report documents.
Errands	The system errands on the invoice.	A list of errands such as pause and dispute errands. Open one to see the reason and comment that were given.
Notes	A history of all internal and external communication/notes logged on the invoice. Pinned notes stay at the top, the most recently pinned first.	New Note button. List of notes showing date, user and content. Tick Pin note to top when adding or editing a note to keep it at the top; pinned notes are marked Pinned. Attach files by dropping them in the upload area of the note dialog: PDF, TXT, CSV, XLS, PNG, JPEG, MP3 and WAV are accepted, up to 24 MB per file.
Credit invoices	Shown on a debit invoice. Lists the credit notes that have been issued or linked to this invoice.	ID, Invoice No, Client Name, Debtor Name, Total to Pay, Balance, Ledger Status.
Debit invoices	Shown on a credit invoice. Lists the debit invoices the credit invoice is linked to, that is, the invoices it was used against.	The same columns as the invoice list.
Payment Returns	Shown on a credit invoice. Lists the payment returns (payouts to the debtor) created for it, for example by a refund.	The payment returns of the credit invoice with their status.
Reminders	Shows the reminder communication profile settings and details.	General, Fees, Late Interest, Debt Collection automation rules, and the Levels communication table.
Invoice Profile	Displays the configurations set in the linked invoice profile.	The detailed configuration structure of the master profile.
Distribution	Records the attempt and success status of all invoice distributions.	The invoice’s own copy of the distribution settings (Enable Invoice Distribution, Enable Invoice SMS, Enable Interest Invoice Distribution, Interest Invoice Distribution Code and the channel list with Type and Attempts) and the Distributions log.
Document	Access to all files generated for or attached to the invoice.	Client ID, Raw File Name, Status, Topic (e.g., BOOKKEEPING, INVOICE), Type, Created date. The row menu offers Download Document and Regenerate, see Regenerate a document.
Part Payment	Settings and status for managing installment plans.	Status (Part Payment checkbox, Plan, Account). Approve Financing section.
Compliance	Section for tracking and recording compliance-related approvals or issues.	Lists compliance events with entity, status, description, and financial columns.
Charges	Details a history of fees and charges applied to the debt.	Date, Booking Date, Invoice Date, Description, Amount, Balance, Voucher.
Accounting	Shows all transactions posted to the accounting ledger related to the invoice.	Account transactions listed with Date, Booking Date, Invoice Description, Amount, Balance (locale), and Voucher columns.
Account Transactions	Provides a summarized and detailed breakdown of ledger postings, useful for reconciliation.	Summary: Internal Accounting, Internal Vouchers, Summary: Client Accounting, and Client Vouchers.
Guarantors	Information on any external guarantees associated with the debt.	Add Guarantor button and list of guarantors.

Located in the top-right corner, this menu allows you to execute various actions:

Action Name	Description
Debtor Portal	Opens the invoice view that the debtor sees (client-facing portal).
Download Preview	Downloads a preview version of the invoice document.
Download Invoice	Downloads the final official invoice document (e.g., PDF).
Download Invoice + Attachments	Downloads the invoice document along with any linked files or attachments.
Link to credit invoice	Links this debit invoice to a credit invoice. On a credit invoice the action is called Link to debit invoice. See Work with credit invoices.
Download Peppol BIS (XML)	Downloads the invoice as an e-invoice XML file in the Peppol format. See E-invoice file and Peppol.
Start part payment	Initiates a process to set up an installment plan for the invoice debt.
Register Direct Payment	Manually records a payment received for the invoice debt.
Dispute	Marks the invoice as disputed. Handling is paused with no end date, the invoice stays open and payments can still be registered on it. Use Resume to end the dispute. Not offered on invoices in a collection case. Use Dispute, not Stop, for an invoice the debtor contests.
Fast Forward	Speeds up the workflow or advances the invoice status to the next scheduled step immediately.
Pause	Temporarily halts the invoice’s scheduled processes (e.g., reminders or collection steps).
Stop	An emergency action that ends the invoice. The invoice gets the status Stopped and cannot be reopened. See Stop is not a way to close an invoice.
Rewind	Moves the invoice back to an earlier reminder step. See Invoice actions.
Recall from External Collection	Resets the external collection export so the invoice can be exported again. See Invoice actions.
Create Interest Invoice	Invoices the interest that remains once the capital is settled. See Invoice actions.
Writeoff Capital	Records a write-off against the principal debt amount (capital). The dialog has a Bookkeep in ERP checkbox, ticked by default. When it is ticked, the client voucher for the write-off is sent to the client’s bookkeeping.
Finance	Accesses options related to the financing status or configuration of the invoice.
Refund	Initiates the process for issuing a refund related to the invoice. See Invoice actions.
Change finance percentage	Modifies the percentage used for calculating finance fees or interest.
Invoice history	Opens the Invoice history log of recorded changes. See Invoice history.

Good to know

Stop is not a way to close an invoice

Stop is meant for emergencies. It writes off the whole remaining balance, closes the invoice with the status Stopped and does not send a voucher to the client’s bookkeeping or ERP, so the client has to handle the invoice in its own books. A stopped financed invoice is marked as recourse.

A stopped invoice cannot be reopened. If it was stopped by mistake, register the invoice again as a new invoice. An invoice number can only be used once per client, so the new invoice needs a new invoice number.
A payment that arrives for a stopped invoice has nothing left to settle on it. Return it to the sender or directly to the client.
To close an invoice with bookkeeping, use one of these instead: credit the invoice, write off the capital (with Bookkeep in ERP ticked) or register a direct payment (with Bookkeep in ERP ticked).
For an invoice the debtor contests, use Dispute. The invoice stays open, and Resume takes it out of dispute.

Find the payout and the settlement for an invoice

Open the Payouts tab to see the payouts that include the invoice and their dates, or the Client Reports tab to see the client reports where the invoice appears, including settlement notes, with download buttons.
The same information is in the invoice list. The columns Paid out and Client Reports are shown by default on Registry > Invoices, see The invoice list.
The Account Transactions tab shows the client accounting postings made for the invoice.

Why is the invoice paused

A pause creates a pause errand that carries the comment given when the invoice was paused, and a dispute creates a dispute errand. Open the Errands tab and then the errand to see why. The reason is different for every invoice.

Credit invoices and payments

A credit invoice can be used up by a payment, which is how it settles a debit invoice. A payment shown on a credit invoice is therefore not a payout to anyone: the debit and the credit invoice are linked and net each other out.

On the credit invoice, the Debit invoices tab shows which debit invoices it was used against.
On the debit invoice, the credit invoice appears as the source of the event. In Debtor Financial Events, use Show credit invoice on the event to open it.
A credit invoice used to settle a debit invoice is booked as a Payment event on the debit invoice with the credit invoice as its source. This is by design.

See Work with credit invoices for how credit invoices are linked and financed.

Postings before an invoice is financed

An invoice that is not yet financed lives on the service ledger. Postings made on it before it is financed, for example a write-off and its reversal, only affect that service ledger. The client account is affected from the financing event, shown as INVOICE_SERVICE_FINANCED under Debtor Financial Events.

Invoice history

Invoice history is a log of recorded changes to the invoice: actions performed by users (pause, resume, stop, dispute, write-offs, recourse, expiry date changes, set financing rate, recall from collection, notes), status changes, payments and credit invoice links. Reminder fees and interest that the system adds automatically are not listed there. They are financial events, and you find them under Debtor Financial Events on the Events tab.

Regenerate a document

On the Document tab, the row menu has Regenerate. It rebuilds that document from the invoice as it is now, and it does not send anything. Open the menu again and choose Download Document to get the new file. The entry reads Generating Document… until the file is ready. To give a debtor an updated part payment notice that shows what remains after a payment, regenerate the part payment document, download it and send the new file yourself. Refresh the page if the new file does not show.

The same action in a debt collection case is limited to some document types, see Debt collection.

Contract number

The contract number saved on the invoice is not mapped to the Finvoice field AgreementIdentifier. It is exported in the e-invoice XML file as ContractDocumentReference, which you get with Download Peppol BIS (XML). It is not exported for credit invoices.

E-invoice file and Peppol

The Peppol ID is a field on the debtor, under the E-invoice section of the debtor. It is a general debtor field, not tied to one integration.
Download Peppol BIS (XML) produces the file in the Peppol BIS Billing 3.0 format when Peppol BIS 3 is switched on for the client or for the whole environment. Otherwise the file uses the older Peppol UBL format. Contact Quiddly support to have Peppol BIS 3 switched on for a client.

Quick access to the invoice notes

In the invoice list, the Notes column shows a note icon on invoices that have notes. Click it to open the Invoice notes panel without leaving the list. New note in the panel creates a note on that invoice.