Sales invoices

Sales invoices list

This page is your dashboard for managing all the invoices you have issued to your customers. It enables you to monitor the status of your payments, account for your invoices and get an overview of your revenues.

1. Dashboard overview

At the top of the page, a visual summary gives you a quick overview of the status of your sales invoices for the selected period:

Paid: The total amount and number of invoices you've already received.
Unpaid : Total amount and number of invoices awaiting payment.
Overdue: The total amount and number of invoices whose due date has passed.
Payment progress: A visual indicator showing the percentage of invoices paid in relation to the total.

2. Filters and search bar

Just below the dashboard, you'll find options for filtering and searching your invoices:

Filters by status: The tabs "All", "Unpaid", "Overdue" and "Paid" allow you to display only a specific category of documents. The number next to each tab indicates the number of documents in that category.
Search bar: You can search for a specific invoice by typing the customer name, invoice number, or part of the amount or date.
Add invoice" button: A purple button that lets you create a new sales invoice (see below).

3. The invoice table

This is the main part of the page, where each row represents a sales invoice. The table contains the following columns:

Invoice no.: The unique identification number of the invoice.
Customer: The name of the company or person to whom the invoice was issued.
Amount excl: The total amount of the invoice, excluding taxes.
Date: The date the invoice was issued.
Sent: Indicates whether the invoice has already been sent.
Status: The current status of the invoice, e.g. "Unpaid".
Validation: Describes the accounting status of the document. "Pending" means that it has not yet been processed or posted.

4. Pagination

At the bottom of the table, options allow you to manage pagination if you have a large number of invoices. Clicking on an invoice line displays the Invoice Summary View described above.

Invoice creation

As soon as you press the "Add invoice" button, a window opens, allowing you to create a new sales invoice. It is divided into several sections to guide you through the process, from basic information to product and service details. The process of creating an invoice is very similar to that of creating a quotation.

1. Basic information

This first section brings together general information about the invoice.

Customer : Your customer's name. You can select it from the drop-down menu. If, after typing the first few letters of your customer's name, the system finds that it is missing, you can create it either as a company or as a person. You will then be taken to creation window

Invoice creation

1. Basic information

This first section brings together general information about the invoice.

Customer : Your customer's name. You can select it from the drop-down menu. If, after typing the first few letters of your customer's name, the system finds that it is missing, you can create it either as a company or as a person. You will then be taken to creation window 2. Company data sheet or 2. Contact data sheet

Layout: Select a pre-defined layout template.
Invoice date: The invoice issue date.
Contact person: The name of the customer's contact person (optional, but useful for companies).
Order no.: The order number, if applicable.
Payment terms : Proposed payment terms. You can choose from a predefined list of 15 terms (e.g. "30 days end of month").
Currency: The currency used for the invoice, by default the euro.

2. Details of products and services

This section allows you to list as many items as required on the invoice.

Add, delete or reorder lines:

Click on the "+ Add" button to add a new line.
If necessary, use the little red garbage can to delete an unnecessary line.
Likewise, by clicking outside the boxes to be completed, the cursor in the form of a quadruple arrow ✥ lets you move the lines as you wish.

Table columns :

Description: The name of the item, service or product.
Quantity: The number of units.
Price excl. VAT: The unit price excluding VAT.
Subtotal: Calculated automatically (Quantity x Price excl. VAT).
Discount / Charge: You can apply a discount or charge to the line. By clicking on the "Add" button, you can specify the discount in percentage or amount, and add a reason.
Total: Line total after discount/charge.
VAT: The applicable VAT rate.

Add global discount/charge: Allows you to apply a discount or charge to the total amount of the invoice.

3. Managing discounts and charges

Discounts and charges can be applied in two ways:

By item line: To apply a discount or surcharge to a specific item.
Global: to apply a discount or charge to the total amount of the invoice, excluding tax.

These discounts can be expressed as a percentage (%) or an amount (€), giving you great flexibility in adjusting your invoices.

4. Attachments and notes

Attachments : This section allows you to add relevant documents (e.g. your general sales conditions, a technical notice, a calculation of details) by clicking on "+ Add a file".
Notes : A free text field where you can add additional information for the customer, e.g. specific conditions or details of any kind.

5. Page actions

Cancel" button: Cancels invoice creation. ⚠️ No draft is saved!
Preview" button: Previews the final invoice before saving it.
Save" button: Saves the invoice in your space without sending it.
Save & send" button: Saves the invoice and sends it by e-mail to the customer.

Invoice summary view

The summary view of a sales invoice allows you to consult its information, download it and carry out management actions.

1. Page header

Back to sales invoice list : The link at the top left allows you to return to the general invoice list.

2. Information" block

This section displays key information about the invoice.

Invoice number: The unique identification number of the invoice (e.g. "Sales invoice 2025 / 5").
Customer: The name of the company or person to whom the invoice was issued.
E-mail: The e-mail address of the recipient if it was mentioned in the customer record.
Date: Invoice issue date.
Download : You can download the invoice in two formats:

PDF : For a printable and readable version.
UBL: For the standard PEPPOL electronic invoice format, essential for B2B invoicing from 1/1/2026. Note, however, that this file and automatically supported by Fidly and does not usually need to be uploaded manually.

Attachment : If an attachment has been added to the invoice, it is displayed here. You can download it by clicking on the link.
Structured communication: This field displays the unique standardized code generated by Fidly to identify the payment.
Sending status: Indicates whether the invoice has been sent to the customer (e.g. "Pending").
Payment status: Indicates the current status of the invoice, e.g. "Unpaid".
Validation: Indicates the status of the document's accounting validation (e.g. "Pending").

3. Remarks" block

Notes: This area is a free space where you can add comments or internal notes about this invoice. The "edit" button (pencil icon) at the top right of the section allows you to edit the text.

4. Possible actions

Top icons:

The pencil icon lets you modify certain elements of an invoice until it has been sent or approved.
The "three dots" icon gives access to a small menu where you can choose to delete an invoice. However, this option is only available for the last invoice. Continuous numbering does not allow you to delete a previous invoice. If necessary, create a credit note using the button at the bottom of the page.

Bottom buttons: Below the invoice information, you'll find buttons to perform various actions:

Paid: Marks the invoice as paid.
Send: Allows you to send or resend the invoice to the customer, including a reminder letter.
Credit note: Creates a credit note for this invoice.
Approve: Validates the invoice for transfer to accounting.

5. Content" block

This block summarizes invoiced items with their quantity, unit price and various totals.

The block also displays the general invoice totals:

Total amount excl: The total amount excluding tax for all items.
Total VAT: The total amount of VAT, if necessary broken down according to the rates used.
Total amount incl. VAT: The total amount including all taxes.

PDF version of invoice

By downloading the invoice in PDF format, you obtain a professional, visually polished version of the document. This version includes your company letterhead, logo, customer details, invoice details (number, date, due date), a summary table of invoiced items, various totals (excl. VAT, incl. VAT) and payment information. This presentation is optimized for printing and archiving, guaranteeing clear legibility and compliance with professional standards. The logo and colors used for item display are those defined in the Personalization section.

Sending the invoice

When you click on "Save & send" at the bottom of the invoice creation page, or on the "Send" button in the summary file, a window opens to allow you to configure the invoice sending.

Sending mode: You have several options for sending the invoice, the first two of which (sending via PEPPOL) are only available when the customer is a company AND is registered on PEPPOL:

Send via PEPPOL and email
Send via PEPPOL only
Send via email only

Sender: This field is automatically filled in with your e-mail address if your domain has been validated, or invoicer@fidly.be with a reply address to your address if your domain has not been validated. For more details on this subject, see 1. Email address with personalized domain
Recipient(s): You can enter several e-mail addresses here, as you would in an e-mail program, by selecting at least one in "To" (direct recipients) and possibly also in "+CC" (normal copy recipients) or even "+BCC" (blind copy recipients).
E-mail template: The software offers pre-recorded text templates for specific situations. You can choose an appropriate template for an "Initial Send", a "First Reminder " or other types of communication. Note that you can also define your own templates with texts more suited to your business via section 2. Customized email templates
Personalization: You can then personalize the content of the e-mail. The subject and body of the message can be modified, and the invoice is automatically attached in PDF format. You can also use the buttons to bold or italicize parts of the message. The specific code #INVOICENB# will automatically be replaced by the actual invoice number.

Once you've checked the information, click on "Send" to send the invoice.