How simplified invoices work
A simplified invoice is the numbered sales receipt of a direct sale: the client is optional, and once approved it can only be voided.
Anyone with the «Sales» permission can open these documents. Creating, approving, voiding and converting them needs it in edit mode, and recording payments needs the «Treasury» permission in edit mode.
No paid add-on is needed.
Not every sale comes from a booked job. A freelance camera operator walks into your warehouse, picks up 4 rolls of gaffer tape and a spare battery, pays and leaves. You need a receipt for that sale, but you don't need a client record for them.
In Filmo, that receipt is a : the sales receipt of a , numbered with its own . Think of the till receipt a shop prints: it proves the sale and carries a number, but it doesn't have to name the buyer. It's still a tax document, so once it's issued, it stays issued.
You'll also see it called a sales receipt or a sales ticket, for example in the and in NEO. It's the same document.
Three ideas to keep in mind
- The client is optional. You can issue a simplified invoice with no client, or with a client that has no tax ID or address.
- Draft first, approval second. A «Draft» has no number: you can edit it and delete it. «Approve» gives it the next number, records your business details as they are at that moment and locks it. From then on it can only be voided, and its number is never released.
- It lives with your invoices. Simplified invoices have no sidebar entry of their own: you create and find them in «Sales» → «Invoices», in the same list as invoices and credit notes, and they use the same line editor.
Simplified invoice statuses
| Status | What it means | What you can do |
|---|---|---|
| «Draft» | In preparation, with no number | Edit, approve and delete it. It can't be sent yet |
| «Validated» | Approved: it has its number and is locked | Send, collect, convert and void it. It can't be edited or deleted |
| «Voided» | Voided with a reason; it keeps its number | View it. There's no going back |
The is separate: «Pending», «Partial payment» or «Paid», depending on the payments you record. The , which credits a simplified invoice, goes through the same three statuses.
Good to know
- Issuing a simplified invoice doesn't move stock or change an order's status. If it comes from an order, it only appears in the order's «Documents» card.
- It isn't a SEPA receipt. A SEPA receipt is the scheduled collection of an invoice paid by direct debit, in Treasury; a simplified invoice is a sales document.
- Approving one doesn't report it to the tax authorities, and it isn't sent to your accounting software.
Where everything is
| You want to | Where | How |
|---|---|---|
| Issue a receipt for a counter sale | «Sales» → «Invoices», arrow next to «New Invoice» → «Simplified invoice» | Create and approve a simplified invoice |
| Issue one for an order | The order's «Documents» card → «Add» → «Simplified invoice» | Create and approve a simplified invoice |
| Email it to the buyer | «Send», on its page | Send a document by email |
| Record what the buyer paid | The «Payments» card → «Add payment» | Record a payment on a simplified invoice |
| Give the buyer a full invoice | «Convert to» → «Invoice» | Turn a simplified invoice into a full invoice |
| Credit all or part of a sale | «Convert to» → «Simplified rectifying invoice» | Create a simplified rectifying invoice |
| Give the money back | The row's payment status in the «Invoices» list | Refund a simplified invoice |
| Cancel one issued by mistake | «⋮» → «Void» | Void a simplified invoice |
| Change how they're numbered | «Settings» → «Finances» → «Sales invoicing preferences» | Document numbering |
Up next
Not sure whether a sale needs a simplified invoice or a full one? See Simplified invoice or full invoice: which to use.