Where to find Sales Invoices
- On your sidebar, go to Finance → Sales
- Then go to Sales Invoices tab
Sales Invoices (detail page)
To see the Invoice detail page, you have to click on the proper invoice in the table.
From invoice detail page, user can:
For issued invoices:
- See related documents (invoice)
- Create credit note
- Copy: company name, billing details, VAT number, invoice number
For draft invoice:
- Edit invoice draft
- Delete invoice draft
Sales Invoices list
Access detailed information to manage your sales effectively and ensure timely clients payments. Here you have:
- Invoice: Document Invoice Number
- Status: Draft Invoice (can be edited) or Issued Invoice (not editable)
- Related Credit note: credit note related to this invoice
- Document type: Invoice or Credit Note
- Amount: Sales invoice total amount
- Customer: Customer name information
- Due date: Sales invoice due date
- Operation Date: Sales invoice date
These data are dynamic and will adjust based on the filters you set.
How to manage sales invoices
Sales invoices and credit notes can undergo these distinct actions:
- Create a credit note: create a credit note from that invoice.
- Download PDF: download issued invoices in your device
- Edit Draft: Only available in Draft invoices.
- Delete draft invoice: Only available in Draft Invoices. Deletes the draft invoice from Sales Invoices list permanently.
- Duplicate invoice
How to edit a sales invoice
There are two ways to edit a sales invoice:
- Accessing through clicking on the invoice in the data collection table.
- By clicking on the Edit Draft button
Changes are only available for Draft Invoices, not for Issued invoices
What information can be edited
- Invoice number: identification number of the invoice
- Currency: specify the currency of the operation
- Invoice date: date of the document
- Due date: due date of the invoice
- From: Legal entity name
- Bill to: Client
-
Line item: Items and/or services detail provided by the legal entity.
- Item
- Quantity
- Price
- Tax rate
- Retention (only Spain): Withholding amount
- Discount %: Global commercial discount on invoice
-
Custom elements: Add business operations and other info in the document.
- Memo
- Footer
After making any changes, you can choose to Save Draft or Issue Invoice.
If you want to keep your changes but are not ready to issue the invoice, click Save Draft. If you don’t want to save the changes, you can simply click the X icon in the top left corner to close the view without saving.
When you click Issue Invoice, the system automatically saves the invoice as a draft. If any required information is missing (e.g. on the legal entity or the client), the invoice won’t be issued, but the draft will still be saved. You can safely close the view and return later to complete it.
Issued invoices cannot be deleted or edited. If you're unsure whether all information is correct, we recommend saving it as a draft first.
How to create a Sales Invoice
Create effortless invoices on the fly. An invoice can be created by following the next steps:
- Go to Finance → Sales → Sales Invoicing → + Create Invoice red icon Fill your invoice data
- Serial sequence: you select a serial sequence or create a new one if you want
- Currency: specify the currency of the operation
- Invoice date: date of the document
- Due date: due date of the invoice
- From: Legal entity name Bill to:
-
Contact: The selector shows both clients and vendors.
If you choose a vendor as the contact for an invoice, they will automatically be converted into a client once you save the invoice. You’ll then see them listed in the Clients section. You can also easily create a new client. - Line item: Items and/or services detail provided by the legal entity.
- Item
- Quantity
- Price
- Tax rate
- Retention (only Spain): Withholding amount
- Discount %: Global commercial discount on invoice
-
Custom elements: Add business operations and other info in the document.
- Memo
- Footer
- Click on Save draft if you want to keep the work for next editions work or just click on Issue invoice
How to export sales invoices list
- Go to the Sales invoices section
- Click three dots icon in the top right corner
- Select Export
- Choose the desired format, apply necessary filters, and configure column names to suit your requirements
- Click on Save
You will receive an email with the exported file, and you can also find it in your documents section in Factorial.
Where to find Quotes
- On your sidebar, go to Finance → Sales
- Then go to Quotes tab
Quotes (detail page)
To see the Quote detail page, the user needs to click on the proper quote in the data collection table.
From quote detail page, user can:
- Download PDF: download quote in your device
- Edit Quote: This option is only available if the quote has not been converted to an invoice previously (so for a draft).
- Convert to invoice: If you click on this option, quote will generate a draft sales invoice automatically. This Sales Invoice can be found in the Sales Invoices tab. This action automatically changes quote status to accepted.
- Delete quote: Only available if the quote has not been converted to an invoice. Deletes the quote from the quote list permanently.
- Go to associated invoice: This option is available only for quotes with related invoices.
- Duplicate quote: Create identical quote.
Quotes list
Full access to client proposals and their due dates. Ideal for quantifying opportunities. Here you have:
- Quote: Document quote number.
- Invoice: Invoice created from related quote.
- Status: Accepted (has related invoice), draft, rejected.
- Amount: Quote total amount.
- Customer: Customer name information.
- Expiration: Quote proposal valid date.
- Quote Date: Quote document date.
How to manage quotes
Quotes provide six actions:
- Download PDF: download quote in your device
- Edit Quote: This option is only available if the quote has not been converted to an invoice previously (so for a draft).
- Convert to invoice: If you click on this option, quote will generate a draft sales invoice automatically. This Sales Invoice can be found in the Sales Invoices tab. This action automatically changes quote status to accepted.
- Delete quote: Only available if the quote has not been converted to an invoice. Deletes the quote from the quote list permanently.
- Go to associated invoice: This option is available only for quotes with related invoices.
- Duplicate quote: Create identical quote.
A quote converted to invoice will add > -- meaning that once the invoice has a document number, the quote related to that invoice will also have one.
How to edit a quote
- Go to a specific quote draft that should be edited, then click on the three dots icon and click on Edit Quote option.
- Click on the quote on the list in a data collection table and then click on a button “edit” in the right upper corner.
Changes are only available for quotes not converted into invoices.
What information can be edited:
- Quote number: identification number of the quote.
- Currency: specify the currency of the operation.
- Quote date: date of the document.
- Expiration date: due date of the invoice.
- From: Legal entity name.
- Bill to: Client.
-
Line item: Items and/or services detail provided by the legal entity.
- Item
- Quantity
- Price
- Tax rate
- Discount %: Global commercial discount on invoice.
-
Brand Elements: Company logo.
- Logotype
-
Custom elements: Add business operations and other info in the document.
- Memo
- Footer
How to create a Quote
Boost your business with professional Quotes. Now you can track business opportunities and finalize the process with a sales invoice.
- On your sidebar, go to Finance → Sales → Quotes → + Create Quote
- Fill your quote document with the following information:
- Quote number: number of the quote.
- Currency: specify the currency of the operation.
- Quote date: date of the document.
- Expiration date: due date of the invoice.
- From: legal entity name.
- Bill to: client.
-
Line item: Items and/or services detail provided by the legal entity.
- Item
- Quantity
- Price
- Tax rate
- Discount %: global commercial discount on invoice.
-
Brand Elements: company logo.
- Logotype
-
Custom elements: add business operations and other info in the document.
- Memo
- Footer
- Click on Save quote if you want to keep the work for next editions work or just click Cancel.
How to create a Sales Invoice from Projects
As a project owner, if you need to track sales to your delivered projects or subprojects, now is possible to do that in Factorial.
Project subscription includes 3 Sales Invoices that can be linked to a different project. If you exceed that limit and need more invoices, please request info about Sales invoicing that will allow you to create any number of invoices associated with projects.
- Go to Operations → Projects → click on arrow icon → invoice section
- You can also do it if you go to Sales → Invoices and you create an invoice as before and select a project/subproject
- Fill your invoice data
- Invoice number: number of the invoice.
- Currency: specify the currency of the operation.
- Invoice date: date of the document.
- Due date: due date of the invoice.
- From: Legal entity name.
- Bill to: Client.
- Select a project: All projects related to the client are available.
- Select a subproject: subprojects related to the project are available.
-
Line item: Items and/or services detail provided by the legal entity.
- Item
- Quantity
- Price
- Tax rate
- Retention (only Spain): Withholding amount.
- Discount %: Global commercial discount on invoice.
-
Brand Elements: Company logo.
- Logotype
-
Custom elements: Add business operations and other info in the document.
- Memo
- Footer
- Click on Save draft if you want to keep the work for next editions work or just click on Issue invoice
Coming soon: Multiple number series.
Create different number series for different business activities, credit notes and be compliance with the invoice format regulation
How to manage sales invoices from Projects
Sales invoices can undergo three distinct actions:
- Download PDF: download Draft or Issued invoices in your device.
- Edit Draft: Only available in Draft invoices.
- Delete draft invoice: Only available in Draft Invoices. Deletes the draft invoice from Sales Invoices list permanently.
How to edit a sales invoice from Projects
There are two ways to edit a sales invoice:
- Accessing through arrow icon to the invoice you want to update
- By clicking on the Edit Draft entry option
Changes are only available for Draft Invoices, not for Issued invoices.
What information can be edited:
- Serial sequence number: identification number of the invoice.
- Currency: specify the currency of the operation.
- Invoice date: date of the document.
- Due date: due date of the invoice.
- From: Legal entity name.
- Bill to: Client.
- Select a project: All projects related to the client are available.
- Select a subproject: subprojects related to the project are available.
-
Line item: Items and/or services detail provided by the legal entity.
- Item
- Quantity
- Price
- Tax rate
- Retention (only Spain): Withholding amount.
- Discount %: Global commercial discount on invoice.
-
Brand Elements: Company logo.
- Logotype
- Custom elements: Add business operations and other info in the document.
- Memo
- Footer
After doing any change, you can click on Save draft or Issue Invoice.
If you click in the draft invoice by mistake, you can also click on the X icon in the top left corner and close the view.
An issue invoice can’t be deleted or edited. If you don’t know if the draft is fully completed, please save it as a draft first and come back later and issue the invoice.
