When you select one or more invoices in the invoice overview, an action bar appears at the top. This action bar allows you to manage invoices in bulk, such as approving, downloading, exporting, sending, crediting, or deleting them.
These actions are designed to streamline daily invoicing processes. Not every action is always available. The visible actions depend on the status of the selected invoices and additional conditions.
Overview
As soon as you select one or more invoices in the invoice list, an action bar appears with:
actions as a separate button
actions grouped in dropdown menus
With each action the system automatically checks:
whether the selected invoices have the correct status
or additional conditions are met, such as the presence of a document
Layout
Action groups
The actions in the action bar are grouped by function:
approve
download
assign
regenerate
export
mark as
send via
credit
delete: only possible for 'empty' (pro forma) invoices
Approve
What does this do
Approves invoices so they can be created later
Opens a dialog to set the invoice date, defaults to today
The invoice status changes to approved
Download
What does this do
Download the invoice PDF
For one invoice, the file is downloaded as
[invoice number].pdfFor multiple invoices, a .ZIP file is created
Only when the invoice status is created.
Merged PDF document
What does this do
Merge multiple invoice PDFs into one PDF
For large selections, batches of 100 invoices are used
One merged PDF document is downloaded
Assign
Assign to outgoing bank file
What does this do
Assigns invoices to an outgoing bank transaction for payment processing
Invoices to be collected via direct debit (set at customer level)
Invoices (credit notes, statements, etc.) with a credit for the debtor
Shows a preview with number of invoices and total amount
Shows the collection date entered in configuration/payment. Overwriting is possible.
Includes separate tabs for pending payment and refunds
Result
Invoices are bundled and moved to Payments/Outgoing. From now on, invoices will be included in an outgoing payment file for the bank.
Assign to collection case
What does this do
Start a debt collection process by creating a debt collection case
Opens a dialog to select a collection case flow
When visible
Collection is active
Invoice status is created
Outstanding amount is greater than 0
There is no active collection case, or the existing case has been closed
Assign to payment plan
What does this do
Start the wizard to create a payment plan
Preselects customer and invoices
Allows you to spread the invoice amount over multiple installments
When visible
Outstanding amount is greater than 0
The invoice is not yet part of a payment plan
Additional conditions
All selected invoices belong to the same customer
All selected invoices use the same company account
Selecting all is not allowed, invoices must be selected manually
Regenerate
What does this do
Regenerates the invoice document
Useful for template changes or previous generation issues = Generation failed. The document is recreated and the status remains Created or changes from Generation failed to Created
Export
What does this do
Exports invoice data in various formats:
invoices to Excel
invoice lines to Excel
invoice lines with measurement data to Excel
create export job
export to external systems
XML or UBL export
Specific behavior
Option to mark selected invoices as exported
XML and UBL exports perform pre-validations
Large exports can be performed in the background
Mark as
Mark as shipped
What does this do
Marks an invoice as sent without actual shipment
Useful when invoices were sent outside the system, the shipping status changes to sent
Mark as exported
What does this do
Marks an invoice as exported without actual export, the export status changes to exported
Mark as not exported
What does this do
Reset the export status to unexported, the export status changes to unexported
Send via
Send by email
What does this do
Sends the invoice via email
The shipping status changes to Sending, then to Sent or Failed
Send by post
What does this do
Send the invoice by post
Uses the customer's postal address
E-invoicing
What does this do
Sends the invoice via e-invoicing through an external integration
This requires Peppol or Chorus pro integration to be enabled
Credit
What does this do
Creates a credit note that reverses the invoice
Marks the original invoice as credited
When visible
Invoice is at least approved
Invoice has not yet been credited
The selected document is not a credit note
Result
New credit note with negative amounts
Original invoice will be credited
Important: This is a major action and cannot be easily undone.
To delete
What does this do
Permanently deletes invoices
Only possible if invoice status is created: 'empty'
Not possible with approved invoices
Result
The invoice will be permanently deleted
Important: Deletion cannot be undone
Problem | Solution |
Sending failed | Check the customer's contact details |
Generation continues to fail | Check templates and missing data |
Export shows errors | Resolve validation errors and re-export |
Action bar not appearing | Check if invoices are selected |
Action not appearing | Check invoice status and conditions |
Download not available | Check if a document exists |
Credit not possible | Check if the invoice has already been credited |
Assignment only works partially | Some invoices do not meet the conditions |
Why don't I see an action bar?
Because no invoices are selected or because the selected invoices have no available actions.
Why can't I approve an invoice?
Only invoices with the status created (empty) or approval failed can be approved.
What is the difference between marking as sent and sending via email?
Marking as sent only records the status; sending via email actually sends the invoice.
When do I use delete instead of credit?
Delete is only used for invoices that haven't yet been approved. Credit is used once an invoice has been approved or processed further.
Action bar: Bar with available actions after selecting invoices
Bulk action: Action performed on multiple invoices at once
Shipping Status: Indicates whether an invoice has been sent.
Export Status: Indicates whether an invoice was exported
Credit note: Document that fully or partially reverses an invoice
Payment plan: Arrangement to pay an invoice amount in installments