Refer to our Getting started guide to learn how to start generating invoices in Holded
How to get there
- Go to Sales from the toolbar
- Select Invoices
Read more about sales invoices here
From the list of your invoices, you can consult all the invoices, sales receipts (or simplified invoices), and credit notes previously created or imported, as well as perform multiple additional actions.
Remember that all the sales documents registered in this list will generate entries in your General Ledger
Managing the list of invoices
Customize the view
Holded allows you to customize how you view the list of your invoices in order to have at your fingertips the data that you need the most.
- Click the two-column icon just below the export button
- Check the boxes of those items that you want to be displayed in the columns of the list, by choosing from:
Those options marked with * are only available if the corresponding gem has been activated from the Holded Store.
| Date | The date of issue of the invoice |
| Num | The invoice number |
| Due | The deadline to collect your invoice |
| Client | The name of the contact registered in Holded |
| Description | The concept in the first line of the invoice |
| Tags | Tools to be able to filter your documents |
| Account | The sales booking account |
| P. Method | The form of payment associated with the invoice |
| Project | The projects associated with the invoice |
| Subtotal | The tax base (quantity x price without taxes) |
| IVA | Total amount of taxes |
| Retention | Total amount of withholdings |
| Employees | This field is not available in this list |
| Rec. de eq | Equivalence surcharge |
| Total | Total amount of the invoice, taxes included |
| Collected | Total collected amount |
| Pending | Total pending amount |
| Status | Paid, Pending, Overdue |
| Collected date | Date of the first payment |
| SII* |
Check this option to visualize the status for each of the documents in the list, as far as the SII filing is concerned |
| GoCardless * |
Select this option to display a new column with the statuses of direct debits via GoCardless for each of the invoices in the list |
It is not possible to change the order of the columns, but you can organize the information in ascending and descending order.
Filter and segment
You can narrow your searches using the available segments and filters.
Use default segments
- Go to the drop-down menu on the upper left side
- Select the segment you want to visualize, by choosing from:
| All | All the generated invoices and tickets are displayed |
| Paid | Only invoices and tickets that have been fully paid are displayed |
| Pending | Only those documents with a pending payment are displayed |
| Overdue | Only those documents whose payment date has expired are displayed |
| Pending + Overdue | Only those documents that are overdue and pending of payments are displayed |
| Partially paid | Those documents that have been partially paid are displayed |
| Approved | Only approved documents are displayed |
| Not approved | Only those documents that have not been approved are displayed |
Use predefined filters
- Click on + Filter
- Select one or more of the available filters:
Those options marked with * are only available if the corresponding gem has been activated from the Holded Store.
| Status | The status corresponds to all the main segments: Pending, Paid, Partially paid, Due, Pending + Due |
|
The email related to the invoice. It may appear as Not Sent, Sent, Read |
|
| Type | To view a specific category of sales documents: Invoices, Tickets or Credit notes |
| Subtotal | To view invoices with an amount Equal, Greater than, Less than a given figure |
| Tags | To filter the invoices according to the tags or labels assigned to them |
| Sales channel | To filter those expenses that are assigned to specific accounting accounts |
| Approved | To distinguish between those invoices that are approved or not |
| Draft | To differentiate between those invoices that have been saved as drafts and therefore have not been transferred to accounting yet |
| Document numbering | To view only those invoices that correspond to a previously created numbering |
| Payment method | To see those invoices with a specific payment method |
| Origin | To select only those invoices that have been converted from a Quote, Pro forma, Sales Order, Recurring Invoice, or Waybill |
| Has file | To distinguish between those invoices with or without attachments |
| SII* |
You can choose among: Pending (SII options have been configured but the document has not been sent yet), Rejected (document has been rejected), Accepted (document has been accepted), Accepted with errors (errors have been detected), Not configured (no SII options have been configured for a given document yet) or Cancelled (document has been sent to the SII and accepted, but has been cancelled afterwards) |
| GoCardless* | You can choose among the statuses of direct debits via GoCardless |
Save custom filter combinations as segments
- Make your filter selection
- Click Save segment
- Name your new segment
- Hit OK
The new segment will be accessible from the drop-down menu.
You can also use the search bar to query by keywords, or use the time selector to limit the results to a certain time range.
Execute actions in bulk
- Select multiple invoices from the list by checking the boxes on the left
- Choose the action in bulk to perform from the bottom bar:
| Assign | You will be able to assign to your invoices a Sales Channel, a Payment method or some Tags |
| Send | You can send by email the invoices to their linked contacts |
| Approve | You can directly approve multiple invoices from the list |
| Add payment | You will be able to mark as paid several invoices at the same time, by selecting the bank and the payment date |
| Download PDF |
The PDFs files of the selected invoices will be downloaded in .zip format (up to a maximum of 50). |
| Dropbox |
In case you have integrated Dropbox, our invoices will be uploaded to the indicated folder |
| G Drive |
In case you have integrated Google Drive, your invoices will be uploaded to the indicated folder |
| Convert |
You can convert your invoices or your credit notes into waybills |
| Delete | Invoices will be deleted and will not appear in the list |