Invoicing

Turn completed orders into invoices with a frozen copy of the order lines. Choose how invoices are distributed, track payments, and keep accounting in sync.

How invoicing works

An invoice is prepared from a completed order and holds a frozen copy of the order lines. Each invoice has its own version, status, and distribution mode.

Each invoice tracks the following information:

Invoice statuses

Invoices use four statuses:

A draft remains editable until you issue it. After issue, the invoice is frozen even if the linked order changes later.

Preparing an invoice

Prepare an invoice from a completed order. The preparation page copies the order lines into an editable draft, shows customer billing details, surfaces VAT validation errors, and lets you choose how to distribute the invoice.

Issue validation

Vadio blocks issuing until all of these are true:

• The invoice has at least one line.
• The invoice total is above zero.
• Every line has a quantity above zero and no negative price.
• Every VAT rate used on the invoice has a VAT mapping.
• The customer has an email address or an organization number.
• A business customer has a postal address, when you choose Provider sends.

With Provider sends or Accountant sends from Tripletex, Vadio transfers the invoice to the accounting provider after it is issued. The transfer can still fail when:

• A business customer with an organization number has an incomplete postal address. The address needs a street, postal code, and city.
• The accounting provider is no longer connected.
• The accounting provider rejects the invoice.

A failed transfer leaves the invoice issued and records the reason. You can retry the transfer, or void the invoice to return it to a draft.

Zero-line, zero-total, and negative-line invoices cannot be issued. Validation errors identify the specific line or customer field that must be fixed.

The customer, VAT mapping, and address checks apply only when your company has a connected accounting provider. The customer rules differ by customer type. A contact linked to a company is invoiced as a business. Any other contact is invoiced as a consumer.

A business with an organization number receives the invoice as an EHF e-invoice. Its postal address must include a street, postal code, and city, otherwise the transfer to the accounting provider fails. Consumers, and businesses without an organization number, receive the invoice by email.

Distribution modes

Vadio has three distribution modes. All three are available when your company has a connected accounting provider. Without one, only Vadio emails the PDF is available.

If your company has no connected accounting provider, Vadio generates the PDF, allocates an invoice number, uses the configured bank account and due date, and emails the invoice.

Vadio does not use a permanent company-wide distribution-mode setting. Choose the mode on the prepare or issue screen. Vadio uses the last-used mode as a convenience default for the next invoice.

Payment tracking

For connected companies, the accounting provider is the authoritative source for payment status. Vadio uses settlement postings to determine payment, not only a zero outstanding amount.

Partial payment leaves the invoice in Issued status and displays the remaining outstanding amount. Credit notes do not automatically change an invoice to Paid.

Vadio polls connected invoices daily for payment updates. You can mark invoices as paid manually when no accounting provider is connected. An administrator can also apply a mark-paid override to a connected invoice, but a later provider poll can supersede that override.

Payment and overdue updates appear on the linked order and deal.

Overdue invoices

Overdue is a derived flag based on the invoice due date. It is not a separate invoice status.

Overdue indicators appear in the invoices list and on the linked order and deal.

Invoices list

The invoices list shows:

• Invoice number
• Customer
• Order
• Issue date
• Due date
• Status
• Outstanding amount
• Overdue indicator
• Distribution mode
• Push and delivery errors

Use these fields to identify unpaid invoices, delivery problems, and invoices that need attention.

Invoice detail

The invoice detail page shows:

• The invoice document or PDF
• Frozen invoice lines and totals
• The provider or Vadio invoice number
• Due date
• Payment status
• Outstanding balance
• Version history
• Delivery and push state
• Available actions, including retry, resend, mark paid, and void

Available actions depend on the invoice status, distribution mode, provider connection, and your permissions.

Accounting provider connection

Authorized administrators can manage the accounting provider connection from accounting settings. Available actions include:

• Connect or validate the accounting provider
• Re-enter the provider token
• Configure the bank account
• Set default payment terms in days
• Configure VAT mappings
• View connection health

Provider credentials are write-only. Vadio does not display saved credentials after you enter them.

Invoicing settings

Distribution mode is selected per invoice rather than configured permanently for the company. The last-used mode serves as a convenience default when you prepare the next invoice.

Configure the remaining invoicing defaults in accounting settings:

• Bank account
• Default due days
• VAT mappings
• Accounting provider connection