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Sales invoices | General explanation

The invoices module is included in all Robaws licences

Navigate quickly to the section about:

Overview screen
How do I create an invoice?
Numbering or pro forma
Invoice detail
Payment received
Sending to the customer
Sending to the accountant
Credit notes

Overview screen

You can adjust the overview of the invoices via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them.

For example, you can create an overview of all invoices that you can send via Peppol, of the invoices you still have to send to the accountant, of the invoices that still have to be paid, and so on.

Via the overview screen you can make bulk changes to several invoices at once.
Invoices can be deleted, archived or locked via the action buttons at the top, and can be exported to Excel.

How do I create an invoice?

There are several ways to arrive at an invoice. The logic is always the same: from the document you want to invoice (quotation, project, progress claim, and so on) you can click the € sign to convert it into an invoice. Below we mention a number of specific points for the most common modules.
In addition, it is also possible to create a stand-alone invoice by clicking add at the top of the invoice overview screen.

Invoicing a quotation or project

You can choose to invoice the quotation in full by clicking the € sign at the top (to be activated via settings > quotation > settings > make invoice). The complete quotation is then copied to the invoice (only the upper structure, not the calculated lower structure).
You can also choose to invoice part of the quotation, for example to create an advance invoice. You do this from the financial planning of the quotation. If you have already created a project from the quotation, you also find this financial planning on the project. You can then invoice part of the quotation from there as well.
You can link several quotations to one project. It is not possible to combine phases from different quotations on one invoice from the financial planning.

Invoicing a progress claim

You create the progress claim to keep track of the work carried out and then invoice it. From the progress claim you can create an invoice (with or without approval by the customer) by clicking the € sign at the top.

This can be a cumulative invoice (in which the previous instalment invoices are shown on the invoice) or a simple invoice (in which only the amount of the current progress claim is shown).
This can be a detailed invoice (in which all lines of the progress claim are copied to the invoice) or a simple invoice (in which one total amount is shown on the invoice). The most common is the simple invoice, with the progress claim as an attachment.

Do you sometimes create an advance invoice (for example 20% on signature of the quotation), before the work has started, and then continue invoicing via a progress claim? You can either deduct the advance invoice from the first progress claim immediately, or deduct it progressively / at the end of the progress claim, as you prefer.

Invoicing an order

In an order you can work via the lines (items) -> if you want to invoice these, click the € sign at the top.
You can also invoice based on execution; you then work in the 'execution' tab -> if you want to invoice this, click the word 'invoice' in the 'execution' tab.

Invoicing a work order

You can invoice one or several work orders together, by clicking the € sign at the top of the work order or in the overview.
Via the settings you can determine the invoice strategy (show all lines in detail or not, which information to show on the pdf, and so on).

If you prefer to group the work orders and then invoice them all at once for a certain period, you can group the work orders on an order. Add the same order number to each work order, so that it is also added to that work order. You find all lines of the work orders (hours, items, equipment) on the order under the 'execution' tab. You can also add lines from an incoming invoice here, so that everything is invoiced neatly in one go.

Invoicing a subscription

When you create a subscription, you choose whether it has to generate an invoice or an order. If you choose an invoice, an invoice is created automatically according to the chosen periodicity (6 months, a year, and so on). It is then located among your other invoices.

Invoicing a rental period

From the rental module you keep track of which items are rented out and which have been returned. At the end of the rental period you can create an invoice by closing the booking period.

Numbering or pro forma

An invoice is always linked to a journal. This journal determines, among other things, the numbering of the invoices and credit notes. If you work with several journals, you can set which journal a new invoice or credit note has to be added to.
Here you can also choose whether an invoice or credit note is numbered automatically or is first registered as a pro forma.

Invoice detail

Under the invoicing details the data is copied:

from the customer file (for example the payment condition)
from the original module (for example the customer reference you had already filled in on the quotation)
from the settings (for example remarks)

You can change or supplement them yourself.

On the right, a number of customer details are visible; these come from the customer file in Robaws. This way you can quickly check whether a separate invoicing email address has been set, what the normal payment condition is for this customer, how many unpaid invoices there still are and whether you have kept any remarks about this customer.

At the bottom you find the invoice lines. You can assign every invoice line separately to a project, an order, a rental ticket, a work order, and so on.
You can also already determine to which GL account this line will be assigned in your accounting package.

Just as in other modules, you can also add remarks, files and tasks here.
Do not forget that you can also create extra fields here to keep track of information in a structured way.

Payment received

Under the invoicing details you find the outstanding amount. This is the total amount of the invoice minus the registered payments.
You can follow this up manually or have it followed up automatically via an integration.

Tip: you can add the outstanding amount as a column in the overview of the invoices.

Registering manually

change the status to 'Paid' -> this makes the outstanding amount change to 0
OR click the outstanding amount and register the amount received -> if the outstanding amount is now €0, the status changes automatically to 'paid'

Registering automatically

The integration with certain accounting packages makes sure that the payments are registered in Robaws on the correct invoice straight away, so that your invoices are always up to date.
If your accounting package does not allow this, you can also create a link with a banking platform such as Ponto or Codabox, so that the payments come into Robaws automatically and are assigned to the correct invoice via the structured statement.

In the overview of the invoices you find the action button '€' at the top; below it you find the overview of all payments. These are loaded if a link with an accounting package or a banking platform is active.

TIP: create a separate tab for the invoices that have not been paid yet (filter on status).

Sending to the customer

You can send your invoice to your customer in several ways, in bulk from the overview or one by one from the invoice.

by email: by clicking the 'e-mail' button at the top. In the email the customer's email address is filled in straight away (the invoicing address if known, otherwise the general email address). You can change this manually if you are not sending in bulk.
via Peppol: invoices are sent as a UBL file via Peppol. This UBL file contains the invoice in pdf and all data (in code) of the invoice.

TIP: create separate tabs for the invoices you want to send by email or via Peppol.

Sending to the accountant

Invoices are sent to the accounting package as a UBL file. This UBL file contains the invoice in pdf and all data (in code) of the invoice. From the overview you can select the invoices you want and, depending on your accounting package:

if the accounting package is online (whether via a link or not): send them to the accountant by clicking the 'send to accountant' icon at the top
If the accounting package is not online, you can download the invoices in a zip file and provide these to your accountant or load them into the accounting program manually. Click the 'UBL' icon to do so.

Activate the correct icon via settings > invoices > UBL download or UBL e-mail

Credit notes

A credit note largely follows the same flow as the invoice, but there are a number of specific points:

You can indicate which invoice is credited and, if you want, deduct the amount of this credit note from an invoice.
Credit notes can follow the same numbering as the invoices or be numbered separately. You determine this in the journal.

Updated on: 09/09/2026

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