Invoices, proforma & credit notes

How an invoice usually gets created

• A technician (or the office) completes a job and collects payment — the invoice and payment are recorded together.
• A job is completed with nothing collected — Overden Field still raises the invoice so the amount is never lost, ready to be collected later.
• A contract visit or installment is billed — Overden Field creates a tax-aware invoice automatically and links it to the contract.
• You create one manually from Invoices → New invoice for anything else.

Recording and tracking payments

Editing, voiding, and deleting

You can edit an invoice at most statuses (void is locked). Editing an invoice that's already been sent, overdue, or paid asks for a short reason, which is kept on record. Voiding cancels an unpaid invoice; deleting removes it entirely along with any linked payments — use it carefully.

PDF templates and branding

Choose between three invoice layouts (Professional, Classic, Modern) and set your logo, letterhead, footer, and bank details once under Configuration → Documents — shared with quotes. On the Professional template you can go further still: add a company seal/stamp image over the signature line, switch to a boxed table layout with its own subtotal row, rename the bank-details block to something like "Payment Details," and pick a custom background color — all per workspace, from the same Configuration → Documents screen.

Controlling your invoice numbers

Every invoice number is assigned automatically from a running series (like INV-000123) — nobody types one in by hand. By default, invoices created by technicians in the field, by office staff, and manually from the office all draw from the same shared series. If you'd rather each source kept its own separate number range, Invoices → Configuration → Numbering series lets you split them apart, or group any combination of the three together — whatever matches how your accountant likes to file them.

Filing under your customer's Tax Number

If your tax authority expects invoices carrying a customer's Tax/VAT number to be filed under their own dedicated number series, turn on "Give TRN invoices their own series" in the same numbering settings. From then on, any invoice for a customer with a Tax Number on file automatically draws from that separate series — no matter whether it came from a technician, the office, or a direct create.

Already sent an invoice before you had the customer's Tax Number on record? Add the Tax Number to their record, then use "Reissue under TRN series" from that invoice — it clones the invoice onto a new number in the TRN series with the exact same amounts, dates, and payment history, and voids the original in its place. You never have to unwind and re-enter the payment.

Proforma invoices

A proforma is a non-fiscal, pre-sale document — useful for requesting an advance payment or import/customs paperwork before delivery. It never posts to your receivables. When the customer is ready to pay for real, convert it to a proper invoice in one click.

Credit notes

Issue a credit note when a customer returns goods, or you need to correct or discount an invoice after the fact — it reduces the invoice's balance properly instead of the old workaround of reversing a payment. Issuing is permanent; if you made a mistake on a credit note, issue a new one to correct it.

B2B account statements

For business customers, generate a single PDF statement of every invoice over a period (this month, last month, year-to-date, or all unpaid) — handy for accounts who want one document instead of chasing individual invoices.

Example: a completed job with nothing collected