Invoice Documents
The Invoice documents area lets Economy administrators assemble, review, and finalize billing documents for customers. An invoice document groups withdrawal and credit transactions from a billing account and, when finalized, creates an Invoiced amount transaction.
The Invoice documents menu item appears under the BILLING section in the sidebar.
Accessing Invoice Documents
- Sign in with an Economy administrator account.
- In the left sidebar, open the BILLING section.
- Click Invoice documents.
Invoice document statuses
| Status | Description |
|---|---|
| Not invoiced | Draft document — transactions are linked but not yet finalized. Can be edited or deleted |
| Invoiced | Finalized document — an Invoiced amount transaction has been created. Cannot be edited or deleted |
Invoice documents list
Filters
Click SHOW FILTERS to expand advanced filtering:
| Filter | Description |
|---|---|
| Invoice document ID | Text — match by invoice document ID |
| Customer | Multiselect — filter by one or more customer organizations |
| Billing account | Multiselect — filter by one or more billing accounts. Available options depend on the selected customers |
| Status | Invoiced or Not invoiced |
| Created between | Date range — filter by creation date (from / to) |
Table columns
| Column | Description |
|---|---|
| # Invoice document ID | Unique identifier (format ID-DDMMY-NNN). Sortable |
| Customer | Customer organization |
| Billing account | Account the transactions belong to. Sortable |
| Status | NOT INVOICED or INVOICED. Sortable |
| Created at | Date and time created. Sortable (default: descending) |
| Actions | Row menu |
Page actions
| Action | Description |
|---|---|
| Create new | Opens the invoice document creation form |
| Download CSV | Exports the invoice documents to CSV, respecting the currently applied filters |
Row actions
| Action | When available | Description |
|---|---|---|
| View | Always | Opens the invoice document detail page |
| Edit | Status is Not invoiced | Opens the edit form to change linked transactions or finalize |
| Delete | Status is Not invoiced | Removes the draft document and unlinks its transactions |
Exporting to CSV
Click DOWNLOAD CSV above the table to export the invoice documents to a CSV file. The export:
- Respects the currently applied filters — only the documents matching the active filters are exported (clear all filters to export everything).
- Is UTF-8 encoded and downloads as
invoice_documents_MM_DD_YYYY.csv.
Each row represents one invoice document. The file includes the following columns:
| Column | Description |
|---|---|
| Invoice document ID | Unique identifier (format ID-DDMMY-NNN) |
| Organization name | Customer organization name |
| Organization number | Customer organization number |
| Customer number | Customer number |
| Invoicing amount total | Total invoiced amount (SEK) |
| Invoicing amount total – On request services | Subtotal for on request services |
| Invoicing amount total – Scheduled services (courses) | Subtotal for scheduled services |
| Invoicing amount total – Ongoing courses | Subtotal for ongoing courses |
| Invoicing status | Invoiced or Not invoiced |
| Digital address, Address, Post number, Municipality, Country, Phone number | Customer organization contact details |
| First name Last name (Customer admin), Email (Customer admin) | Customer administrator details |
| Billing account | Billing account title |
| Digital address / Address / Post number / Municipality / Phone number / Email / Responsible person (Billing information) | Billing account contact details |
| Created at | Date the document was created |
| Created by | User who created the document |
Creating an invoice document
- Click CREATE NEW on the invoice documents list.
- Select the Customer.
- Select the Billing account — only accounts belonging to the selected customer are available.
- The page loads available transactions: unlinked Withdrawal and Credit transactions for that account.
- Select the transactions to include in the document.
- Choose the final status:
- Not invoiced — saves as a draft for later editing
- Invoiced — finalizes immediately and creates an Invoiced amount transaction
- Submit the form.
When finalizing, confirm in the dialog that you want to mark the document as invoiced.
Editing an invoice document
- Open Edit from the row actions menu on a Not invoiced document.
- Add or remove transactions from the selection.
- Save as Not invoiced or finalize as Invoiced.
Editing is not available once a document has been finalized.
Viewing an invoice document
The detail page shows a printable summary organized into sections by service type:
- On request services — on-demand applications with their transactions and participant details
- Scheduled services — scheduled course applications
- Ongoing courses — ongoing course applications
Each section lists applications with transaction amounts and subtotals. A Grand total appears at the bottom.
The page header includes:
- Invoice document ID and creation date
- Created by — staff user who created the document
- Customer account details — organization name, number, and address
- Customer admin details — name and email
- Billing account — account title and balances
Page actions
| Action | Description |
|---|---|
| Download PDF | Generates a landscape A4 PDF of the invoice document |
| Back | Returns to the invoice documents list |
Use View participants on an application row to see the list of attendees included in that application.
Related documentation
- Billing accounts — transaction ledger and transaction types
- Customers — customer billing information used on invoice documents