Want to check that everything is ready before you start? See the article What do you need before you can invoice from Catacloud?
How to create an invoice
Go to Invoicing in the left menu and click New sale in the top left.
Fill in the required fields (marked with an asterisk):
Type – select Invoice (or Subscription for recurring invoicing).
Customer – search for an existing customer, or type a new name to create the customer directly.
Del. method – how the invoice will be sent to the customer (see below).
Click More options to change Currency (default NOK), Language and Dimension.
Fill in optional fields as needed:
Their ref. – the customer's order reference or contact person.
Our ref. – your contact person (account manager).
Order ref. – internal reference or order number.
Invoice date – automatically set to today's date, but can be changed.
Due date – calculated automatically based on the payment terms on the customer card.
Message – free text shown on the invoice, e.g. "Thank you for your business!".
Add order lines:
Select an existing product, or enter description, quantity, unit, net price and VAT code manually.
You can also add a discount per line.
Add more lines by clicking Add order line at the bottom.
If you want to attach a file (e.g. a report or specification), click Add attachment at the bottom of the form. The attachment will be sent to the customer along with the invoice.
Note: Attachments are not saved if you choose Save draft – upload the attachment again when you are ready to send.Optional: Click the Order delivery tab at the top of the form to enter a delivery date and delivery location. The default delivery location is pre-filled. These fields are particularly relevant for EHF invoices that require delivery information.
Click the Preview tab at the top to see how the invoice will look to the customer.
Click Send invoice to send, or Save draft to continue later.
Delivery methods
Which delivery methods are available depends on what is activated and what the customer supports.
For businesses:
Send as email – the invoice is sent as a PDF to the customer's email address. Requires the customer to have an email address registered.
EHF – electronic invoice for businesses that can receive EHF. Requires the customer to have an organisation number and EHF activated on the customer card. See the article Sending and receiving EHF: requirements, activation and troubleshooting.
Send by post from Catacloud – Catacloud sends the invoice as a physical letter. Requires the customer to have a complete address registered.
Print locally (PDF) – downloads the invoice as a PDF so you can print or send it manually.
For private individuals:
eFaktura – sent directly to the customer's online bank. Requires the customer to have activated eFaktura in their online bank, and eFaktura to be activated under Administration → Invoicing.
Avtalegiro – automatic debit from the customer's account on the due date. Requires the customer to have set up a direct debit agreement.
After sending – where do I find the invoice?
Sent invoices can be found under Invoicing → Invoices. Invoices are divided into the tabs Draft, Unpaid, Paid and All.
In the Status column you can see the current status of each invoice:
Open – the invoice has been sent to the customer but not yet paid.
Reminder – a payment reminder or dunning notice has been sent.
Debt collection – the case has been forwarded to debt collection.
Paid – the invoice is fully settled.
Credited – the invoice has been credited with a credit note.
In the Del. method column you can see how the invoice was sent and the delivery status, e.g. "Status: sent", "Status: opened", "Status: delivered" or "Not delivered".
Click the icon next to the delivery method to open the Delivery log – a history overview showing exactly when the invoice was sent, to which address and by which method, as well as when any payment reminders were sent.
Click the arrow on the left of an invoice to expand it and see linked rows – for example attached dunning notices and debt collection cases with their own due dates, fees and interest.
Click on an invoice to open it, or use the Actions button on the right for quick actions.
Filtering and searching the invoice list
If you have many invoices, use the Filters button in the top right of the invoice list to narrow the view. You can filter by:
Customer
Project
Department
Dimension
Amount or amount range
Delivery status
Click Apply filters to activate the filter, or Clear filters to reset. You can also search directly in the Search invoices... field at the top.
Actions on an invoice
Via the Actions menu on the right of an invoice in the list, or inside the invoice itself, you have the following options:
Follow up – opens the "Follow up invoice" dialog. Select the type of follow-up, how it should be sent and click Create:
Payment reminder – a friendly reminder about an outstanding payment, without a fee. Choose between Send as email or Print locally (PDF).
Dunning notice – dunning with optional fee and interest. You can turn on Use dunning fee and enter an amount in NOK, and/or turn on Add interest. Choose between Send as email or Print locally (PDF).
Tip: You can set a default fee for business and private customers under Administration → Invoicing → Interest and fees, so the amount is filled in automatically when sending a dunning notice.Debt collection – forwards the case to debt collection. If you have entered an email address under Administration → Invoicing → Interest and fees → Debt collection email, the notification is sent there – otherwise the case is forwarded to Catacloud's debt collection partner.
Credit – opens the "Credit invoice" dialog where you fill in:
Date of credit – automatically set to today's date, but can be changed.
How would you like to handle the credit note? – choose between Send as email, Print locally (PDF) or Send by post from Catacloud.
Click Credit to create the credit note.
Register payment – mark the invoice as paid manually. A dialog opens where you fill in Payment method, Payment date and Payment amount. The remaining balance is shown automatically. Click Set as paid to confirm. Useful if the customer has paid in cash, via bank outside the system or in another way that is not matched automatically.
Resend invoice – send the invoice to the customer again, e.g. if it didn't arrive.
Preview – see the invoice as the customer receives it.
New invoice like this – creates a new invoice with all the fields from the existing one pre-filled. Useful if you need to send a corrected version – create a new invoice with the correct details, then credit the original.
Print or download PDF – download the invoice as a PDF for printing or manual distribution.
Frequently asked questions
EHF is not shown as a delivery method
The customer does not support EHF, or EHF is not activated on the customer card. See the article Sending and receiving EHF: requirements, activation and troubleshooting.
I get an error about a missing address
The customer is missing an address. Go to the customer card and add the address before sending the invoice.
The invoice has no total
Check that the order line has both quantity and net price filled in.
Can I send a dunning notice?
Catacloud does not have automatic dunning, but you can follow up manually via the Follow up function. Choose between Payment reminder, Dunning notice (with optional fee and interest) or Debt collection. The default fee for dunning is set under Administration → Invoicing → Interest and fees.
How do I see if the customer has opened the invoice?
Click on the icon next to the delivery method in the invoice list to open the Delivery log. There you can see exactly when the invoice was sent and read, and when any reminders were sent.
My attachment is not being saved
Attachments are not saved on invoice drafts. Upload the attachment again when you are ready to send the invoice.
When should you contact us?
Contact us in the chat and provide:
Client name and customer name
What you were trying to do
Screenshot of any error message