Everything you need to know about invoices – Springly

Before starting

The software issues invoices for sales recorded via the following modules: events, stores, or memberships. This article explains how the billing system works.

The software cannot issue an invoice without recording a transaction in one of the modules mentioned. Furthermore, it does not handle the case where the invoice issue date is not the transaction date.

Invoice definition

An invoice is a general accounting document that proves a purchase or sale. To be legally valid, this document must contain several items of information:

An invoice issue date
The invoice number: each invoice must have a unique number based on a continuous, unbroken chronological sequence.
The date of sale if different from the invoice issue date
The buyer's identity: Name (or company name) and address (unless the buyer objects, in the case of an individual)
Seller's identity: Surname and first name of a sole trader (possibly followed by his business name) corporate name of a company (followed by the EIN number) address of the registered office (not place of business) if the company is a corporation, indication of legal form and amount of share capital
Product or service designation
Detailed breakdown of each service and product supplied
Catalog price
Price reduction
Total amount to be paid exclusive of tax and inclusive of all taxes

The software's billing system manages all the parameters described above.

Issuing invoices in the software

Terms of issue

Invoices are issued for sales made from the Events, Shop, and Membership applications. It is not possible to generate invoices without registering a transaction.

However, you can have a complementary billing system. Just make sure your two numbering systems don't overlap (a single number for the organization).

Once invoices are activated, 2 types of invoice issuance are available: automatic invoice issuance for each purchase, or on-demand invoice issuance (when requested by the buyer).

To find out more, see the following article.

Invoices are issued when the sale is completed and are decorated from payment.

Example: A person buys a product online. Whether or not they pay online, they will receive an invoice. This invoice will be available on the confirmation page, once the payment method has been chosen, and will also be sent by e-mail with the purchase summary.

Asset management

When you refund or cancel a sale, and an invoice has been issued for it, a credit note is automatically issued.

Paid invoices

Some people may ask for Paid invoices, stating that the invoice has been paid. This is not a legal obligation: you are free to choose whether or not to provide it.

However, if someone has paid, the software will automatically issue a certificate of payment in addition to the invoice. This document, together with the invoice, may therefore suffice.