Sales Invoices
The Sales Invoices view lets you search, create and manage sales invoices all in one place. It replaces the previous separate invoice search and invoice creation screens, giving you a clearer and more focused overview of your sales invoicing.
The view has two main areas:
The Sales invoices — your main workspace for browsing, finding, and acting on invoices
The invoice form — where you create and edit individual invoices
Note! The renewed Sales Invoices view is available in Finland.
Payment-based VAT: If your company uses this Finnish cashbasis VAT scheme, continue creating sales invoices in the classic view for now. Support for payment-based VAT in the renewed Sales Invoices view is planned but not yet available.
User rights required
To use the Sales Invoices view, the following user rights are required:
Rights for sales invoices / group invoices: All rights
Allows searching and viewing sales invoices
Allows creating and editing sales invoices
Sales invoice search: All rights
Customer register: All rights / Viewing rights
Product register for sales: All rights / Viewing rights
How to open the Sales invoices view
1. Make sure the renewed Procountor user interface is enabled. You can activate it from the Basics menu in the upper-right corner.
2. Navigate to Invoices > Sales invoices.
3. You will arrive at the Sales Invoices main view.
Sales invoices view
The Sales invoices view is your main workspace for sales invoicing. It gives you a complete overview of all your company's invoices and the tools to act on them quickly
Invoice status cards
At the top of the Sales invoices view, three cards give you an at-a-glance summary of your invoicing:
To Be Sent — unfinished and not-yet-sent invoices
Waiting for payment — approved, sent, and partly paid invoices, with a separate count for overdue invoices
Paid — invoices marked paid or fully paid
Each card shows the invoice count and total amount, including and excluding VAT.
Click a card — or one of its sub-filters, such as Overdue — to filter the invoice list to that status instantly.
Invoice list
The list shows all sales invoices for the company, including both unfinished and completed invoices.
Columns can be sorted to help you find invoices quickly.
Use the search field to find invoices by customer name.
Filter by status (select more than one at once), due date, or other criteria — then clear all filters in one click when you're done.
Add a note to any invoice straight from the list — hover over a row to show the Notes field.
See how each invoice was, or will be, sent at a glance in the Sending method column.
Choose which columns are shown, and in what order, from the list settings.
Opening an existing Invoice
Select any invoice from the list to open it for viewing or editing. You can navigate between invoices using the previous and next controls within the invoice view.
Invoice URLs can be bookmarked or shared directly with colleagues who have access. Use the ⋮ menu next to an invoice to quickly duplicate it — handy for recurring or similar invoices.
Mass actions
The Sales invoices view supports mass actions, letting you update or move forward multiple invoices at the same time, without opening each one individually.
Selecting multiple invoices
Select multiple invoices in the list using the checkboxes to reveal the mass action bar.
Approving, sending, and other status changes
1. Select the invoices you want to act on.
2. Choose an action from the Bulk actions menu: Approve unfinished, Send invoices, Revert to unfinished, Invalidate invoices, Mark as paid, Allocate to business partner
3. Confirm the action. For actions that can't be undone — like invalidating an invoice — you'll be asked to confirm the number and list of invoices affected before anything happens.
Note! Mass actions apply only to invoices that are eligible for the selected operation. Invoices that cannot be updated or acted on — for example because they are already sent, in a closed accounting period, or cancelled — are shown separately so you can review them before confirming.
Creating a new sales invoice
The invoice creation form is divided into three main sections: Customer, Invoice details, and Product rows.
1. Click the New sales invoice button to open a new, blank invoice.
2. Select a customer
Go to the Customer section at the top of the invoice.
Start typing the customer name — Procountor will suggest customers from the register.
Select the correct customer. The customer's address, billing address, and other details fill in automatically.
To change the selected customer, click the trash can icon and select another.
If the customer is not in the register, select Add new, fill in the basic information, and save the customer to the register.
3. Check the invoice details
In the Invoice details section, review the invoice date, payment terms, due date, and other information.
Default values — such as the sending method and payment terms — are filled in automatically from the customer's register data where available.
You can edit the customer's default information by clicking the customer's name.
4. Add products and invoice rows
In the Product rows section, add a new row to search for products from the product register.
Type to search for a product and select the correct one.
Add additional rows as needed.
Rearrange rows by dragging and dropping them into the desired order.
Optionally add header rows or explanation (text) rows to structure the invoice and clarify content for the recipient.
Note! If products are entered manually rather than selected from the product register, the rows will not be linked to the register and will not appear in product-based reporting.
5. Save the invoice
Save the invoice regularly during editing to make sure your changes are preserved. The invoice is also auto-saved as you work — you will be prompted if you try to navigate away with unsaved changes.
6. Preview the invoice
Click Preview to see how the finalised invoice will look, including header rows, product rows, and overall layout.
In preview mode you can still edit the invoice's delivery details:
Invoice template
Language
Payment method
Sending method
7. Approve and send
When the invoice is ready, click Approve.
If a sending method has been selected, you can send the invoice immediately after approving.
If No sending is selected, the invoice is saved in its final approved state without being sent.
8. Additional actions
You can open the accounting view of the invoice to review or edit accounting entries and dimensions.
Depending on the invoice status, you can also:
View the invoice
Cancel the invoice
