---
title: Invoices
keywords: invoices, invoicing, native invoicing, Manor invoicing, create invoice, issue invoice, billable balances, VAT, currency, foreign currency, foreign-currency invoice, exchange rate, billing exchange rate policy, bank account, IBAN, SWIFT, active currencies, invoice language, due date, preview invoice, send invoice, email invoice, PDF invoice, paid status, unpaid status, billing workflow
summary: "The complete workflow for issuing an invoice in Manor without an external accounting system: gathering billable balances, selecting the client/payer, choosing items and periods, applying VAT, currency and language, editing the invoice, previewing it, issuing it, delivering it, and tracking paid or unpaid status. It also explains how to issue an invoice in a foreign currency, covering the currency used, the exchange rate applied and the bank account shown on the invoice."
url: /invoice
---

# Invoices

Invoices are the final step of the billing workflow in Manor: they turn the billable work you have logged (time, travels, expenses, products, per diems and bundles) into a document you deliver to a client and get paid for.

![The Invoices list with no invoices yet, and the New invoice action](../screenshots/invoices-list-empty-state.png)

This article describes the full workflow for issuing an invoice **without an external accounting system** — that is, using native Manor invoicing rather than an integration such as Regla, DK, Payday or Business Central.

## When to use native Manor invoicing

Use native Manor invoicing when no accounting system is connected to your Manor instance. In this mode:

- Manor generates the invoice itself, assigns the invoice number, and stores it in the **Billing → Invoices** list.
- You deliver the invoice to the client as a PDF, downloaded manually or emailed from Manor.
- Manor records that the invoice was issued and delivered (payment status is discussed in Step 8).

If your firm instead posts invoices to an accounting system, the invoice is created in Manor but the financial records live in that system. See [Invoice Setup](invoice-setup.md) for how the **Invoicing integration** is configured (Manor invoicing, Regla, DK, Payday, Business Central invoicing, or XML file export), and the dedicated integration guides if an accounting system is connected.

The rest of this article assumes **Manor invoicing** is selected.

## Before you start: set up the project correctly

Most invoice defaults come from the project, so it is worth getting these right first. Open the project (**Projects** → select the project → **Edit project**) and check the fields relevant to invoicing:

- **Client** — the party the project is billed to.
- **VAT** — whether the project is subject to VAT (*Yes – add VAT to invoices* / *No*). This setting cannot be changed after an invoice has been issued, unless all of the project's invoices have been credited.
- **VAT number** — controls the VAT number printed on invoices. If left empty, the VAT number of the project owner's firm is used.
- **Language** — controls the language used on invoices and reports.
- **Invoice details** — **Billing instructions**, **Invoice comment**, **Grace period**, **Invoice layout**, **Buyer reference number**, **Buyer contact** and **Buyer contact email**.
- **Automated invoices** — optional scheduling of recurring invoices.

For the full project lifecycle, including how time and other billables are recorded on a project, see the [Project Workflow Guide](../projects/project-workflow.md). You can also start invoicing straight from a project page using the **New invoice** action in the project toolbar.

## The invoicing workflow at a glance

1. **Gather billable balances** — review everything that is ready to be invoiced.
2. **Create the invoice** from the selected balance.
3. **Choose the client/payer, items, VAT, currency and language.**
4. **Edit the invoice** — lines, totals, invoice date, due date and comments.
5. **Preview the invoice.**
6. **Finalise (issue) the invoice** so it gets an invoice number.
7. **Deliver the invoice** by email or as a downloaded PDF.
8. **Track paid/unpaid status** (where payment data is available).

## Step 1 — Gather billable balances

Balances are the foundation of every invoice: they show the unbilled and partly billed work that is ready to be invoiced. To review them:

1. Go to **Billing** in the main navigation and click **New invoice** (or click **New invoice** from the **Invoices** view or from a project).
2. The **Balances** dialog opens, showing the **Total outstanding balance, without VAT** at the top and a list of outstanding balances.

![Balances dialog overview](../screenshots/balances-dialog-overview.png)

Each row shows the client, project, balance type (Time, Travel, Expense, Product, Per Diem, Bundle), the amount, the amount in your default currency, and the entry date. Use the filters — **Client**, **Owner**, **Balance types**, **Balance status**, **Open status**, **Firm and department** and **Entry date** — to narrow the list, and **Balance table settings** to switch between Excl. VAT/Incl. VAT and Client's currency/Local currency.

For a detailed walkthrough of balances, filtering and display settings, see [Balances Overview](balances-overview.md) and [Balance Table Settings](balance-table-settings.md).

## Step 2 — Create an invoice from a balance

From the Balances list there are two ways to turn balances into invoices:

1. **Invoice one balance at a time (editable form).** Click anywhere on the balance row. The invoice form opens (see Step 3) with the client/payer and the selected billables already filled in, so you do not have to re-enter work that has already been logged, and you can review and adjust everything before issuing it.
2. **Invoice several balances at once (mass action).** Tick the checkboxes for the balances you want to invoice (or use the select-all checkbox), then click the mass action at the top of the balance table (shown as **Mass accept invoices ...**). A confirmation dialog opens where you choose the **Invoice date** and can tick **Attach work report to each invoice**, then click **Create invoice** to create the invoice(s) directly.

> **Tip:** If you only want to invoice a single project, you can also start from the project page with **New invoice**, which opens the same balances view scoped to that project.

## Step 3 — Choose client/payer, items, period, VAT, currency and language

The invoice form is where you shape the invoice before issuing it.

### Client and payer

The client/payer for the invoice is shown at the top of the form. It is taken from the balance you selected, so the invoice is addressed to the party responsible for paying that work. If a project uses **payer preferences** or **invoice splits**, the correct payer or the split payers are applied automatically.

### Billable items and period

- **Billable items** — the form lists the selected billables grouped by type (Times, Travels, Products, Expenses, Per Diems), each with a checkbox. Untick any line you do not want to include.
- **Period** — use the date range selector to control which billables are shown, for example all time, this month, or a custom range. The form refreshes the listed items for the chosen period.

### VAT

VAT is applied based on the project's VAT setting (and, for retainers, the retainer's VAT setting). The applicable VAT is calculated per line and added to the totals. If a VAT confirmation or warning is required, Manor shows an alert in the form.

For the VAT rate used on invoices, see **Management → Settings** → **Billing VAT rate**, and manage the available rates under **Management → VAT rates**.

### Currency

The invoice uses the currency of the payer (or retainer). If your firm works with multiple currencies, the exchange rate is applied according to your firm's **Billing exchange rate policy** (configured in the firm's invoicing setup — see [Invoice Setup](invoice-setup.md)). To issue an invoice in a foreign currency, see [Issuing an invoice in a foreign currency](#issuing-an-invoice-in-a-foreign-currency) below.

### Language

The language of the invoice is taken from the project (or retainer) language. If you need the invoice in a different language, change the **Language** on the project first.

> **Note:** The invoice PDF (and the invoice e-mail) is always rendered in the **project's language**, regardless of the language the individual user has selected for their own Manor interface. The project language is set in the project's **Language** field (open the project and click **Edit project**); when a project is created it defaults to your firm's language. To change the language of an invoice, change the **Language** on the project before issuing it.

## Issuing an invoice in a foreign currency

A Manor invoice is always issued in a single currency. Usually that is your firm's default currency, but Manor can also issue the invoice in a foreign currency. In that case Manor applies an exchange rate and prints the matching bank account on the invoice, so the client can pay it correctly.

### Which currency the invoice uses

The invoice form does not have a currency picker of its own. The currency is inherited from the party the work is billed to, and it is shown on the invoice through that currency's prefix/suffix and number of decimals (for example `$`, `€`, ` kr.`):

- For a normal invoice, the currency is the **payer's** currency — the currency set on the client that the work is invoiced to.
- For a retainer invoice, the currency is the **retainer's** currency, not the client's current currency.

So to issue an invoice in a foreign currency, set that currency on the payer (client) **before** creating the invoice:

1. Open the client (**Clients** → the client → **Edit**).
2. Change the **Currency** field to the foreign currency you want to invoice in.
3. Create the invoice as usual — the invoice is now issued in that currency.

Only currencies that are enabled are available to select. You enable and disable currencies under **Management → Pricing → Active currencies**; if the currency you need is not listed there, enable it first and it becomes selectable on the client (and anywhere else a currency can be chosen).

> **Note:** The currency cannot be changed on an invoice after it has been issued. To switch an invoice to another currency, credit it and issue a replacement. Where a project uses invoice splits, all split payers must use the payer's currency.

### The exchange rate applied to the invoice

When the invoice currency is not your firm's default currency, Manor needs an exchange rate so the amounts can also be tracked in the default currency. The rate is looked up when the invoice is finalised, and which rate is used is controlled by your firm's **Billing exchange rate policy** (**Management → Firms → your firm → Invoicing setup**):

- **Use latest exchange rate from the same day as an invoice is created** — the most recent rate available on the day the invoice is created.
- **Use exchange rate from the day before an invoice is created** — the rate from the previous day.

The chosen rate is stored on the invoice and shown for foreign-currency invoices as `[invoice currency]/[default currency] rate` (for example `USD/ISK rate`). The rate is based on the moment the invoice is created, not on the invoice date you select.

If Manor cannot find an exchange rate for the currency, the invoice is not created. In that case, check that the currency is one Manor can fetch a rate for, and try again.

![Invoicing setup with the Billing exchange rate policy setting](../screenshots/invoices-foreign-currency-exchange-rate-policy.png)

### The bank account shown on the invoice

Your firm can register a separate bank account for each enabled currency (**Management → Firms → your firm → Bank accounts**). Each currency has its own **Bank name**, **SWIFT** and **IBAN**. As the screen itself explains, *"The bank account for each currency is displayed on sales invoices in the same currency."*

When you issue an invoice, Manor selects the bank account that matches the invoice currency:

- If a bank account is registered for the invoice currency, its details are printed on the invoice — for a foreign currency, the **SWIFT** and **IBAN**.
- If no account exists for that currency, Manor falls back to the bank account of the firm's default currency.
- A bank account only produces international payment details on the invoice when both **SWIFT** and **IBAN** are filled in, so complete both fields.

All amounts on the invoice — the lines, the totals and the payment details — are shown in the invoice's own currency. For a foreign-currency invoice, Manor prints **"All amounts in [currency]"** and also shows the applied exchange rate, so the client can see exactly what was converted.

![Bank accounts for each currency in firm settings](../screenshots/invoices-foreign-currency-bank-accounts.png)

## Step 4 — Edit invoice details (lines, totals and dates)

Before issuing the invoice you can review and adjust it:

- **Lines** — each billable becomes a line item (or several lines, depending on the project's **Invoice layout**). Quantities, prices and discounts can be adjusted, and group subtotals or discounts can be applied.
- **Totals** — Manor recalculates the subtotal, VAT and grand total from your lines. You can also override the grand total if needed.
- **Invoice date** — set the date of the invoice. Your firm's invoicing setup controls the default date and how far back in time an invoice may be dated.
- **Due date** — the due date is suggested from the grace period (from the project, the client, or the firm). You can override it.
- **Comments** — any default **Invoice comment** from the project or client is pre-filled and can be edited for this invoice.
- **Attachments** — attach supporting documents if required.

## Step 5 — Preview the invoice

Preview the invoice before issuing it to make sure the client, lines, totals, VAT and dates are correct. Previewing does not create a final invoice; it simply builds an invoice from the current form values so you can check it, and it also supports the split-payer previews.

You can also download a PDF preview of the invoice.

> **Tip:** To obtain client approval before issuing, create an invoice proposal and download a proforma invoice instead. See [Invoice Proposals](invoice-proposals.md) and [Proforma Invoices](proforma-invoices.md).

## Step 6 — Finalise (issue) the invoice

When the invoice looks correct, finalise it. Manor then:

1. Creates the invoice with the chosen payer, project/retainer, currency, dates, VAT flag, buyer references, email and layout.
2. Builds the invoice lines and links each billable (time, travel, product, expense, per diem) to its invoice line, so those billables are marked as billed and drop out of the outstanding balances.
3. Applies any invoice splits, creating a separate invoice for each split payer.
4. Assigns the invoice number according to your firm's numbering (**Prefix** and **Next invoice number**, configured under **Management → Firms** → **Manor invoicing**).
5. Records the invoice so it appears in the **Billing → Invoices** list.

Once issued, the included billables are no longer available to invoice again, preventing duplicate billing.

## Step 7 — Deliver the invoice (email or PDF)

How an invoice leaves Manor depends on your firm's **Invoice delivery** setting (**Management → Firms** → **Manor invoicing**):

- **Manual** — you download the invoice PDF from Manor and deliver it to the client yourself. On the **Invoices** list you can also use the mass **Download invoices** action to download several invoices at once.
- **Unimaze** — the invoice is sent electronically through Unimaze.
- **Email** — the invoice PDF is sent as an email attachment to the client's billing email address.

You can also email an invoice directly from Manor — on the **Invoices** list, select one or more invoices and use the mass **Send via email to ...** action. Manor logs each delivery attempt and its outcome, so you can confirm the invoice reached the client. Failed deliveries (for example, a missing or incorrect invoice delivery email) are visible on the **Invoice delivery** page and can be corrected and resent.

For details, see [Invoice Delivery](invoice-delivery.md).

## Step 8 — Track paid/unpaid status

Whether Manor can show whether an invoice has been paid depends on how your invoices are handled:

- **Native Manor invoicing on its own does not track payments.** Manor records that the invoice was issued and delivered, but there is no manual "mark as paid" action and the **Invoices** list has no payment-status column.
- **Payment status is available where your financial data is synced from a connected accounting system.** If your invoices are posted to and reconciled in an accounting system that Manor connects to (for example Business Central, DK or Payday), the **Invoices** list gains a **Payment status** column (**Paid**, **Partially paid** or **Unpaid**) and an **Overdue** column, and you can filter the list by paid status to focus on what is still outstanding.

Because each billable is linked to the invoice that billed it, you always have a consistent picture from billable → invoice → delivery → payment (where payment data is available).

## Related articles

- [Balances Overview](balances-overview.md) — how to review and filter the billable amounts you invoice from.
- [Balance Table Settings](balance-table-settings.md) — VAT and currency display options for the balances list.
- [Billing](billing-page.md) — overview of the whole Billing section.
- [Invoice Setup](invoice-setup.md) — configure invoicing integration, numbering, delivery and default terms.
- [Invoice Proposals](invoice-proposals.md) — draft invoices that go through review before being finalised.
- [Proforma Invoices](proforma-invoices.md) — PDF previews for client review.
- [Invoice Delivery](invoice-delivery.md) — track successful and failed deliveries.
- [Invoice Splits](invoice-splits.md) — divide a project's billing across several clients.
- [Automated Invoices](automated-invoices.md) — schedule recurring invoices.
- [Project Workflow Guide](../projects/project-workflow.md) — the full project lifecycle, from setup through billing to closure.

## Frequently asked questions

### Can I invoice the same work twice?
No. Once a billable is included in an invoice, it is marked as billed and no longer appears as an outstanding balance.

### Why is a billable missing from the invoice form?
Check that it is not already invoiced or included in a proposal, that it is marked billable rather than written off, and that the period you have selected actually covers its entry date.

### How do I invoice a client in a foreign currency?
Set the foreign currency on the payer (client) and enable it under **Management → Pricing → Active currencies** first. The invoice then uses that currency, and Manor applies your firm's **Billing exchange rate policy** and prints the matching currency bank account. See [Issuing an invoice in a foreign currency](#issuing-an-invoice-in-a-foreign-currency).

### Why is there no exchange rate on my invoice?
The exchange rate appears only when the invoice currency differs from your firm's default currency. If a foreign-currency invoice cannot be created, Manor could not find a rate for that currency on that day.

### What if I need to correct an invoice after issuing it?
Issued invoices can be adjusted with a credit invoice. Work with your billing administrator if a client disputes an amount.