This article explains how to work with invoices after they have already been created in Logistiqo. This includes printing invoices, sending them by email, adding attachments, using an alternative invoice recipient, and understanding why several invoices may be created even though batch invoicing is enabled.
Opening an existing invoice
Go to Accounting > Debtors > Invoice Registry.
In the upper table, search for the invoice you want to work with. You can filter by invoice number, customer, invoice date, status, or other available columns. Select the invoice in the table to open its details below.
Once the invoice is open, you can use the toolbar functions such as Print, Email, Documents, or Save, depending on what you want to do.
Printing an invoice
An invoice can usually be printed with or without the Logistiqo layout and logo.
Use Invoice with Logo if the invoice should be printed or sent with the company logo and the standard Logistiqo invoice layout. This is normally used when the invoice is sent as a PDF by email or printed on blank paper.
Use Invoice without Logo if the invoice should be printed without the graphical header and without the logo. This is normally used if the invoice is printed on pre-printed company letterhead.
Difference between Print and Total Print
In Logistiqo, it is possible to have more than one invoice opened or selected at the same time. The details panel on the right side shows which invoices are currently selected.
Print prints only the invoice that is currently active or selected.
Total Print prints all currently selected or opened invoices together in one PDF file.
This is useful if several invoices should be printed or saved at once, for example after a batch invoicing run.
Sending an invoice by email
To send an invoice directly from Logistiqo, open the invoice and click Email in the toolbar.
Before sending the email, check the recipient, subject, email text, and attachments. The invoice PDF is normally attached automatically. If additional documents were marked as invoice attachments, they are also included in the email.
After checking the email, send it from the email window.
Adding attachments to an invoice email
There are two common ways to send additional documents together with an invoice.
Option 1: Documents from the shipment
If a document belongs to the shipment, open the shipment under Shipments > Shipment.
Click Documents in the toolbar and upload the document to the shipment. In the document window, mark the document as relevant for the invoice. When the invoice is sent by email, the document can then be included as an additional invoice attachment.
This is typically used for delivery notes, signed documents, POD documents, or other shipment-related files that should be sent together with the invoice.
Option 2: Documents directly on the invoice
If the document should be attached directly to the invoice, go to Accounting > Debtors > Invoice Registry and open the invoice.
Click Documents in the toolbar and upload the file directly to the invoice. Mark the document as an attachment if it should be sent together with the invoice email.
This is useful for additional commercial documents, customer-specific documents, contracts, explanations, or other files that do not belong to a specific shipment document.
Using an alternative invoice recipient
Sometimes the customer in the shipment is not the company that should receive the invoice. In that case, an alternative invoice recipient can be stored for the customer.
Go to Contacts > Companies and open the company for which you want to define an alternative invoice recipient.
Open the invoice recipient function from the company record and add a new invoice recipient. Select the company that should receive the invoice. If the company does not yet exist in Logistiqo, create it first under Contacts > Companies.
If one invoice recipient should be used by default, mark it as preferred. Save the settings afterwards.
When a new shipment is created for this customer, Logistiqo can then show a drop-down field for the invoice recipient. The preferred invoice recipient is selected automatically, but it can still be changed in the shipment if necessary.
Why several invoices were created although Batch Invoice is enabled
If Batch Invoice is enabled for a customer, Logistiqo can combine several shipments into one invoice. However, this does not always mean that every selected shipment will end up on the same invoice.
Several invoices may still be created in the following cases:
Different payment conditions
Shipments with different payment conditions cannot be combined into one invoice.
For example, if some shipments have 10 days and others have 30 days as payment condition, Logistiqo creates separate invoices. All shipments with the same payment condition are grouped together, but shipments with another payment condition are placed on a separate invoice.
Weekly or monthly invoice settings
If Weekly Invoice or Monthly Invoice is enabled for the customer, Logistiqo groups the shipments by week or by month.
For example, if two shipments belong to one week and another shipment belongs to a different week, two invoices are created. The same principle applies to monthly invoicing.
Invoice by shipment type
If Invoice by shipment type is enabled, Logistiqo separates the invoice by shipment type. In that case, shipments with different shipment types are not combined into the same invoice.
Checklist if the invoice does not look as expected
Check the following points:
- Was the correct invoice recipient selected?
- Are the expected shipment documents marked as invoice attachments?
- Was the correct print option used, with or without logo?
- Were several invoices selected, and should Print or Total Print be used?
- Do the selected shipments have the same payment condition?
- Is Weekly Invoice, Monthly Invoice, or Invoice by shipment type enabled for the customer?
These settings usually explain why an invoice is printed, sent, or grouped differently than expected.