How do I create an invoice?

Within Agromanager, there are several ways to create an invoice. The available options depend on the type of invoicing package you are using.

Are you using the free or basic version?
In that case, you can only create invoices manually. You add the lines yourself and manually enter the unit price, quantity, and VAT rate.
The price list function is not available in this version, which means the system does not remember any data for future invoices. Each invoice starts from scratch.

Are you using the premium version?
Then you have access to additional functionality. Invoices can be created based on existing orders (such as sales, sorting, purchase, or cooling orders), or by manually adding lines.
You can also combine multiple orders into one invoice and add additional lines if needed.

In the premium version, the price list function is also active. The system automatically remembers which products include or exclude packaging, which VAT rates apply, and which prices are used globally or per customer. This makes the invoicing process faster, more consistent, and less error-prone.

In this article, we explain both methods step by step.

Step 1 – Open the Invoicing Module

Step 2 – Open Invoices

If you have multiple invoicing companies linked to your Agromanager account, first select the company for which you want to create the invoice.

Step 3 – Create an Invoice

To create an invoice, click the green 'New Invoice' button in the upper-right corner.

In the pop-up that appears, select the customer and enter the desired invoice number.
Once you have entered an invoice number for the first time, the system will automatically suggest the next sequential number for future invoices.

Select the option below that applies to your package:

• Option 1: Here you will find the steps for the Basic version.

• Option 2: Here you will find the extended steps for the Premium package.

Option 1 – Basic Version: Enter the Invoice Details

• Message (free text):
  Add a free message here if desired. This text will appear on the invoice.
• Reference:
  Enter the reference you want to link to this invoice.
  If you include the invoice number in the reference and it exactly matches the entered invoice number, the system will automatically increase it for the next invoice.
• Note:
  Add any additional remarks you want to include on the invoice.

Add invoice lines:

For each line, enter the unit price, the number of pieces or kilograms, and the VAT percentage.
Do you want to invoice multiple products or services? Use the ‘Add’ button to add extra lines to the invoice.

Option 2 – Premium Version: Enter Invoice Details and Add Orders

• Select the desired order or orders
  By default, only non-invoiced orders are displayed.

• Use the filter options if needed
  At the top of the list, you can filter by:

  • Order type

  • Status: Invoiced, Not invoiced, or All

• Check and complete the invoice details
  Adjust the data if needed.

Step 4 – Save the Invoice

Click 'Save' in the bottom-right corner to create your invoice.

After saving, you will be taken to the details screen of the invoice.
Do you need to edit or add something? This is possible as long as the invoice is still in draft status and not yet completed.

Once everything is correct, you can finalise the invoice. The status will then change to outstanding.
From that moment on, you can:

• Send it as a PDF by email,
• Send it via EDI (if applicable),
• Send it via PEPPOL.

Have you received a payment?
Click 'Pay' to register the payment and link it to the corresponding invoice.