Invoice status, payments, cancellation and corrections

An invoice passes through a few states in Norman: you create it, you send it, and it gets paid. This article shows how Norman detects the payment, what you can set by hand, and how you correct a wrong invoice.

The status of an invoice

• Unpaid: The invoice is created or sent, the money has not arrived yet.
• Overdue: The payment term has passed. Norman marks the invoice automatically.
• Paid: The payment is matched or you confirmed it.

Quotes have their own states: Draft, Open, Sent and Approved. You convert an approved quote into an invoice with one click.

Detect payments automatically

When your bank account is connected, Norman matches incoming payments to your invoices. It compares the amount and the time window: from one week before the invoice date until 30 days after the due date, and then up to 90 days. When everything fits, the invoice becomes Paid, and the transaction is linked to the invoice.

If you undo an automatic match, Norman no longer matches this invoice on its own. You then decide by hand.

Match payments by hand

• Mark as paid: Open the invoice menu and choose Mark as paid. Mark as unpaid takes it back.
• Match transaction: On the invoice, link the matching bank transaction. It also works the other way round: open the transaction in Bookkeeping and assign the invoice to it.
• Split payment: If a customer pays in several parts, link several transactions to the same invoice.

Overdue invoices

After the due date Norman shows the invoice as Overdue. With Send reminder you send the customer a payment reminder. In the template settings you set up automatic reminders.

Change an invoice

• You can change an unpaid invoice with Edit as long as it has not reached the customer.
• If the invoice is already sent, do not change it anymore. Create a cancellation invoice and then a new, correct invoice. This keeps your numbering without gaps, as the GoBD require.
• A paid invoice cannot be edited.

Cancel an invoice

1. Open Invoices and click Create.
2. Choose Cancellation invoice.
3. Take over the client and the lines of the original invoice and name its invoice number in the text.
4. Save the cancellation invoice and send it to the customer.

Norman marks the document as Cancellation invoice and gives it its own number. The original invoice stays in your records. If you need a corrected invoice, create it afterwards.

Delete an invoice

Delete removes an invoice for good. Use it only for drafts that never reached the customer. Cancel a sent invoice instead.

Refund to a customer

You record refunds in the bookkeeping, not through an invoice. Open the bank transaction and switch on Is it a refund?. Do not create a transaction with a negative amount. The steps are in Record refunds with the refund switch.

Add your VAT ID to invoices

If you want your VAT ID to appear on invoices, open the invoice settings, edit your business details, and add the VAT ID there.

Related articles

• Set up recurring invoices
• Invoice template settings
• Mandatory details on an invoice