Invoicing

Help Articles

With Solna you can create and edit invoices, attach links, share your invoices, create a recurring invoices and much more.

You will need to create a new invoice every time someone has to pay you for goods or services. In accounting terms, this is sometimes called ‘accounts receivable’. 


With Solna, you can attach important documents to invoices to make sure your customer has all the information they need to make payment. Solna can also issue automatic reminders for invoices, so you don’t have to keep chasing them for payment. 




Invoices can be created as follows:


  1. On the top right-hand corner of the navigation pane, select the + (Create) icon.

  2. On the top line, check the invoice date, invoice number and reference number. You can change any of these by clicking the field. 


The invoice date and invoice number are required, but including a reference number is optional. You might add one if, for example, your customer has raised a purchase order with a reference number that must be quoted in an invoice.


  1. Select the Customer from the drop-down list of customers.


  1. Mark the date by which payment is due. Solna can calculate common due dates by standard grace periods of 15 days, 20 days, and 30 days. You can pick one of these from the drop-down list, or can set any payment date you wish by selecting Custom at the bottom of the drop-down list.


  1. Check the VAT status. You might normally issue invoices that are inclusive or exclusive of VAT, so make sure this setting is correct. 


  1. Add the products and services into your invoice one by one. You can:


  • Under Product/Service, provide a headline description of each product or service

  • Under Description, provide a more detailed description

  • Under Qty, indicate how many of each item has been ordered

  • Under Cost, enter the unit cost of ONE item only, and Solna will do the calculations


As you enter more items, note that the Amount column changes to reflect the total cost of the invoice—this is also automatically calculated.


If you need to invoice more items than the form is showing, click Add lines. 


If you want to remove lines from the invoice, click the grey X to the right of the row that needs to be removed.




Solna allows you to share invoices with your customers in the following manner:

  • Download as a PDF

  • Send to your customers through the platform

  • Share a link

To share a link to an online invoice:

  1. Create an invoice
  2. Click on Save and share link 
  3. Or Save and Send --> Copy Share Link


Save & Share Link



Copy Share Link







When an invoice has been created and saved, but not sent, it is available in the Invoices dashboard listed under Open invoices. 


To open an invoice for further editing, or to send it, go to the Invoices dashboard and click anywhere on the invoice summary information to open the invoice. 



Remember to click Save when editing is complete, or Save and send if it is ready to be sent immediately after edits have been made.




Attach documents, sample files, photos or any file that your customer demands on their invoices.

 

To upload attachments to your invoice:

  1. Create an invoice by clicking on the + (Create) icon and select Invoice

  2. Scroll down to the bottom of the invoice, drag & drop or click into the Attachments field

 

Attachments are limited to 25MB and will be attached to invoices sent to your customers.



Some invoices are recreated time after time, for example, when there is an ongoing relationship with a client that is billed on a regular basis. With Solna, it is easy to create one invoice and then send it on a repeat basis by making some simple settings. 


  1. On the invoice creation screen, click the Recurring button underneath the Due date. This will open up a new set of options you can use to set up recurrence rules. You can specify:

  • A set repeat frequency, such has every ‘n’ days, weeks or months
  • A specific end date; this is optional and is a specific calendar date 
  • A specific number of times; this is optional


Careful use of these features will let you issue repeat invoices for a wide range of circumstances—all without having to do more than raise one invoice and set up a repeating schedule.



You can send invoices immediately after they are created or save them for sending later. 


When an invoice has been created and saved, but not sent, it is available in the Invoices dashboard listed under Open invoices. To open an invoice for further editing or to send it, go to the Invoices dashboard and click anywhere on the invoice summary information to open the invoice.


When an invoice is completed and ready to send, click Save and send.

Every invoice is sent with an accompanying email. Solna takes care of the main administration of creating an email, which you can edit and personalise easily.



  1. Check the recipient. Solna automatically selects the main contact you have set up for a client. You can easily add more recipients, and/or remove this main recipient. 

  2. You can BCC the email to anyone you choose—just click BCC and add recipients. Note that BCC’d emails cannot be tracked.

  3. Check the Subject line. This is automatically created, and you may wish to change it.

  4. Check the body. Add any additional text you want to add into the main body of the email. Remember—this is what the recipient will see.

  5. Check the invoice. On the left-hand side of the screen, you’ll see your invoice. You can expand this to full screen using the arrow icon above the invoice. You can also:

  • Change the theme; Solna provides a range of different theme designs to choose from
  • Download your invoice as a PDF for local storage
  • Print your invoice to a local printer
  1. Send (or save). Click Send to send the invoice right away, or click Save and send to keep the invoice for later.


Invoice Preview



You might want to attach something to an invoice. 


For example, you might want to include information about upcoming offers or new products, attach a document your customer has specifically asked to see, or provide some information that will be useful to help your client pay.

  1. When creating or editing an invoice, scroll to the bottom of the page.

  2. Find the Attachments box on the left-hand side below the calculated invoice total.

  3. Now either:

    • Click in the box and find a local file on your computer to attach

    • Open a new window on your computer and drag the file you want to attach across

  4. The item you have selected will be listed so you can easily identify it as attached.

  5. To add another item, repeat the process to find and select an attachment.



If you attach something by accident, it is easy to remove—just click the cross to the right of the file name and it will be removed.


You can delete an invoice in the following manner:


Invoices List:

  1. Navigate to the Invoices List

  2. Select and check the invoice you’d like to delete

  3. Click on the 'delete' icon


Customer Screen:

  1. Navigate to a particular customer

  2. Click on the Invoices tab

  3. Select and check the invoice you’d like to delete

  4. Click on the 'delete' icon


Note: Deleting invoices is a permanent action and cannot be undo.


One of Solna’s unique features is that we give you the ability to track exactly who has viewed your invoice and when. 


This provides you with great context/insights if you ever have to chase your customers for late payments. To view the activity on an invoice, you have the following options*:


Invoices List

  1. Navigate to the Invoices List

  2. Hover over the 'Viewed by' column or click the 'Receive payment' link on the invoice in question



Activity Feed




Insights (Reports)

  1. Navigate to the Insights (reports) section

  2. Hover over the Viewed by column on the invoice in question


* You must have sent at least one invoice to a customer via Solna.

Solna allows you to track the status of your invoices, so you can know at all times if you’ve been paid or not.


You can view the status of each individual invoice in the following locations:

  • Invoices list

  • Invoice status screen

  • Invoice portal





Invoices list

  1. Click on Invoices on the left-hand navigation

  2. Hover over a particular invoice and you’ll be presented with its status


Invoice status screen

  1. Click on Invoices on the left-hand navigation

  2. Click into a particular invoice so that the invoice status screen opens up

  3. The invoice’s status will be displayed at the top


Invoice portal

  1. Click on Invoices on the left-hand navigation

  2. Click into a particular invoice so that the invoice status screen opens up (right-hand side)

  3. Click on the View icon. Alternatively, your customer can also see the invoice status when they click access your invoice via the portal.