AI Invoicing

Knowlix AI Invoicing streamlines your billing workflow with intelligent invoice management, payment tracking, and real-time analytics. Manage your entire invoicing process from creation to collection.

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1. Invoice Management

The Invoice Detail View provides complete control over individual invoices, allowing you to manage payments, send documents, and track status.

• Invoice Header: Displays the invoice number (e.g., INV/2026/00003), customer name, and current status (Draft or Posted).
• Customer Details: Shows customer information including name, delivery address, invoice date, and due date.
• Line Items: Lists all products or services with quantity, price, and tax calculation. In this example: Calendar App at 20.00 € with 15% tax.
• Totals: Automatically calculates untaxed amount, tax, and final total (23.00 €).

Quick Actions: Click the action buttons at the top to manage the invoice:

• Send: Email the invoice directly to the customer with a PDF attachment.
• Print: Generate a printable PDF version.
• Pay: Register a payment when the customer pays.
• Preview: See how the invoice looks before sending.
• Credit Note: Create a credit note if you need to refund or adjust.
• Reset to Draft: Return a posted invoice to draft status for editing.

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2. Payment Tracking

Navigate to Customers → Payments to view all recorded payments and their status. The Payments view shows a complete record of all customer transactions:

• Date Column: When the payment was recorded (e.g., 02/03/2026).
• Journal: The payment method used (Bank, Cash, etc.).
• Payment Method: How the payment was processed (Manual Payment, Online, etc.).
• Customer: Which customer made the payment (Adora microships, Johnson HVAC).
• Amount in Currency: The original payment amount.
• Amount: The converted amount in your base currency.
• State: Payment status with color-coded badges (Paid in green).

The total at the bottom (8,325.00 €) shows the sum of all displayed payments. Navigation Menu: Click the Customers dropdown to access:

• Invoices: View all customer invoices
• Credit Notes: Manage refunds and adjustments
• Payments: Track all payment records
• Products: Manage your product catalog
• Customers: View customer database

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3. Products & Pricing

Navigate to Vendors → Products to manage your product catalog and pricing. The Products view displays all your sellable items with pricing details:

• Internal Reference: Product code for internal tracking (e.g., KNOWLIX-KI-TEAM, KNOWLIX-IMPL-50H).
• Product Name: Descriptive name shown on invoices (KI-Teammates Solution, Knowlix AI Implementation - 50h Package).
• Sales Price: The default price charged to customers (2,500.00 €, 7,500.00 €).
• Sales Taxes: Tax rate applied to the product (15%).
• Purchase Taxes: Tax rate for vendor purchases.

Vendor Menu: Click the Vendors dropdown to access:

• Bills: View and manage vendor bills
• Refunds: Track vendor refunds
• Payments: Record payments to vendors
• Products: Manage product catalog
• Vendors: View vendor database

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4. Reporting & Analytics

Navigate to Reporting → Invoice Analysis to view financial trends and insights. The Invoice Analysis dashboard provides visual insights into your invoicing performance:

• Trend Chart: The line graph shows Untaxed Amount over time, helping you identify revenue patterns. In this example, revenue trends from approximately 4,000 € in December 2025 to 3,500 € in January 2026.
• Measures Button: Click to change what metric is displayed (Untaxed Amount, Total, Count, etc.).
• Chart Types: Toggle between line, bar, pie, and other chart formats using the toolbar icons.
• Filters: Use the search bar with tags like “Invoiced” and “Customer” to filter the data.

Reporting Menu: Click the Reporting dropdown to access:

• Management: Overview of key financial metrics
• Invoice Analysis: Detailed invoice trends and breakdowns

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