# Create invoices manually This page walks You through creating a sales invoice manually in Fitek, from filling in the header to adding rows. *** ### Before You start Make sure Your customer exists in **Settings → Customers** with at least: * Name * VAT NO or REG NO (at least one) * Country If not, add the customer first — this lets Fitek pre-fill invoice details for You. See [Managing customers](/sales-invoices/getting-started/managing-customers.md) for how to set this up. *** ### Step 1: Open a new sales invoice Go to the Sales Invoices module and click **New invoice**. You'll see the invoice header at the top and an empty rows section below. *** ### Step 2: Fill in the header Header fields are based on Peppol requirements, so several are mandatory. #### Customer (mandatory) Open the drop-down and choose Your customer from the list. The list comes from **Settings → Customers**. Once You pick a customer, Fitek will try to pre-fill from the customer profile: currency, language, payment terms (in days), and overdue charge (% per day). #### Invoice date (mandatory) Automatically set to today when You open the new invoice. You can change it to a past or future date. If You change the invoice date, Fitek will recalculate the due date using: Due date = Invoice date + Payment terms (in days). #### Due date (mandatory) Fitek pre-fills this using payment terms from the customer profile, or if that's empty, from **Settings → Company Settings**. The formula is: Due date = Invoice date + Payment terms (in days). You can change the due date manually. When editing later, the due date cannot be earlier than the invoice date. #### Document type (mandatory) Choose one: Invoice (default), Credit, or Prepayment. #### Currency (mandatory) Fitek tries to pre-fill from the customer profile. If empty, it falls back to Company Settings. If that's also missing, EUR is used. You can change the currency manually from the drop-down. #### Language (mandatory) Fitek pre-fills from the customer profile, or falls back to **Settings → Company Settings → Invoice language**. This controls the language of the PDF that Fitek generates for this invoice. It does not affect original PDFs that You import. #### Overdue charge (optional) The daily percentage used to calculate overdue charges (e.g., 0.05 = 0.05% per day). Pre-filled from the customer profile, or from Company Settings if missing. #### Additional information (optional) Free text (up to 500 characters) shown on the invoice PDF. Use it for notes to Your customer - for example, "Purchase order 12345" or "Project: X". You can leave this empty. *** ### Step 3: Add invoice rows Rows are not mandatory for saving the invoice, but they are required for sending as an e-invoice. #### What You can do * You can save with no rows at all - this is allowed. * You can save rows with missing data. * When sending, Fitek will validate rows and require complete data. See [Peppol](/sales-invoices/creating-and-sending-invoices/peppol.md) for what's validated. #### Fill each row **Description**\ What You sold - product or service name/description. **QTY**\ Quantity. **Unit**\ Unit of measure. For Peppol, only predefined units are allowed (no free text). Fitek shows names and sends the correct Peppol codes. **Price**\ Price per one unit. **NET**\ Calculated automatically: NET = QTY × Price. Read-only. **VAT type**\ Peppol VAT category: Standard, Exempt, or No tax (zero-rated). **VAT %**\ If VAT type is Standard, You enter the percentage (e.g., 21). If VAT type is Exempt or No tax, VAT % is read-only at 0. **VAT amount**\ Calculated automatically: VAT = NET × VAT% / 100. Read-only. **Total**\ If QTY, Price, and VAT% are present: Total = NET + VAT. If only QTY and Price: Total = NET. If QTY or Price is missing, Total is not calculated. #### Manage rows * **Add Row** – adds a new empty line at the bottom * **Duplicate row** – copies a selected line to a new row at the bottom * **Delete row** – removes a line and automatically reorders row sequence *** ### Step 4: Save the invoice When You're done with the header (and optionally rows), click **Create Sales invoice**. Fitek will check that all mandatory header fields are filled (Customer, Invoice date, Due date, Document type, Currency, Language). Saving is allowed even if rows are empty or incomplete. When saved, Fitek automatically: * Generates the invoice number (format: SI-00001, SI-00002, etc.) * Sets the status to **Unsent** * Sets the creation date to the moment You saved * Stores Your name as "Created by" in the Sales Invoices Register * Redirects You to View mode If a mandatory header field is missing, Fitek will show an error and won't save until You fix it. *** ### Step 5: Review and edit After saving, You land in View mode. You can see the header with customer, invoice number, status, dates, and totals, and You can see and edit rows (rows are always in edit mode for flexibility). Click **Edit** on the header to change any header field (customer, dates, document type, etc.). You cannot clear mandatory header fields, and the due date must not be earlier than the invoice date. Save or discard Your header changes when done. You can edit as long as the invoice status is **Unsent** or **Delivery issues** (after a failed delivery attempt). *** ### What's next? Your invoice is saved with status **Unsent**. When You're ready to deliver it, see [Send as e-invoice (Peppol)](https://claude.ai/link) — that page covers validation, sending, delivery outcomes, and how to handle errors. * [Understanding statuses](/sales-invoices/getting-started/understanding-statuses.md) – what each status means and what to do about it * [Managing Your customers](https://claude.ai/link) – set up customer data so invoices pre-fill automatically * [Sales Invoices Register](/sales-invoices/getting-started/sales-invoices-register.md) – back to Your main dashboard --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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