01Finance and accounting · module
Issued invoices and payments
Invoices, advance invoices, credit notes, and tax documents for payments with gap-free numbering
- Issued invoice
- Invoice item
- Advance invoice
- Credit note
- Tax document for received payment
- Payment
- Advance deduction
- Discount
- Additional cost
- 14
- capabilities
- 9
- record types
- 8
- automations
- 2
- integrations and AI tools
02What the module does
Less routine. More value.
Issued invoices in Draivix generate invoices, advance invoices, credit notes, and tax documents for received advances, and track their payment status. Your company has the document, its number from a numbering sequence, email dispatch, and payment status recalculated after every payment—all in one place.
- No duplicate invoicesConvert a sales order into an invoice in a single step. If you accidentally trigger the conversion again, the system returns the existing invoice instead of creating a duplicate.
- Sequential invoice numberingAn invoice is assigned its number upon issue from a numbering sequence based on the issuer and currency. No gaps occur in the sequence, so your accountant never has to hunt for missing documents.
- Automatic tax point dateThe taxable supply date (Czech DUZP) is filled in automatically on issued invoices, up to 14 days before the issue date. You can adjust this default limit to match your company policy.
- Due date never precedes the issue dateThe system checks that the due date is not earlier than the issue date, catching mistyped dates before the invoice is sent to the customer.
- Send by email or print in one clickSend the invoice as a PDF by email, or issue and print it with a single button. Sending the email automatically updates the invoice status, so you always see what has already gone out.
- Manual and bank-matched paymentsRecord a payment manually, click the Paid button, or let bank payment matching fill it in automatically. You keep track of all payments in one place, regardless of how they arrived.
- See exactly what has been paidPartially paid, paid, and overpaid statuses are calculated precisely from recorded payments and deducted advances. You never have to calculate manually how much a customer still owes you.
- Advance invoices follow your workflowOn an advance invoice, you set whether payment generates a final invoice, a tax document, or both. You don't have to handle the next step manually for every advance.
- A tax document for every paymentA tax document is generated for every payment toward an advance, including partial payments. Every payment has its own accounting record, so your accountant doesn't have to piece anything together later.
- Credit notes linked to the right invoiceCreate a credit note directly from an invoice while the system verifies both the customer and the reverse-charge regime. You won't accidentally link it to another customer's document or a different tax regime.
- Cancellation keeps the sequence intactYou can cancel an invoice, but a numbered document never releases its number. Your numbering sequence stays continuous and every number remains traceable.
- Cash receipts straight from the invoiceWhen a customer pays in cash, you generate a cash receipt voucher directly from the invoice without retyping any details into the cash desk.
- Thank-you emails and document lockingOnce paid, an automatic thank-you email can go out to the customer and issued documents can be locked. Both options are configurable—turn them on only if your company wants them.
- Company billing performance on your dashboardDashboard widgets show monthly performance, a monthly invoice summary, and a year-over-year comparison of collected payments. You can track billing trends without building custom reports.
03How it works
How it works step by step.
How an invoice is created
You can create an invoice manually, from a sales order that is ready for invoicing, or have it generated by a recurring invoicing schedule. When converting a sales order, all line items are transferred into a single invoice and the order is marked as invoiced. If you accidentally run the conversion again, the system returns the existing invoice instead of creating a duplicate.
Read in detail
An invoice receives its number the first time it leaves draft status. By default, a draft also receives a number when you print it or send it by email. Numbers are drawn from a numbering sequence based on the issuer and currency, running consecutively without gaps. A draft canceled before numbering consumes no number, while a numbered invoice keeps its number even if canceled.
The tax point date (DUZP under Czech VAT rules) is filled in automatically on issued invoices, at most 14 days before the issue date—a limit you can configure. The due date cannot be earlier than the issue date. The default Czech VAT rate on new line items is 21%.
Sending and payment
You can send an invoice as a PDF by email, or issue and print it with a single button. As soon as the email is sent, the invoice automatically switches from draft to sent. Invoices delivered through other channels can be marked as sent in bulk.
Read in detail
You record payments manually, with the Paid button, or automatically via bank payment matching. After every payment, the system calculates from the exact amounts—including deducted advances—whether the invoice is partially paid, paid, or overpaid. If you want to thank the customer, you can enable an automatic thank-you email upon payment.
Advances and tax documents for received payments
You can issue an advance invoice standalone or against a sales order. That lets you bill an order in stages through advance payments and issue a single final invoice at the end. On each advance invoice, you configure what happens upon payment: the system can generate a final invoice, a tax document for the received payment, or both.
Read in detail
VAT payers receive a tax document for every positive advance payment. Each partial payment gets its own tax document, and the advance deduction is then reflected on the final invoice.
Credit notes, cancellations and document protection
You create a credit note directly from an invoice. When you link it to an invoice, the system verifies that the invoice has been issued and not cancelled, belongs to the same customer, and uses the same reverse-charge regime. As long as the credit note remains valid, the invoice stays in the credited status. Cancelling an invoice is a separate action that requires confirmation.
Read in detail
By default, an issued invoice can be edited by a user with edit permissions. If you want to lock issued documents, you can enable strict mode. Invoice permissions can also be restricted to administrators only. Issuing an invoice, creating a credit note, cancelling an invoice, or recording a payment all post entries to the general ledger if you use it.
04What runs automatically
Automations that save time.
Overdue invoices are flagged automatically
Every hour, the system checks due dates and automatically flags overdue invoices. You can immediately see in the overview which receivables need attention.
Sending moves the invoice out of draft
As soon as the invoice email goes out, the invoice switches from draft to sent. You don't have to update the status manually and always see what has been sent to the customer.
Payments update the payment status
After every payment, the payment status of the invoice or advance invoice is recalculated. The document status always matches the payments recorded in the system.
Final invoice from a paid advance
When an advance invoice is paid, the system generates the final invoice if the advance is configured to do so. You don't have to watch for incoming payments or create the invoice manually.
Automatic tax document for advance payments
When an advance payment arrives, the system creates a tax document for the received payment. You don't have to issue it by hand, and the payment immediately has its tax record.
General ledger entries without retyping
When you use the general ledger, issuing an invoice, creating a credit note, cancelling, and recording a payment all post ledger entries automatically. Nobody has to enter the same data twice.
Payment triggers follow-up actions
Paying an invoice can trigger a thank-you email and commission calculation. Follow-up steps don't depend on someone remembering to do them.
Custom rules for follow-up work
In the Automation module, you can set up custom rules—for example, creating a task for the account owner once an invoice is paid. Follow-up work never stays just in someone's head.
External integrations
- Invoices exported to PohodaThe Pohoda module exports invoices to the Czech STORMWARE Pohoda accounting software. You issue invoices in Draivix while your accountant continues working in the software they know.
- ISDOC import and exportThe AccountingCZ module exports and imports invoices in the Czech ISDOC e-invoice format. You can exchange documents with other systems as files without manual retyping.
05Frequently asked questions
When does an invoice get a number in Draivix?
When it leaves the draft status for the first time. By default, a draft that you print or send by email also receives a number. The number comes from a gap-free numbering sequence for the given issuer and currency.
Does cancelling an invoice leave a gap in the numbering sequence?
No. A draft deleted before numbering does not use up a number, and a numbered invoice keeps its number even after cancellation.
Does the system detect automatically when a customer pays?
Yes, if your bank account is connected. The payment is matched to the invoice and the payment status is recalculated. Without a bank connection, you record the payment manually or click the Paid button.
Does Draivix support advance invoices and tax documents for received payments?
Yes. On each advance invoice, you choose whether payment generates a final invoice, a tax document, or both. VAT payers receive a tax document for every payment toward an advance.
Can an issued invoice still be edited?
By default, yes, provided the user has edit permissions. When you enable strict mode, issued documents are locked.
- Payment matching and reconciliationMatches bank transactions with invoices, advance invoices, received invoices and payroll
- Czech VAT, VAT control statements and ISDOCCzech VAT returns, control and EC sales lists in XML, ISDOC, CNB exchange rates and VIES
- General ledger and double-entry accountingGeneral journal, chart of accounts, posting rules, accounting periods, closings and financial statements
- CRM and sales pipelineProspects, leads and sales opportunities with controlled stages, forecasting and cashflow
- Pohoda accounting integrationExport invoices and documents to Pohoda via mServer and sync data back
- Received invoices and approval workflowsSupplier invoice intake, purchase order matching, approval workflows and payment
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