# Create Invoice Invoices in Surface Solutions are created exclusively based on existing orders. This means that an invoice can only be generated if an order has a **positive outstanding amount**. If the outstanding amount is **greater than 0**, an invoice can be created. If the outstanding amount is **less than** 0, a **credit note** can be created instead (see the [*Credit Notes*](https://academy.surface-solutions.com/books/user-manual-en/page/create-credit-notes "Credit Notes") chapter). --- ## Access and Creation To create a new invoice, first open the desired order. In the upper section of the order editor — in the header — you’ll find the button **“Generate New Invoice”**. After clicking this button, the **invoice editor** will open. [![image.png](https://academy.surface-solutions.com/uploads/images/gallery/2025-11/scaled-1680-/QxVimage.png)](https://academy.surface-solutions.com/uploads/images/gallery/2025-11/QxVimage.png) The invoice editor displays all the information that will appear on the invoice. This data comes from three sources: 1. From the **[order](https://academy.surface-solutions.com/books/user-manual-en/chapter/order "order")** – in particular, the items, amounts, and reference values. 2. From the [**customer data**](https://academy.surface-solutions.com/books/user-manual-en/chapter/customer "customer data") – such as name, address, contact person, and tax number. 3. From the [**document definition**](https://academy.surface-solutions.com/books/user-manual-en/chapter/document-definition "document definition") – including predefined standard texts, tax rates, payment terms, and legal notices. [![image.png](https://academy.surface-solutions.com/uploads/images/gallery/2025-11/scaled-1680-/FNcimage.png)](https://academy.surface-solutions.com/uploads/images/gallery/2025-11/FNcimage.png) --- ## Editing Options in the Invoice Editor In the invoice editor, you can adjust various details before generating the invoice: - **Sender information:** Select or modify your own address details. - **Customer Information:** View the customer’s address and, optionally, add a separate delivery address. - **Service period and description:** Free-text fields for a more precise description of the billed services. - **Positions:** - Positions from the order are imported automatically. - Individual positions can be edited (quantity, unit price, discount, total price). - The order of positions can be changed. - Positions can be deleted if they should not appear on the invoice. - **Important:** Deleting a position in the invoice editor **does *not* remove it from the order**. It simply **won’t be printed on the invoice** and **won’t be marked as invoiced**. After the invoice is created, all positions included in it are automatically marked as **invoiced** in the order. When creating a new invoice, only **positions that have not yet been invoiced** are suggested. --- ## Totals and Taxes Below the list of positions, you will find the **total overview**. Here, you can: - Apply a **discount** to the total amount, - Select the **tax rate** (a single overall tax rate per invoice), - And — if enabled — display a **SEPA QR code** on the invoice to facilitate payment by bank transfer. The available tax rates come from the [document definition](https://academy.surface-solutions.com/books/user-manual-en/chapter/document-definition "document definition") and can be maintained centrally there. > Surface Solutions attempts to automatically select the appropriate tax rate based on your country and that of your customer. However, you can override this selection manually at any time. --- ## Preview and Generation Once all information has been checked and is complete, two actions are available: 1. **Show Preview** Displays a temporary PDF preview of the invoice. This is for review purposes only and is clearly marked “Preview.” No document is saved or finalized during this step. 2. **Generate Invoice** This action creates the invoice permanently. Before generation, a preview is shown for final verification. After confirmation, the invoice is assigned **a sequential invoice number** and saved in the **invoice overview**. > **Note**: Once generated, an invoice can **no longer be edited** or deleted. > If a correction is necessary, the invoice can be adjusted using the **“Cancel”** option or by creating a **credit note** (see the respective chapters). [![image.png](https://academy.surface-solutions.com/uploads/images/gallery/2025-11/scaled-1680-/XzLimage.png)](https://academy.surface-solutions.com/uploads/images/gallery/2025-11/XzLimage.png) --- ## Invoice Number and Filing The invoice number is **automatically assigned** upon generation. The number format can be configured via the **[document definition](https://academy.surface-solutions.com/books/user-manual-en/chapter/document-definition "document definition")** — for example, sequential numbers, years, or combinations thereof. The completed invoice is automatically stored in the [**invoice overview**](https://academy.surface-solutions.com/books/user-manual-en/page/invoice-overview "invoice overview"). From there, it can be: - Downloaded as a PDF, or - Sent directly to the customer via email.