Invoices

Billing, Invoices is where you invoice your clients: "Sales invoices, from delivered orders to the money on the account". Delivered orders wait on To invoice; you pick them, Quanty prepares a draft from the orders and the client's terms, you check it and issue it. The same page also makes invoices that have nothing to do with transport, pro formas and debit notes.

This page covers the page, making and issuing an invoice, numbering, the payment term, foreign currency, printouts, cancelling and old drafts. Sending, corrections, payments and reminders have their own pages.

Before you start

• Invoices is part of the TMS add-on: Billing, Invoices in the TMS rail. The rail's count says how many orders are ready to invoice.
• Making and issuing invoices needs a role that may change TMS data; a member limited to some TMS modules needs Finance (see TMS modules). Issuing an invoice with a date earlier than the numbering allows is an admin's.
• The seller's details (your company name, NIP, address and bank account) are filled in by an admin in TMS settings, Company and numbering; until then an invoice says "Seller details are not filled in yet. An admin adds them in TMS settings."
• Each client's terms (payment term, language, how invoices are sent) come from its card (see Invoicing terms).

The Invoices page

• The strip on top: Ready to invoice, Open, to be paid and Overdue, each a click to filter.
• Three tabs: To invoice (delivered orders not on an invoice yet), Open (issued, not paid yet) and All.
• Three views of the invoices: List, Board ("Invoices by status") and Calendar ("Invoices by due date").
• Search number, buyer, order or KSeF number, and the filters Buyer, Issued (This month, Last month, This year), Status, Payment (Unpaid, Overdue), Branch, Kind, KSeF, Originals, Dunning and Export.

Columns

The columns menu adds Factoring (Factored by which factor), Export, Net, Net PLN, Numbering, VAT, Sale date, Sent, Days overdue, Payment days and Split payment. The foot of the list sums the invoices per currency, and Total in PLN when there are several currencies.

The page's menu and bulk actions

The page's ⋯ holds New invoice without an order, Export the view to Excel (the list as you see it), Export for accounting (see Accounting export), Old drafts and Refresh KSeF statuses ("KSeF statuses refreshed: 2 changed.").

Tick invoices to act on several at once: Send to KSeF, Send by e-mail, Hand to the factor, Export to Excel and, for drafts only, Cancel drafts.

Board and calendar

• The board groups the invoices by status. "An invoice changes its column when it is issued, sent or paid. It cannot be moved by dragging."
• The calendar places them on their due dates, coloured Overdue, Waiting for payment and Paid.
• Both show the newest invoices first, and say "Showing the newest 200 of 812 invoices. Narrow the filters to see the rest." when there are more. Click an invoice to see its peek (Buyer, Issued, Due, Gross, Left to pay, Orders, KSeF).

Invoice delivered orders

To invoice: "Delivered orders and orders waiting for documents that are not on an invoice yet." The columns are Order, Client, Route, Unloaded, Freight and Documents.

1. Tick the orders. "Documents are not complete. You can still invoice, the documents follow."
2. Click Issue invoice in the bar.
3. Choose How to invoice and click Prepare draft (or Prepare 3 drafts).

Issue date is optional: "Leave empty to set it when you issue the draft." "Quanty prepares a draft you can check before issuing. Nothing is sent to the client yet." Worth knowing lists anything to check, and "3 drafts are ready." offers Open for each.

Orders that cannot be invoiced are refused with the reason: orders marked "No invoice", orders without a client or without a freight amount, orders already on an invoice, and cancelled or undelivered orders. An order's own Settlement tab also has Issue invoice, and a note before invoicing that someone must accept first (see TMS orders and quotes).

Automatic drafts

For a client whose card has Drafts are made by themselves once the documents are complete, Quanty makes the drafts itself every morning, from 06:00 Polish time, for orders delivered in the last 45 days whose documents are complete or not required. It leaves out orders already on an invoice, orders marked "No invoice", orders without a freight amount, orders with an unread note before invoicing and orders of archived clients. Nothing is issued by itself: a person checks each draft and issues it. See Invoicing terms.

New invoice without an order

New invoice without an order (in the page's ⋯) is for "Hall rent, a vehicle sale, a re-invoice: anything that is not a transport. It starts as a draft."

Create draft saves it as a draft. A pro forma is not revenue and does not invoice an order; a pro forma and a debit note are not VAT invoices and do not go to KSeF.

The draft

A draft is laid out like the document. Everything can still change.

Parties

• Seller: your company from the TMS settings.
• Buyer: the client. On a draft you can pick another one.
• Payer: "Only when someone else than the client pays." The client's credit line then counts on the payer (see Credit limits and blocks).
• Correspondence address: "Where the paper invoice goes by post. Empty: the buyer address." Once issued it says As at the issue.

Dates

Issue date, Sale date and Due date, and Documents delivered ("The due date counts from this day for clients paying from document delivery."). Once issued, the dates carry a lock: "Date frozen once issued; printing again does not change it".

Payment term on the invoice

The Payment term block of a draft takes the client's term and shows the live due date. You can change it for this invoice:

It shows "Due: 02.12.2026" and the holidays it skipped. A client's locked term is changed on its invoices by an admin only ("The client's term is locked. An admin changes it."). The rules are on Invoicing terms.

Lines

Add line, Remove line, Move up and Move down edit the lines; Save lines saves them ("Every line needs a description and a price."). Under each line, the printout shows the transport data frozen at issue: loading and unloading dates, the route, the plates and the client's order number. VAT summary sums the invoice per rate and To pay gives the total. Notes printed on the invoice take the client's remarks and anything you add (Save notes).

Foreign currency

An invoice in another currency carries an Exchange rate block: NBP rate ("1 EUR = 4.2650 PLN"), Rate date, NBP table, VAT in PLN and Gross in PLN. The rate day follows the client's rule (the working day before the loading, the unloading or the issue date). VAT is always converted to PLN at table A, whatever table the client's orders use. "The NBP rate is fetched when the invoice is issued." The printout carries the VAT summary in PLN and the NBP note.

Factoring

A new draft for a factored client is factored from the start, with the factor and the advance percentage, and the printout carries the factor's account and the assignment clause. No factoring on this invoice switches it off for one invoice. See Factoring and insurance.

Issue the invoice

1. Check the draft and click Issue.
2. Issue this invoice: "After issuing, the number, the dates and the lines are frozen. Changes then go through a correction invoice." Check the Issue date and Sale date.
3. Click Issue invoice.

The dialog helps with the date:

• A draft made earlier asks which date to keep: "The draft had the date 28.10.2026." with Keep the draft's date and Use today's date.
• A date other than today is pointed out: "The issue date is 30.10.2026, not today. The invoice goes to KSeF with this date." A date in the future is pointed out too.
• An invoice cannot have an earlier date than an invoice with a lower number in the same numbering: "Invoice FV/0142/10/2026 of this numbering is already dated 31.10.2026. An invoice with a later number cannot have an earlier date." with Use 31.10.2026. Only an admin can Issue it with the earlier date anyway, with a reason of at least 5 characters that "stays in the invoice history".

"A draft prints as a DRAFT, so a test print never needs an issue." After issuing, the invoice gets its number, its due date is fixed, and Quanty says what happened with KSeF: whether it went into the KSeF sending table, must be issued in KSeF by hand, or did not go (see Sending invoices and KSeF).

While Quanty runs next to Marcos TMS

While Marcos TMS is connected to your organization (see TMS next to your existing system), it invoices its own orders. Issuing a Quanty invoice for an order that comes from Marcos TMS, or any VAT invoice while Quanty works next to Marcos TMS for the whole organization, first says why and offers Issue it anyway: "Issue it in Quanty only if Marcos TMS will not invoice it." Quanty sends such an invoice to KSeF only once Marcos TMS is switched off, and the invoice's history says it was issued on purpose.

The issued invoice

The header holds the next steps: Send by e-mail, Print and Send to KSeF. The ⋯ holds Sent by post, Mark as sent, Correction, Create similar, Factoring, Payment reminder and Cancel invoice.

The rail on the right, from the top:

Create similar, mark as sent, cancel

• Create similar: "A new draft based on this invoice is ready." It opens the new draft. A correction cannot be copied; copy the original invoice.
• Mark as sent: "Note how the invoice reached the client. The date of sending is kept." Pick Sent by (Email, Post, Client portal, KSeF, Other) and Sent on. Marking as sent never moves the due date.
• Cancel invoice: "The invoice stays in the history as cancelled and its orders can be invoiced again. Payments must be removed first." An invoice that already has a KSeF number cannot be cancelled: "Make a correction instead." The orders go back to the state they had before the invoice.

Printouts

Print prints in the buyer's invoice language, marked buyer in the menu. Its menu (More print options) offers:

• Print in: Polish, Polish and English and Polish and German; for a buyer whose invoice language is English or German, English or German heads the list and is the default.
• Another copy: Copy, and Duplicate ("Marked DUPLICATE with today as its date").
• PDF file: Download PDF, the same invoice as a PDF.

Every printout carries the amount in words, the bank account for the invoice's currency, the footer in the printout's languages, the skonto notes and the name of the person who issued it. A draft prints as a draft. Printing never changes any date, and each print is written into the history ("Print no. 2: …").

Invoice printout settings

TMS settings, Company and numbering, Invoice printouts (admins): "What every printout and PDF of an invoice shows. Printing again never changes a date."

Numbering and invoice settings

TMS settings, Company and numbering, Invoices (admins): "Numbering series, KSeF after issuing and old drafts."

The number pattern needs {seq} (the next number, also {seq:04} for four digits); it can use {YYYY} or {YY} (year), {MM} or {M} (month), {DD} (day) and {branch}. With {MM} or {M} in the pattern the numbers start again every month; with only a year, every year; with neither, they never start again. "A series numbers VAT invoices only; pro formas and notes have their own numbers": pro formas, debit notes and corrections each run their own counter.

Old drafts

A draft that waits longer than the set number of days, or carries a date from before this month, is old. A banner says "4 draft invoices wait longer than 14 days or carry an old date." with Review, and Old drafts in the page's ⋯ opens the same list.

1. Old draft invoices: "Issue the ones you need with today's date; cancel the rest." Each draft shows its Buyer, Its date, how long it is Waiting and its Gross, with the reason (old date, waiting).
2. Tick the drafts to cancel (Select all), write Why they are cancelled (for example "test drafts, clean-up") and click Cancel selected.
3. Quanty says "Cancelled: 3." and "Left alone (already issued or gone): 1."

Good to know

• An invoice in Quanty is a document Quanty numbers and prints. Whether it is a legal invoice in KSeF depends on KSeF accepting it, which is always a person's step (see Sending invoices and KSeF).
• An issued invoice can no longer be edited: "This invoice is issued, so it can no longer be edited. Make a correction instead."
• Invoices copied from another system running next to Quanty carry their origin mark and a block with what that system says about them; Quanty does not issue, send or chase them a second time.
• When someone else is editing the same invoice, a line on top says so.

Related pages

• TMS invoices and receivables: the whole flow from order to money.
• Sending invoices and KSeF: e-mail, post, KSeF and the XML file.
• Corrections: changing an issued invoice.
• Invoicing terms: where a draft takes its terms from.
• TMS orders and quotes: the Settlement tab of an order.