Invoices

Invoices are the bills you send to customers for meals they have received. CateringCare generates invoices automatically based on confirmed orders, so you do not have to calculate amounts manually.

How invoicing works

At the end of a billing period (for example, at the end of the month), you generate invoices for all orders placed during that time. The system adds up each customer's orders, applies their price list or agreement, and produces a ready-to-send invoice.

Creating invoices

Go to Administration → Invoices in the main menu and click + Create invoices.

1. Select the billing period — the date range to include (e.g. 1 March to 31 March)
2. Select the order unit(s) or customers to bill — you can bill all at once or select specific ones
3. Review the list of orders that will be included — check that everything looks correct
4. Click Generate to create the invoices

The system creates one invoice per customer (or per billing group, depending on your setup).

Invoice statuses

Status	Meaning
Draft	Created but not yet sent to the customer
Sent	Invoice has been sent and is awaiting payment
Paid	Customer has paid
Overdue	Payment deadline has passed without payment
Cancelled	Invoice has been voided

Reviewing an invoice before sending

Open any draft invoice to see:

• Customer name and billing address
• List of every order included (date, meal, quantity, price)
• Total amount
• Payment terms and due date

If anything looks wrong — a missing order, wrong price, wrong customer — you can edit the invoice before sending.

warning

Once an invoice is sent it is harder to correct. Always review draft invoices carefully before clicking Send.

Sending an invoice

Open a draft invoice and click Send. Choose how to send it:

• Email — sends directly to the customer's email address stored in their profile
• Manual — marks it as sent without emailing (use this if you are printing and posting)

After sending, the status changes from Draft to Sent.

Marking an invoice as paid

When payment is received:

1. Open the invoice
2. Click Mark as paid
3. Enter the payment date
4. The status changes to Paid

Handling overdue invoices

If an invoice passes its due date without payment:

• The status automatically changes to Overdue
• You may want to send the customer a payment reminder
• Open the invoice and click Send reminder (if available)

Cancelling an invoice

If an invoice was created by mistake:

1. Open the invoice
2. Click Cancel
3. Confirm

Cancelled invoices are kept in the system for audit purposes — they cannot be permanently deleted.

Adding a credit note

If you need to credit back part of an invoice (for example, a missed delivery):

1. Open the invoice
2. Click Add credit note (if available)
3. Enter the amount and reason
4. Issue the credit note to the customer

Exporting to accounting

If you use an external accounting system such as Fortnox, invoices can be exported automatically. Go to Administration → Fortnox for setup instructions, or contact your system administrator.

Invoice numbering

Invoice numbers are generated automatically in sequence. The format (e.g. "INV-2025-0042") is configured under Administration → Invoice settings.