Introduction to Invoicing

Summary

Jewlerist can turn an order into an invoice. You configure your seller details, jurisdiction, and tax profiles once in workspace settings, then issue invoices directly from an order. Issued documents become permanent records that corrections never modify.

Who this is for

Workspace owners and team members who sell finished work and want to produce invoices for customers without leaving Jewlerist.

What invoicing in Jewlerist does

Invoicing connects your commercial work to your billing documents:

An order holds what you sold, to whom, and for how much.
From the order, you open the invoice view to review the billable lines.
When everything is correct, you issue the invoice. Jewlerist produces a numbered billing document with a fixed snapshot of the customer, the lines, and the taxes at the moment of issuance.

After issuance, the document does not change. Editing the order, the customer, or your tax settings later has no effect on an invoice already issued. If something needs correcting, you issue a credit note or a debit note against the original document instead.

Where invoicing is configured

Invoicing settings live in your workspace configuration, under Configuration, in the invoicing section. Only members who can manage workspace settings can change them. You configure this once:

Invoicing jurisdiction: The fiscal rule set applied to your documents. Generic / International covers standard business invoicing. Spain is listed but not yet available.
Seller profile: Your legal or trading name, tax identifiers, address, and logo. These appear on every invoice you issue.
Payment terms: A default number of days until payment is due, plus optional payment instructions and footer notes such as bank details or legal disclaimers.
Tax profiles: Reusable tax treatments (for example, Standard VAT at a percentage, or Tax Exempt) that you apply to order lines.

Issuing an invoice from an order

Open an order and go to its invoice view. You will see:

A readiness checklist. If anything blocks issuance — a missing customer detail, no billable lines, incomplete configuration — it is listed here before you can issue.
The billable lines, built from the order's lines, each showing quantity, price, and the tax profile applied.
An Issue action. Issuing asks for confirmation, then produces the final invoice with its number and date.

Once issued, you can download the invoice as a PDF and print it. The order keeps a history of every document issued against it, including credit notes and debit notes.

Corrections instead of edits

Issued invoices are intentionally immutable. This protects you: a document you have sent to a customer or accounted for stays exactly as issued. To fix a mistake, you do not edit the original — you issue a corrective document against it:

Credit note: Cancels the original invoice. Use it when the customer owes less than invoiced, or nothing at all.
Debit note: Adds an additional charge on top of the original invoice. Use it when the customer owes more than invoiced.

Both reference the original document number, and both leave the original untouched.

Changing an order's currency

For an active, unpaid commercial order, choose Change currency… from the order's actions menu. If the order already has active standard invoices, you can open the same flow from an invoice's actions menu. The preview shows the updated prices and totals before you confirm, and a reason is required. You can convert the numeric prices using an exchange rate or keep the same numeric prices in the new currency. For combined orders, the change applies to the master and all of its source orders together; a source order cannot start the change on its own.

When active standard invoices exist, the flow requires you to acknowledge that all listed invoices will be credited and replaced. Orders with active payments or refunds, or with advance/final invoice or debit-note history, cannot use this currency change flow. Existing payment and cost records keep their original currencies, and issued invoice PDFs remain available in their original form.

Why issued invoices cannot be edited

An issued invoice is a promise about the past: it records what you billed, to whom, at which prices and taxes, on a specific date. Editing it afterwards would break that record in three ways:

Your customer's books stop matching yours. The customer may already have filed or paid against the document they received.
Your numbering stops being trustworthy. Invoice numbers only mean something if every number ever issued still leads back to exactly the document that was sent.
You lose the evidence of what happened. A correction that shows up as a change tells no story; a correction that shows up as a second document dated today says who did what, when, and why.

So the original always stays as issued, and mistakes get fixed forward with new documents instead of backwards with edits.

Credit notes: when the customer owes less

A credit note cancels an issued invoice. It becomes its own numbered document, references the invoice it corrects, and marks that invoice as credited. The order's billing is unlocked again, so after fixing whatever went wrong you can issue a fresh, corrected invoice.

Typical situations where a credit note is the right tool:

The customer returned the piece. A necklace comes back a few days after invoicing — defective clasp, or simply not what they expected. The sale is undone, so the invoice must be too.
You invoiced the wrong figure. The invoice says €1,850 but the agreed price was €1,580, or a line was priced with last year's gold rate. Credit the wrong invoice, correct the order, re-issue.
The invoice went out in error. It was issued twice, issued for the wrong customer, or issued before the order was actually confirmed. Credit it and move on.
The deal fell through after invoicing. The commission was cancelled before delivery; the invoice should no longer stand.
The debt will never be collected. If you and the customer agree the amount will not be paid, a credit note formally closes the outstanding invoice. Check the tax treatment of this case with your accountant.

In all of these cases the effect is the same: the customer's obligation goes down — possibly to zero — and the paperwork shows exactly which invoice was cancelled and why.

Debit notes: when the customer owes more

A debit note does the opposite: it records an additional charge connected to an invoice that stays fully valid and unchanged. Use one when the original was correct as far as it went, but the total billed is too low.

Typical situations where a debit note is the right tool:

A line was left out. The hand engraving fee, the gift box, the second pair of earrings — invoiced without them, discovered afterwards. The customer received the goods; the bill should include them.
Prices rose between quote and issue. You invoiced with an outdated metal price and the difference is real money.
Extra work was agreed after invoicing. The ring needed an urgent resize before pickup, or a rush remount was added on the spot, and the invoice had already gone out.
Shipping or insurance was omitted. The insured courier cost was never on the document.

Here the customer's obligation goes up, and the original invoice remains intact underneath the correction.

Choosing between the two

Ask one question: after the correction, does the customer owe more or less than the invoice says?

Situation	Corrective document	Effect
Return, cancellation, wrong or duplicated invoice	Credit note	Invoice cancelled, order can be re-invoiced after fixing
Undercharge: missing line, old price, forgotten fee	Debit note	Extra charge added, original invoice stands
Whole document is wrong (customer, prices, taxes)	Credit note, then a corrected invoice	Wrong one cancelled, clean replacement issued

What happens when you issue a correction

For either document, Jewlerist asks for a reason, which is required. The reason is kept permanently alongside the two linked documents, together with who issued the correction and when — so months later the history still explains itself.

The correction appears in the order's billing history next to the original. The original invoice keeps its number, date, and PDF exactly as issued: a credited invoice stays downloadable and shows its credited status and the reason, while a debited invoice simply gains a sibling document beneath it.

If you are unsure how a correction affects your VAT return or your bookkeeping, ask your accountant — Jewlerist produces the documents; it does not replace statutory accounting.

What Jewlerist invoicing is not

Jewlerist supports operational invoicing for your sales. Two honest boundaries:

Generic invoices are standard business documents, not statutory tax receipts. If your jurisdiction requires certified fiscal software, check whether it is available in the jurisdiction selector before relying on Jewlerist alone.
Jewlerist is not a statutory accounting system. It complements your accountant; it does not replace statutory bookkeeping and tax filings.