The Outgoing Invoices section is your central place for all outgoing financial documents — standard invoices, settlement invoices, payment receipts, and credit notes. It is designed for both account managers and finance teams: each role will find the data most relevant to them, and access is limited to the projects and brands the user has permission to view.
Tabs in Outgoing Invoices section
The listing is divided into tabs so you can quickly filter by document type or payment status:
All — every outgoing document across all types
Invoices — standard invoices and settlement invoices only
Payment receipts — documents confirming a deposit was collected
Overdue payments — documents where the due date has passed and payment has not been received in full
Unpaid — documents with any outstanding balance, regardless of due date
Invoiced budget items — a separate view for budget items that have been invoiced directly. See the Invoiced budget items article for full details.
The summary row at the top of each tab reflects only the documents visible in that tab.
The table in Outgoing invoices
Each row in the table represents one document. Columns can be shown, hidden, pinned, or resized to suit your workflow. The available columns are:
Invoice no — document number. Payment receipts and settlement invoices are labelled below the number. Settlement invoices are marked with a ⊙ icon.
Brands — the brand this document was issued to
Project/s — the project or projects linked to this document
Billing amount — what is actually credited to the project's billing (see full explanation below)
Billing amount (VAT) — billing amount including VAT
Amount — the full invoice value as issued and sent to accounting
Amount (VAT) — full invoice value including VAT
Supply date — date the goods or services were supplied
Issue date — date the document was issued
Due date — payment deadline
Paid at — date the payment was received
Paid — amount received so far
Invoice — icons for document preview and download
Payment method — how the invoice is to be paid
Note — client-facing note on the document
Internal note — internal note visible only within Allfred
Billing amount vs. Amount — what is the difference?
This is the most important distinction in the listing.
Amount is the full value of the document as issued — this is what gets recorded in your accounting system, regardless of whether a deposit was previously collected.
Billing amount is what is actually credited to the project's billing. The difference matters when a settlement invoice is issued after a proforma deposit:
For standard invoices, billing amount equals the full amount — no deposit has been collected against this invoice.
For settlement invoices (marked with ⊙), the deposit already collected via a payment receipt is deducted from the billing amount. This prevents double-counting: the deposit was already credited to the project when the payment receipt was issued, so the settlement invoice only contributes the remaining balance.
For payment receipts, the billing amount equals the deposit collected — this is the amount credited to the project at the time of collection.
For credit notes, the billing amount is negative and reduces the project's billing total accordingly.
The screenshot below shows a clear example of this in practice. A payment receipt and a settlement invoice are both issued for the same project, each for 2 164,00 €:
The payment receipt has a billing amount of 2 164,00 € — the deposit is credited to the project in full at the time of collection.
The settlement invoice (⊙) has a billing amount of 0,00 € — because the deposit already covered the full amount, there is nothing left to credit.
The Billing amount summary box shows 2 164,00 € — the deposit, counted once.
The Total amount summary box shows 4 328,00 € — the sum of both documents as sent to accounting, before any deductions.
This is intentional: accounting needs both documents on record. Billing amount ensures the project is credited correctly without counting the same money twice.
If you are an account manager checking how much has been billed on a project, use Billing amount. If you are reconciling with accounting, use Amount.
For a full explanation of how Billing amount connects to the project's Billing Box, see Understanding the Billing Box in Project Detail.
The summary row
Above the table you will find a summary row with five boxes. All figures reflect the documents currently visible — filtered by tab, search, or active filters.
Billing amount — the sum of billing amounts across all visible documents. This is the total actually credited to projects, with deposits deducted from settlement invoices. Shown with VAT breakdown and total with VAT. Also shows the count of documents included.
Paid / Unpaid — Paid is the total received across all visible documents. Unpaid is the outstanding balance. Both figures are shown with VAT — this reflects the actual payment amounts as received or expected from the client.
Current — documents that are within their payment due date and have an outstanding balance. VAT and amount without VAT are shown as approximate — because invoices may contain items with different VAT rates, the VAT breakdown is calculated as a weighted average across unpaid invoices and may not be exact.
Overdue — documents past their due date with an outstanding balance. The tooltip breaks this down into: less than 30 days overdue, 31–90 days, 91–365 days, and over 365 days. Same note applies on VAT accuracy as for Current.
Total amount — the sum of full invoice amounts (the Amount column) across all visible documents, before any deposit deductions. This corresponds to what has been sent to your accounting system. Shown with VAT breakdown.
The same summary row appears in every tab, always reflecting the documents in that view.
Actions in Outgoing invoices
Click the three dots (⋯) at the end of any row to access actions for that document:
Mark as paid manually — record a payment with a custom date, without a bank transaction
Match payment — opens a modal with bank transactions so you can pair the invoice with the correct payment
Edit dates — update supply, issue, or due dates without opening the full invoice. Learn how to edit dates
Duplicate — create a copy of the document
Create credit note — generate a credit note against this invoice
Send / Resend — send the document to the client by email
Preview — open a document preview
Download — download the PDF
Delete — permanently remove the document
Filters in Outgoing invoices
Use filters to narrow down the listing. Available filters:
Client / Brand
Legal entity
Agency bank account
Project manager — the PM assigned on the invoice
Payment status — Paid, Unpaid, Partially paid
Exported — Yes / No — whether the document has been exported to accounting
Type — Invoice, Payment receipt, Credit note
Project
Project category
Has time billing — Yes / No
Amount from / to (with VAT)
Supply date — date range
Due date — date range
Issue date — date range
Paid at — date range
Exports in Outgoing invoices
Use the Export button to download data in several formats:
Cashflow
Outgoing invoices
Unpaid invoices
Financial export
Accounting exports — formats for your connected accounting system