Invoicing

Turn completed orders into invoices, either from Bokning & Schema Online directly or exported to Fortnox or Visma if that's where you keep your books.

What is it?

Turn completed orders into invoices, either from Bokning & Schema Online directly or exported to Fortnox or Visma if that's where you keep your books.

You'll find it under Projects → Invoicing.

Note: Invoicing requires a Fortnox or Visma integration to be connected, and the Standard plan or above.

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Tabs — Invoiceable / Non invoiceable / Invoice History / Automation

How to

Create invoices manually

Go to Projects → Invoicing → Invoiceable.
Review the customers with completed orders ready to invoice.
Select the customers, or expand a customer to select individual orders.
Click Create invoices.
Set the Invoice Date and choose whether to print each order's date on the invoice.
Confirm.

Invoices are created per customer, so a customer with several completed orders gets one invoice covering them rather than one invoice per job. Orders using RUT or ROT are automatically split onto their own invoice.

Check why an order isn't invoiceable

Go to the Non invoiceable tab. Orders end up here when they're missing priced items, or their customer has an unresolved bookkeeping export error. Fix the underlying issue and the order moves to Invoiceable once it qualifies.

Track invoices you've already sent

Go to Invoice History to see every invoice that's been created, its current status, and to download a PDF copy.

Set up automatic invoicing

Go to Automation.
Click Set up automation.
Choose the invoicing period, the day of the month invoices are created, and the time.
Choose which customers and services should be included.
Click Activate automation.

Automation runs once a month and works alongside manual invoicing — it won't create a second invoice for an order you've already invoiced by hand.

Pause, edit, or remove automation

Open Automation and use Pause / Resume, Edit, or Remove on the rule summary. Changes take effect at the next scheduled run, not retroactively.

Link a customer to Fortnox or Visma

Click Export next to a customer's ID column on the Invoiceable or Non invoiceable tab if they aren't linked yet, or link them from the customer's own page.

What do the fields mean?

Invoiceable / Non invoiceable columns

Customer — who the invoice will be for.
Fortnox/Visma ID — the customer's linked bookkeeping number, or an Export button if they're not linked yet.
Title — the service on the order.
Total / To Pay — the order's price and outstanding amount.
Tags — any tags on the order.
Integration error — shown if the customer has a bookkeeping export issue that needs fixing.

Invoice Date

Applied as the invoice date for every invoice created in that batch.

Add order date to invoice

Prints each order's date next to its line on the invoice. This applies to every invoice you create from now on, not just the current batch.

Status (Invoice History)

Status	Meaning
Paid	Fully paid.
In Progress	Sent, not yet due, still outstanding.
Overdue	Past its due date and still outstanding.
Voided	Cancelled — no amount owed.

Automation fields

Invoicing period — the range of order dates (from / until) covered by each run.
Invoices are created on — the day of the month the run happens.
Time of day — when the run happens on that day.
Customers — all customers, a chosen list, or a customer type (private individuals / businesses).
Services — all services, or a chosen list.
Order type — single orders, recurring orders, or both.
Include order date in invoice row — same idea as "Add order date to invoice" above, but set once for every automated run.

Good to know

Invoicing requires the Standard plan or above. Invoice automation is included on Standard for now, but will move to the Pro plan from 2027.
Only completed orders with priced items, for a customer linked to your bookkeeping system, are picked up — active, cancelled, and locked orders are never invoiced.
Set up the customer's payment terms and delivery method on their Invoice detail tab before your first invoice run, rather than correcting invoices afterwards.
RUT and ROT deductions are set on the order, not here — if a deduction looks wrong on an invoice, correct it on the order.
If an export to Fortnox or Visma fails, the error message shown comes from your bookkeeping system. It usually points at something missing on the customer or item record there.
You can only have one automation rule per account. It runs alongside the manual Invoiceable flow, not instead of it.