# Working with Invoices

View, download, resend, and export invoices. Understand credit notes and how to correct billing errors using the three available methods.

## Viewing Invoices

There are several ways to find and view invoices in BlueRockTEL:

### From the Documents menu

Navigate to **Main menu → Documents → Invoices** and select the desired month from the dropdown. This shows all invoices produced during that period with sortable columns and a search field.

For preview invoices (before production), navigate to **Documents → Pre-production** instead.

### From a client record

Open any client record to see the **last 5 invoices** displayed directly on the page. A link below takes you to the full invoice history for that client.

### Viewing invoice details

Click an **invoice number** to open the full invoice in a new browser window. To view the detailed consumption breakdown for a telecom invoice, click the **four-tile icon** next to the invoice, this opens the consumption file showing individual call records and their rated costs.

## Resending Invoices

Sometimes you need to resend an invoice, for example, if a client lost the email or a contact changed.

1. Find the invoice in the invoice list
2. Click the **envelope icon** to send it manually

The invoice email is sent to all contacts on the client record who are marked as **"Invoice recipient"**. Make sure the right contacts have this flag enabled before resending.

Additional actions available on each invoice:

- **Curved arrow icon**: regenerate the invoice PDF (useful if you updated the company logo or corrected a client address)
- **Blue number badge**: shows how many times this invoice has been generated, so you can track regeneration history

## Credit Notes

When you need to correct a billing error, issue a partial refund, or cancel an invoice entirely, BlueRockTEL provides three methods. Choose the one that fits your situation.

### Method A: Full invoice cancellation

Use this when the entire invoice is wrong and needs to be cancelled.

1. Navigate to **Main menu → Tools → Credit note invoice**
2. Enter the **invoice number** you want to cancel
3. Provide a **reason** for the cancellation
4. Confirm

This generates a credit note for the full invoice amount and links it to the original invoice.

### Method B: Partial credit via proforma

Use this when you need to credit a specific amount quickly, without waiting for the next billing cycle.

1. Open the client record
2. Go to the **proforma invoices** section
3. Add line items with a **minus sign** for the credit amounts (e.g. "-50.00")
4. Save the proforma

The proforma invoice is created immediately, no production run is required. However, you must **send it manually** to the client, as proformas are not included in the automated email delivery.

> **Tip:** Method B is the fastest way to issue a partial credit. Use it when a client is waiting for a correction and you cannot wait for the next billing cycle.

### Method C: Credit note article (automated)

Use this when the credit can wait until the next billing cycle and you want it handled automatically.

1. Create a dedicated **"credit note"** article in your catalog (or use an existing one)
2. Add it to the client's folder in the **one-time billing** section
3. Enter the credit as a **negative amount**
4. At the next billing cycle, the credit is generated automatically and deposited in the client portal

> **Important:** After the billing cycle has processed the credit, remember to **deactivate the credit note article** in the folder. Otherwise, it will be billed again in the next cycle.

This method is slower than Method B but is fully automated, no manual sending required.

## Exporting Invoices

BlueRockTEL offers multiple ways to export invoices, depending on your needs.

### Export by month

Navigate to **Documents → Invoices**, select the month from the dropdown, and use the export option to download the invoice list.

### Bulk PDF download

1. Navigate to **Documents → Grouped invoice printing**
2. Choose the **date range**
3. Click **Edit**
4. A single PDF containing all invoices for the selected period opens in your browser

### Export via SFTP

For automated or bulk downloads:

1. Click **your name** (top-right corner) → **Info**
2. Copy the **SFTP credentials** displayed on the page (port 22)
3. Connect using an SFTP client such as FileZilla
4. Navigate to the **production** folder → select the month → **invoices-pdf**

The SFTP server also contains invoices in **.json** and **.xml (UBL)** formats, useful for automated accounting integrations.

### Excel export

1. Navigate to **Documents → Invoice export**
2. Choose the **date range**
3. Click **Export**

This generates a spreadsheet with all invoice data for the selected period.

## Accounting Export

To generate formatted files for import into your accounting software:

1. Navigate to **Main menu → Accounting → Accounting exports**
2. Choose the **date range**
3. Select the **export format** that matches your accounting software
4. Click **Schedule**

The export report is sent to you by email once processing is complete. Multiple formats are available to support different accounting packages.

## Next Steps

- **[Payments & Collections](/content/en/docs/billing-payments/index.html)**: track payment status, generate SEPA files, and manage debt recovery
- **[Billing Overview](/content/en/docs/billing-overview/index.html)**: revisit the full billing cycle