Sales Invoices are client-facing invoices used to bill customers for placements and timesheet work.
This article focuses only on Sales Invoice in INVOICES within Pay & Bill, so you can see what you are allowed to do at each stage in the lifecycle.
⚠ Important: Your options depend on your user permissions (for example the Edit invoice items permission) and on your organisation’s configuration. If you do not see an action listed here, or it is disabled, contact your Vincere administrator.
Sales Invoices in Pay and Bill
Go to Pay & Bill, then click INVOICES.
In the Type column, look for rows where Type is Sales Invoice.
Check the Invoice Status and Payment Status tags to understand where each Sales Invoice is in the process.
📌 Note: Sales Invoices are usually created automatically from placements or timesheets, but you can also create them manually using Quick Add Invoice. See Create Sales Invoices for details.
Check and Edit Sales Invoices by Status
Use this section to understand what each Sales Invoice Status means, what you can see, and when you can still edit invoice details.
Sales Invoice Status Overview
Status | What this means | What you can generally do |
Draft | New Sales Invoice that has not been approved or sent. | Fully review and edit line items, amounts, dates, and tax (if you have permission). Approve or cancel. |
Approved not Sent | Approved internally but not yet sent to the client. | Review and final check. You can send the invoice, mark it as sent or paid, or cancel it. Some fields may still be editable depending on your setup. |
Approved & Sent | Approved and sent to the client or passed to your finance system. | View details, send again to the client, and create a Credit Invoice. Editing is usually limited to non-financial fields. |
Cancelled | Invoice has been cancelled and should no longer be used for billing. | View historical details only. Editing of financial data is normally blocked. |
📌 Note: Whether you can change amounts, tax, or line items in a given status is controlled by permissions and billing rules. In most setups, you can adjust financial details only while the invoice is in Draft (and sometimes Approved not Sent).
View Bulk Actions by Sales Invoice Status
The Actions menu above the Invoices table changes based on the status of the Sales Invoices you have selected.
Bulk Actions When Sales Invoices Are in Draft
When you select one or more Sales Invoices with Invoice Status = Draft, the available options include:
Invoice selection
Deselect All
Range Selection
Bulk actions
Approve Invoices
Approve and Mark as Sent
Approve and Send Sales Invoices
Update invoice dates
Use these options to approve multiple draft Sales Invoices or update their dates in one go.
Bulk Actions When Sales Invoices Are in Approved not Sent
When you select Sales Invoices with Invoice Status as Approved not Sent, the available options include:
Invoice selection
Deselect All
Range Selection
Invoice actions
Add To Existing Consolidated Invoice
Create New Consolidated Invoice
Bulk actions
Mark as Sent
Mark as Paid in full
Send Sales Invoices
Update invoice dates
Use these options to add invoices to a consolidated invoice, send them, or update status and dates in bulk.
Bulk Actions When Sales Invoices Are in Approved & Sent
When you select Sales Invoices with Invoice Status as Approved & Sent, the available options include:
Invoice selection
Deselect All
Range Selection
Bulk actions
Send Sales Invoices
Update invoice dates
Mark as Paid in full
You can resend Approved & Sent invoices or update their dates.
Bulk Actions When Sales Invoices Are in Cancelled
When you select Sales Invoices with Invoice Status as Cancelled, the available options include:
Invoice selection
Deselect All
Range Selection
Bulk actions
Update invoice dates
Cancelled invoices are generally view-only; bulk actions are limited to date updates.
Create Sales Invoices
Sales Invoices are created in two ways: automatically from placements and timesheets, or manually using Quick Add Invoice.
Automatic Sales Invoices
For permanent placements, create the placement as normal.
A Sales Invoice is automatically created in Draft as soon as you make the placement.
For temp/contract placements, make sure timesheets are submitted and approved via TimeTemp.
A Sales Invoice is created when a timesheet is submitted and approved.
You can then find these invoices in Pay & Bill → INVOICES with Type is Sales Invoice and Invoice Status as Draft.
Manually Create a Sales Invoice (Quick Add)
In the top bar, click Quick Add, then click Invoice.
In Invoice Type, select Sales Invoices.
Quick Add supports three types: Sales Invoices, Purchase Invoice, and Self-Bill Invoice.
Fill in the required fields, such as:
Company and Billing Contact (invoice recipient).
any Link to Job or Link to Candidate information.
Currency.
Description, Quantity, and Rate.
Configure Profit split if your process requires it.
Click Save or Save & View.
The invoice is created in Draft status and appears in Pay & Bill → INVOICES as a Sales Invoice.
To move it forward, select the invoice, then click on the bulk action button at the top-right of the screen.
Approve Invoices
Approve and Mark as Sent
Approve and Send Sales Invoices
Update invoice dates
Choose the option that matches the next step you want.
📌 Note: If you choose Approve and Send Sales Invoices, Vincere sends the invoice for you.
You can edit the email content directly on send, or update the underlying template for future use by editing the Send Sales invoice → Client email template (template 14.2) in Settings, then Email template.
Adjust Sales Invoices (When Editing Is Allowed)
Use this section when you need to adjust line items, amounts, or tax on a Sales Invoice.
Go to Pay & Bill, then click INVOICES.
Filter the Type column to Sales Invoice.
Check the Invoice Status of the invoice you want to change.
Editing is usually allowed in Draft and may be limited or blocked in other statuses.
Click the invoice row to open the invoice.
On the Details tab, adjust the invoice as needed, for example:
update Description, Quantity, Rate, Discount %, or Account on each line
change Tax %, Type of Tax, or Pay Code if your permissions allow it
update dates, reference, or PO number fields
Click Save or Save & Preview to confirm the changes.
If you cannot edit a field you expect to change, check:
The Invoice Status (it may need to be Draft), and
Whether you have the Edit invoice items permission.
Move Sales Invoices Through the Workflow
The Actions button on a Sales Invoice changes based on its status (and sometimes its payment status). This section explains what you can do from the single-invoice view.
Actions on Draft Sales Invoices
When you open a Sales Invoice with Invoice Status as Draft, the Actions menu typically includes:
Change Brand | Template
Profit split
Approve
Approve & Send
Approve & Mark as Sent
Cancel Invoice
From this status you can still fully edit the invoice, then:
Approve it without sending.
Approve and send it to the client.
Approve and mark as sent, or
Cancel the invoice if it should not be used.
Actions on Approved not Sent Sales Invoices
When the Invoice Status is Approved not Sent, the Actions menu usually includes:
Change Brand | Template
Profit split
Mark as sent
Send invoice to client
Cancel Invoice
In this status you can:
Adjust branding or template before sending.
Send the invoice to the client,
Manually mark the invoice as sent, or
Cancel the invoice if it should not be used.
Editing of financial details may be restricted depending on your configuration.
Actions on Approved & Sent Sales Invoices
When the Invoice Status is Approved & Sent, the Actions menu depends on Payment Status.
Approved & Sent with Payment Status is Partially paid
From your screenshot, the Actions menu includes:
Change Brand | Template
Profit split
Send invoice to client
Create Credit invoice
You also see an Add payment button so you can record further payments.
Approved & Sent with Payment Status is Paid in full
When the Payment Status is Paid in full, the invoice is fully settled. In this case:
The Actions menu no longer shows Change Brand | Template.
Other options (such as Send invoice to client or Create Credit invoice) may still be available, but branding changes are blocked.
In both Approved & Sent scenarios, line-item and total adjustments are normally locked to protect the audit trail. If you need to correct a fully or partially paid invoice, your typical route is to Create Credit invoice rather than editing the original.
Use Stats with Sales Invoices
Use Stats on the Invoices page to review totals and summary information for a set of Sales Invoices.
📌 Note: Stats are only available for some combinations of Invoice Type and Invoice Status. For best results, filter to a single invoice type and status before you click Stats.
Go to Pay & Bill, then click INVOICES.
Filter Type to Sales Invoice.
Filter Invoice Status so that all invoices in view share the same status (for example Approved & Sent).
Apply any additional filters you need (such as Invoice Period, Week Ending, Company, or Currency).
Click Stats on the top right.
If the combination is valid, the Invoice Statistics window opens showing totals for that filtered set. If not, you see a message explaining that statistics are only available for some combinations of type and status and recommending that you filter invoices by the same type and status.
Run Consolidation for Sales Invoices
If your organisation uses consolidated invoices, you can run consolidation for eligible Sales Invoices from the Invoices page.
⚠ Important: When you confirm Run consolidation, this action cannot be undone. Make sure your filters are correct before you proceed.
Prepare Sales Invoices for Consolidation
Go to Pay & Bill, then click INVOICES.
Use Filters and column filters to narrow the list to the Sales Invoices you want to consolidate, for example:
Invoice Period (such as Weekly or Monthly).
Type = Sales Invoice.
Invoice Status = Draft (or the required status in your consolidation rules).
a single Company and Billing Contact.
Check that the invoices meet your consolidation rules, such as:
they are in the same currency,
they are not already linked to another Consolidated Invoice, and
they share the same consolidation rule (as configured on the company billing address).
Run 1-Click Consolidation
With the list still filtered, click Run consolidation on the top right of the Invoices page.
In the Run Invoice 1 Click Consolidation window:
choose the correct Invoice Period, such as Weekly,
optionally tick Enable ability to re-run invoice consolidation rules if you want to allow the rules to be re-applied later.
Review the Notes section carefully. It explains the main requirements, including:
invoices must be in the required status (for example Draft),
invoices must use the same currency,
invoices must not already belong to an existing consolidated invoice, and
maximum invoice item limits for consolidation and export.
Click Confirm to run consolidation, or Cancel if you need to adjust your filters first.
After consolidation, use the Type or Consolidated Invoice columns to locate and review the newly created consolidated Sales Invoices.