Invoices

Money

Money

Some countries

Invoices

Create, send and get paid.

The problemBilling runs late because the work and the invoice live in different places.

The resultFinished work turns into a proper invoice that you send in one tap and follow until it is paid.

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Example with sample data. Nothing here is real.

Step 1 of 4

Draft

Start an invoice from Invoicing and pick the customer. Add lines with a quantity, a price and a VAT rate, and set the dates: the due date starts 30 days after the issue date. Add a discount to a line or to the whole invoice if you need one. A draft can be changed or discarded at any time, and a discarded draft never gets a number.

What you can do

  • Create an invoice for a customer, or let finished visits draft one for you
  • Edit or discard a draft freely until you post it
  • Post an invoice to give it its number and lock it
  • Email the invoice with its PDF to the customer in English, German, Italian or French
  • Follow the status from draft to paid, see overdue invoices at a glance, and refund a card or TWINT payment from the invoice (pending until Stripe confirms it, then shown as refunded)
  • Duplicate an invoice to repeat a job or bill the balance after a deposit
  • Browse invoices, credit notes, quotes and receipts together under Documents
Tap a number to read what that part shows.

Who can use it

Owners, Admins, Managers and Accountants can use this.

Available in the countries where Heyva supports it.

You need permission to view invoices to open the list. Creating, posting, sending and recording payments are separate permissions that a role can hold or not. By default Owners, Admins and Accountants can run the whole cycle, while Managers can look at invoices.

Ask Heyva AI

  • Show my overdue invoices

  • Create an invoice for a customer

  • Send the latest posted invoice

Questions

Can I change an invoice after I have posted it?
No. A posted invoice is never edited. If the amount was wrong, issue a correction or a credit note and the original stays on record. If it should never have existed, void it; a fully paid invoice cannot be voided, so issue a credit note instead.
Can I invoice someone who is not in my customer list?
No. Every invoice is issued to a customer record, so add the customer first and then create the invoice.
What languages can the PDF and the email be in?
English, German, Italian and French. Heyva picks the invoice's own language first, then the customer's language, then your business default, and you can change it when you send.
How do I bill the balance after a deposit?
Duplicate the deposit invoice. The copy keeps the lines and the customer, and you adjust the dates and lines for the new work. It is a new draft, so the original is not touched.
Why is my invoice marked overdue?
A posted, sent or partly paid invoice becomes overdue once its due date has passed and money is still owed. Heyva checks this every day. The customer then gets a reminder email, repeated about weekly while it stays overdue, as long as they have an email address on file.
Why does my PDF have no payment slip?
The Swiss QR-bill slip is added to the PDF of an unpaid invoice in Swiss francs when your business has a QR-IBAN set up, and it is left off when the bill would break the QR-bill rules. Check the payment details in Settings, Businesses (Banking) or in the Customer App under Payments, then see the invoice settings topic. If the QR-IBAN was added after the invoice was created, the invoice offers a Regenerate with QR-bill button instead; the previous version stays on file and the new one is dated as a re-issue.

In more detail

A draft is a working copy. A posted invoice is a record. Mistakes after posting are fixed with a correction or a credit note, never by editing.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_create_invoice
  • heyva_update_invoice
  • heyva_post_invoice
  • heyva_send_invoice
  • heyva_get_invoice
  • heyva_get_invoice_pdf
  • heyva_list_invoices
  • heyva_list_unpaid_invoices
  • heyva_list_overdue_invoices
  • heyva_duplicate_invoice
  • heyva_discard_invoice_draft

About AI agents and MCP

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Last reviewed 9 November 2026