Everything You Need to Know About Issued Invoices

Springly generates invoices for sales recorded through Membership Campaigns, Events, and Product Sales. This article explains how the invoicing system works.

Please note: Springly cannot generate an invoice without a recorded transaction in a form.

What Is an Invoice?

An invoice is a general accounting document that serves as proof of a purchase or sale. To be legally valid, it must include the following information:

• The invoice issue date
• The invoice number: each invoice must have a unique number based on a continuous, unbroken chronological sequence.
• The date of sale, if different from the invoice issue date
• The Buyer's identity: name (or legal entity name) and address (unless the individual objects)
• The seller's identity:
  • First and last name of a sole proprietor (optionally followed by their trade name)
  • Legal name of a company (followed by its EIN or state registration number)
  • Business registration number and state of incorporation, if applicable
  • Trade or professional license number, if applicable
  • Registered office address, legal form of the entity, and stated capital, if applicable
• The individual VAT identification number, if subject to VAT.
• A description of the product or service
• A detailed breakdown of each product and service sold
• The list price
• The applicable VAT rate
• Any price reductions
• The total amount due, excluding and including tax

Springly's invoicing system handles all of the parameters described above.

To generate invoices that match your organization's settings (VAT status, legal name, etc.), configure your invoice settings first.

How Invoices Are Generated in Springly

When Invoices Are Generated

Invoices are generated for sales made through the Events, Product Sales, and Membership modules. Invoices cannot be generated without a recorded transaction.

You can use a supplementary invoicing system alongside Springly. Just make sure the two numbering sequences don't overlap — each invoice number must be unique across your organization.

Once invoicing is enabled, two generation options are available:

• Automatic invoice generation with every purchase,
• On-demand invoice generation (when the Buyer requests it).

To learn more, see the following article.

Invoices are generated at the point of sale and are independent of payment.

Example: A person purchases a product online. Whether or not they pay online, they can receive an invoice. The invoice will be available on the confirmation page once they have selected their payment method, and will also be sent to them by email along with their order summary.

Managing Credit Notes

When you refund or delete a sale for which an invoice was issued, a credit note is automatically generated.

Paid-in-Full Invoices

Some people may request what is known as a paid-in-full invoice — a document explicitly stating that the invoice has been paid. This is not a legal requirement, so it is entirely up to you whether to provide one.

However, when a payment is made, Springly automatically generates a Payment Receipt alongside the invoice. Together, these two documents are generally sufficient.

To learn more, see the following article.