Official subscriber documentation

Odenaro Invoicing

A complete practical guide for document creation, VAT, payments, PDFs, reminders, customer access and financial traceability.

Invoices & documents VAT & discounts Payments & balances Customer access

Updated for the current Odenaro invoice engine — September 2026

Core financial flow

Customer → Products / Services → Document → PDF / Email → Payment → Remaining Balance → History

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How Odenaro invoicing works

The invoicing area connects customer records, products or services, VAT, discounts, payments, PDFs, reminders and customer access in one financial workflow.

Customer → Products / Services → Document → PDF / Email → Payment → Remaining Balance → History

1. Configure invoice settings

Confirm company details, currency, VAT rules, document prefixes, numbering, credit profiles and email delivery before issuing real documents.

2. Prepare customers and items

Create the customer and the Products / Services that will be used on the document. Manual invoice lines select from the active product catalogue.

3. Create the document

Choose Invoice, Credit Note or Quote, add quantities, review VAT and discount, add notes or an attachment and save.

4. Send and collect

Open the PDF, send reminders when needed, record full or partial payments and monitor the remaining balance.

Kindergarten, Pool Service and Auto Workshop can also create invoices from their own workflows. They use the same central invoice, VAT, numbering and payment engine.

Odenaro settings: Test Mode and customer subscriptions

In Odenaro Invoicing, Settings opens the Odenaro tab first. Test Mode and customer subscriptions are separate options, divided visually.

1. Open Settings → Odenaro

The first Settings tab contains the two independent features.

2. Enable subscriptions only when needed

Turn on Enable customer subscriptions and expiry alerts and save. When switched off, the Dashboard alert is hidden and subscription management is disabled; existing subscriptions remain stored.

3. Set up to two reminders

Enter the number of days before expiry for each reminder, for example 30 and 7. Leave a field blank to disable that reminder. These are in-app alerts, not automatic customer emails.

4. Manage and renew subscribers

Choose Manage subscribers, associate a subscription with a customer, and enter its service, amount, start date, expiry and duration. Renew manually, optionally opening a new invoice for that customer; verify invoice details before saving.

5. Use Test Mode only on test data

Test Mode permits permanent deletion of invoices, including paid invoices, and turns off after a successful deletion. This cannot be undone; use a test tenant, not real accounting records.

Turning subscriptions off does not delete subscriber history; it only disables subscription management and hides Dashboard alerts.

Initial setup before the first invoice

Complete the global invoice settings once and review them whenever the business, tax or numbering policy changes.

Area	What to configure	Effect
Company details	Name, email, telephone, address, VAT number, registration number and logo.	Displayed on invoice PDFs and customer-facing documents.
Currency & date format	Select the working currency and preferred date presentation.	Used throughout totals, PDFs and lists.
VAT	Enable VAT, decide whether prices include VAT and configure up to four VAT rates.	Controls line and document calculations.
Discount calculation	Choose whether the document discount is applied to the net amount or to the final VAT-included total.	Changes the VAT / discount calculation order.
Numbering	Set separate prefixes for invoices, credit notes and quotes, plus the first sequence number and increment.	New documents receive the configured sequence automatically.
Credit profiles	Enable A–D profiles and define payment days and the default credit text.	Supports due-date and overdue logic per customer.
Email	Configure and test SMTP plus English and Greek reminder templates.	Required for reminder and payment-confirmation delivery.

Before the first real invoice, create one controlled test document and verify numbering, VAT, totals, company details, PDF layout and email delivery.

Invoice, Credit Note and Quote

Each document type has its own prefix and accounting behaviour.

Type	Use	Stock effect	Payment workflow
Invoice	Charge a customer for products or services.	Reduces stock for stock-controlled products.	Supports unpaid, partial and paid states plus payment history.
Credit Note	Reverse or credit previously charged value according to the business process.	Adds stock back for stock-controlled products.	No normal outstanding-balance payment workflow.
Quote	Present a proposed price before issuing a chargeable invoice.	Does not change stock.	No normal outstanding-balance payment workflow.

The three prefixes must be different so documents remain easy to identify.

Create a new document

Manual documents are created from the Invoices area and use active customer and product records.

Open Invoices → Add invoice

Select the customer, date, document type and initial status.

Add items

Choose active Products / Services and enter the required quantity. Price and VAT come from the product record.

Review totals

Check subtotal, VAT, document-level discount and final total before saving.

Add notes or attachment

Use the public note for customer-visible information and the internal note for staff-only information. JPG, PNG and PDF attachments up to 8 MB are supported.

Save

Odenaro assigns the next document number and applies the relevant stock movement in the same save transaction.

A manual invoice cannot consume more stock than is available for a stock-controlled product. Correct the quantity or stock before saving.

VAT, prices and discounts

The same calculation engine is used by manual invoices and by the vertical modules that create invoices automatically.

VAT can be completely disabled when the tenant does not use VAT calculations.
When “Prices include VAT” is enabled, product prices are treated as VAT-inclusive.
Up to four configurable VAT rates can be enabled.
The document discount is a monetary amount, not a percentage.
The “discount after VAT” option controls whether the discount is taken from the net base or the final VAT-included amount.

Always test the chosen VAT mode with a simple known example before real billing, especially after changing VAT or discount settings.

Invoice list, filters and search

Use the list to find documents quickly and focus on open balances.

Filter by date range, customer, status and document type.
Statuses include Paid, Unpaid, Partially Paid and Cancelled where applicable.
Use “Unpaid (all dates)” to review open balances without restricting the result to the current date filter.
Search by document number or customer. In Kindergarten workspaces the search also supports the child name.
Columns can be sorted, and the list is paginated for larger histories.
Use Bulk Mark Paid to open every unpaid or partially paid invoice without the 25-row limit, select multiple invoices and queue settlement in safe batches of 10. The main page shows the five latest bulk jobs; History opens the full paginated job history.

Editing an existing document

The edit screen is deliberately controlled so an issued document is not silently rebuilt after creation.

Customer, date, type and line items are shown read-only on the normal edit screen.
Public and internal notes can be updated.
An invoice attachment can be added or replaced and the existing attachment can be downloaded.
For unpaid invoices, Mark Paid records the outstanding balance as a payment instead of only changing a visual status.

If the commercial content of an already issued document is wrong, follow the business correction process rather than trying to overwrite historical lines.

Full, partial and item-level payments

Odenaro keeps a payment ledger so the current status is derived from the real recorded payments and remaining balance.

Open the invoice

The edit page shows total, payments received, any credits or deposits used and the remaining balance.

Enter the payment

Enter amount, date, method, optional reference and optional note.

Choose what it applies to

Use a general invoice payment or allocate the payment to a specific invoice item when line-level tracking is useful.

Stage and save

New payments remain pending in the browser until the main Save button is pressed. Only then are they written and any requested confirmation is queued.

Method	Typical use
Cash	Cash received by the business.
Card	Manual record of a card payment already received.
Bank transfer	Use the reference field for bank transfer details when useful.
Cheque	Record cheque payments with a reference if required.
Other	Any other manual payment method.

A payment cannot exceed the remaining invoice balance. An item-level payment also cannot exceed the remaining amount of that selected item.

Payment confirmations

A payment confirmation acknowledges the amount recorded and the new remaining balance. It is not described as a statutory fiscal receipt.

When recording a manual payment, you can request a confirmation email.
The confirmation is queued only after the invoice edit is saved successfully.
A confirmation can be resent from the invoice payment history when required.
Any Odenaro workspace can enable Automatic payment confirmation with Mark Paid in Settings → Email. The same setting also applies to Bulk Mark Paid.

Email delivery depends on valid customer email data, working SMTP configuration and the background email queue.

Invoice PDF and customer-visible information

The PDF is the customer-facing representation of the document and uses the current company, customer, item and payment data.

Shows company identity and logo, customer details, document type and number, date, status, items and totals.
Shows VAT information according to the configured VAT mode.
Shows document discount once in the totals area so the printed calculation remains clear.
For invoices, shows recorded payments and the current balance due. Quotes and credit notes do not use the normal payment-balance section.
Only the public note is customer-facing; the internal note is not shown on customer PDFs.

Payment reminders and email templates

Unpaid and partially paid invoices can use a manual reminder workflow with the current invoice PDF attached.

Configure the template

In Settings → Email, maintain separate reminder bodies for English and Greek.

Open Send Reminder

The form loads the customer email, document data, current remaining balance and the configured language template.

Review before sending

Confirm recipient, subject and body before sending.

Supported placeholders include customer name, invoice number, invoice date, invoice total or balance and company name.
When online payment is available, the reminder can include the secure payment button / link.
Kindergarten can optionally run automatic outstanding-balance reminders during its configured monthly reminder window.

Customer Portal and online payments

When portal access and the Online Payments package are enabled, eligible customers can view their own invoices and pay supported open invoices online.

Portal users can access only invoices linked to their own customer record.
The portal provides invoice viewing and PDF access.
Online payment requires the appropriate package, an enabled payment integration and a valid unpaid invoice.
With Stripe Connect, customer card details are handled by Stripe rather than stored by Odenaro.
After confirmed payment, Odenaro synchronises the linked invoice payment state.

Verify the customer email and portal relationship before enabling customer access. A wrongly linked portal account can expose financial information to the wrong person.

Credit profiles, due dates and overdue monitoring

Customer credit profiles allow the business to standardise payment terms and overdue logic.

Profile	Default days	Typical meaning
A	0	Due immediately
B	15	Due within 15 days
C	30	Due within 30 days
D	90	Due within 90 days

These are defaults and can be changed in Settings. Generated vertical invoices may store a due date directly; the dashboard also respects the customer credit period when evaluating overdue invoices.

Business tools around invoicing

Odenaro Invoicing is more than the invoice screen. The surrounding business tools keep the customer, catalogue, stock, expenses and communication data connected to the same workspace.

Area	What it is used for
Customers	Maintain customer contact, billing and credit information used by invoices, reminders and portal access.
Suppliers	Keep supplier records available for purchasing and operational reference when the module is enabled.
Products / Services	Maintain the active catalogue, selling price, VAT rate and stock-control behaviour used on manual invoice lines.
Warehouse	Track stock quantities and movements for stock-controlled products when Warehouse is enabled.
Accounting	Record operational income/expense entries and categories when the Accounting section is enabled. It does not replace statutory accounting software or the business accountant.
Communication Center	Review queued, sent, retrying and failed customer emails and the available delivery-history filters.
Settings	Control company details, invoice/VAT rules, email, online payments, users, language and the options available to the workspace.

Some shared tools can be hidden or unavailable depending on the workspace configuration and permissions. Hiding a sidebar item does not delete its data.

Invoices created by other Odenaro modules

The central invoice engine is shared across Odenaro so vertical workflows do not create a separate financial system.

Module	Examples
Kindergarten	Monthly family billing, activities / extra fees, sibling discounts, deposits, scholarships and partial payments.
Pool Service	Fixed monthly service-plan billing, per-visit charges, repair quotes and related service invoices.
Auto Workshop	Job Card billing generated from labour, parts and approved work.

For a vertically generated invoice, review the originating Kindergarten, Pool Service or Auto Workshop record before making a correction.

Traceability, deletion and compliance safeguards

Financial records are treated as controlled operational data. Important actions are recorded for traceability, while the compliance audit log itself is reserved for Odenaro Super Admin and is not shown inside the tenant workspace.

Invoice creation and other protected actions can be written to the internal compliance audit log.
Payment and status changes remain traceable through the payment records and internal audit mechanisms.
Tenant users do not see or clear the compliance audit log. Audit review and purge controls are available only from Super Admin.
Normal live invoices are not presented with a general delete button.
Kindergarten Test Mode is a destructive testing safeguard: while enabled, administrators can permanently delete an invoice even if it is paid. Linked payment and Kindergarten billing snapshot records are removed, and Test Mode switches off automatically after one successful deletion.

Odenaro provides operational invoicing and record-keeping tools. The business remains responsible for jurisdiction-specific tax, fiscalisation, invoice-content and retention requirements.

Common checks and troubleshooting

Most invoice issues can be narrowed down quickly by checking the related master data and settings.

Problem	Likely cause	What to check
Product is missing from Add Invoice	The product is inactive or not created.	Open Products / Services and confirm it is active with the correct price and VAT rate.
Invoice cannot be saved because of stock	Requested quantity exceeds available stock for a stock-controlled product.	Correct stock or quantity and try again.
Totals look wrong	VAT-included mode, VAT rate or discount-order setting is not what you expect.	Check Settings → Invoices and the product VAT rate.
Reminder email is not sent	Missing customer email, SMTP issue or email queue problem.	Check customer email, SMTP test and background queue status.
Pay Online is not visible	Package, Stripe connection, portal setting or invoice eligibility is missing.	Check Settings → Online Payments, portal access and that the invoice still has an open balance.
Status does not match what was received	A manual payment is missing, incorrect or was deleted.	Open the invoice payment history and compare payments with the real transaction records.

Use the guide while testing your real invoice workflow.

Before live billing, verify one complete test from customer and product setup through PDF, payment, reminder and portal access where applicable.

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