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Keep sales invoices

Route a second address for copies of the invoices you send, set your business names, and see invoices matched to money coming in.

Updated

Use this guide to keep the invoices you send to your clients next to your receipts. Mail to a second routed address is filed as a sales invoice instead of a receipt, read for the client and VAT details, and shown on Receipts under Invoices. Money coming in on an imported bank statement is then matched to it.

Prerequisites

  • Email set up and working; see Set up email. The same allowed senders (Settings > Email > Email senders) and SPF check apply to invoice mail.
  • A second address on the same domain, for example invoices@receipts.example.com. It must differ from the receipt address and from Forward a copy to.
  • Invoices as PDF or image attachments. An email without an attachment is not read as an invoice.

Steps

  1. Route the invoice address to the Worker

    In the Cloudflare dashboard, go to Compute > Email Service > Email Routing > Routing Rules and select Create routing rule. Enter the local part of the invoice address, choose Send to a Worker as the Action, pick your Nuits Receipts Worker as the Destination, and select Save.

  2. Set the invoice address in the app

    Open Settings > Email and fill in Invoice address. Tick “I’ve added the Email Routing rule for this address”, which shows once you change the address, and press Save.

    At deploy time the same value is the INVOICES_ADDRESS variable.

  3. Set your business names

    Open Settings > Business, fill in Your business names as they appear on the invoices you send, comma separated (up to 20), and press Save.

    An invoice that names someone else as the seller is flagged Did you send this invoice? and offers Move to receipts. Leave the field empty to skip the check. At deploy time this is the SELLER_NAMES variable.

  4. Optional: set your payment terms

    In Settings > Business, Payment terms, days (default 30) decides when an invoice without a printed due date counts as overdue.

  5. Copy the invoice address when you send an invoice

    Add the invoice address as CC or BCC when you email an invoice to a client, from an address allowed in Settings > Email > Email senders.

You can also add invoices by hand: press Add and choose Invoices you sent under “What are these?”. Pressed on the Invoices page, Add opens with it already chosen. Several files can be added at a time.

Check it worked

  1. Receipts shows To do, All and Invoices at the top, each with its count. Select Invoices.
  2. The test invoice is listed there for its month with its client, amount, number and one status, such as “Due 18 Sep” or Check.
  3. If it is flagged, open it and fix what it asks about. An email with no attachment is held with the flag Where is the invoice?
  4. After you import a bank statement with the payment, the invoice shows Paid with the date. A payment is matched automatically when the amount fits and the bank reference carries the invoice’s reference or number, or the payer is the client. Otherwise it is suggested on Bank.

An invoice paid somewhere else (for example a payment platform payout) can be marked paid by hand: open it, open Paid another way?, fill in Paid on and How, and press Mark paid. Every row on Invoices has a tick box. To mark several, tick them, select Mark paid in the bar and fill in Paid on and How once. The same bar has Discard and Read again.

Change the invoice address later

Add a routing rule for the new address first, then change Invoice address in the app. Mail to the old address is still filed as an invoice for 30 days, so messages already on their way are not filed as receipts. Remove the old routing rule when you are done.

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