Outgoing invoices¶

Outgoing invoices are the invoices your company sends to customers, typically generated from sales or repairs. Gem Logic creates professional PDF invoices with automatic numbering, tracks payment status, and supports sending invoices electronically via PEPPOL.

Creating an outgoing invoice¶

Outgoing invoices are created from the order detail page. Click Create invoice on a sale, repair, or other order to open the invoice form.

The form lets you configure:

Language — the language of the invoice document (defaults to the customer’s language).
Billing amount — invoice the full amount or a partial amount as a percentage or fixed value. When partially invoicing, the remaining balance is tracked for the next invoice.
Payment period — number of days until the payment deadline.
Delivery date — optional delivery date shown on the document.
Extra info — additional text added to the footer of the invoice.
Tags
Structured communication — optionally add a Belgian structured payment reference.
Pay now button — add an online payment link to the invoice document.
Extra invoice information (collapsible) — incoterms, country of export, country of manufacture, country of final destination, and terms of payment.

You can also select specific order items to include, enabling selective invoicing of individual line items.

Combined invoices¶

To create a single invoice for multiple orders, select the orders and use the combined invoice option. All selected orders must belong to the same customer. You can optionally add an extra line item with a custom title, amount, and tax rate.

Invoice numbering¶

Invoice numbers are generated automatically per year per business entity. You can configure a prefix with dynamic placeholders such as (year), (year_2_digits), (month), (day), and a starting number. For example, a prefix of INV(year)- produces INV2026-1, INV2026-2, and so on.

Detail page¶

The detail page shows:

Left side — invoice details:

Invoice ID, date, linked orders, company, client, tax number, and PEPPOL identifier.
Amount, VAT (label adapts by country), and total.
Partial invoicing percentage (when applicable).
Payment deadline, delivery date, extra info, incoterms, country fields, and terms of payment.
Structured communication and tags.
Payment status — changeable via a dropdown button.
An Update button to edit the invoice. Once an invoice has been sent via PEPPOL, it can no longer be updated.

Right side:

PDF preview of the generated invoice with print and open buttons.
Transactions — linked payments showing transaction ID, date, amount, and payment method.
Activity log — timeline of actions and comments.

Payment status¶

Each outgoing invoice has one of three statuses:

Paid (green)
In payment (yellow) — automatically set when a payment deadline is in the future.
Unpaid (red)

The status can be changed from both the list view and the detail page.

PEPPOL¶

For businesses in Belgium, outgoing invoices can be sent electronically via the PEPPOL network. The Send via PEPPOL button appears when the customer is a company with a tax number. Once sent, the invoice is locked and can no longer be updated. The PEPPOL status and timestamp are displayed on both the list and detail views.

UBL export¶

You can download any outgoing invoice as a UBL XML file from the detail page. For bulk exports, use the ZIP export feature from the list view to download all invoices for a date range in either PDF or UBL format.

Credit notes¶

Outgoing credit notes can be created from the order detail page. The credit note form lets you specify the amount (inclusive or exclusive of tax), the tax rate, the language, and extra footer text. Credit notes are numbered separately with a CD prefix.

Filtering¶

The outgoing invoices list can be filtered by:

Invoice date range
Payment deadline range
Invoice ID
Payment status
Total amount range
Contact (customer)
Flagged
Tags
Business (when you have multiple business entities)
Color

Invoices can also be exported as CSV or downloaded as a ZIP archive.