Automatic invoice creation
Overview
Kyvento creates invoices for your subscriptions fully automatically – numbered in a legally compliant way, sent as a PDF and frozen in an audit-proof state. This article explains the lifecycle of an invoice and when Kyvento sends it on its own.
From draft to final invoice
An invoice lives in two worlds:
- Draft – freely editable, still without an invoice number. Only manually created invoices pass through this state visibly.
- Finalized – on finalization, Kyvento assigns the sequential invoice number, freezes the recipient and template state as well as the statutory tax notes, and protects the invoice against any changes (GoBD). Invoices for 0.00 € are considered paid immediately.
The automatic billing run for your subscriptions creates invoices directly in the finalized state – no draft is left lying around for someone to forget.
When Kyvento sends automatically
Invoices from system processes – new subscription, renewal, plan-change settlement, usage billing, checkout order – are sent by Kyvento automatically by email to the customer, always with a PDF attachment (no email goes out without a finished PDF). You can adjust the "Invoice delivery" email template under "Settings" → "Email templates".
Manually created invoices are deliberately not sent automatically – you trigger delivery yourself on the invoice detail page via "Send" (with its own "Send invoice manually" email template).
Creating manual invoices
Via "New invoice" (customer detail page) you can bill ad-hoc services: line items with a description, quantity, unit price and tax rate, plus the invoice date, payment term, service period, template selection and optional credit offsetting. With "Save as draft" everything stays editable; "Save & finalize" assigns the number.
Next steps
- Customize the appearance – see "Customizing invoice design"
- Control due date and payment term – see "Billing cycles and key dates"