Invoicing software

Numbering that doesn't get tangled

The number pattern — year, month, sequence and zero padding — is set once, and the next number is reserved for you. Nothing needs resetting at the start of a new month or year.

One detail matters: the number is assigned when the invoice is issued, not while the draft is being edited. Abandoning a draft therefore leaves no gap in the sequence. A cancelled invoice keeps its number reserved so the audit trail stays unbroken.

Three document types that never get mixed up

The system distinguishes a standard VAT invoice, a pro forma and a credit note. The type drives both the document heading in the PDF and the numbering series, so a credit note never lands in the sales invoice sequence.

You choose the type and the content. The system will not invent a customer or a product that isn't on your lists, and it will not decide whether a document should be a pro forma — it takes care of numbering, calculation and the document itself.

A PDF you can send straight away

The PDF is generated automatically on issue, with the amount shown both in figures and in words, as a properly formed invoice should.

If the company is not VAT registered, the heading changes automatically from "VAT invoice" to "Invoice". That is exactly the kind of detail that gets forgotten when documents are prepared by hand.

From draft to paid

Every invoice has a clear state: draft, issued, sent, paid. A cancelled invoice stays in the history with its number.

Issued and sent invoices are tracked against their payment terms. Once the due date has passed and no payment has arrived, the invoice counts as overdue — so you see who owes you without maintaining a separate list.

Recurring invoices on a schedule

Rent, a subscription fee, a monthly retainer — the same invoices every month. Instead of copying last month's invoice, you set up a template with a schedule: everything that stays the same in one place (customer, lines, VAT, currency, payment terms, dimensions), and how often it should run — monthly, quarterly or yearly.

The default is deliberately cautious: the template creates a draft for you to review and issue. For the templates you trust, automatic issuing can be switched on. A template can be paused and resumed, and if the customer is no longer on your lists it stops and is flagged — it cannot quietly skip a month.

One thing is deliberately absent: automatic emailing to the customer. The invoice is created and, if you chose that, issued — but you send it.

An issued invoice doesn't sit on its own

The sales invoice goes through to your accounting system with the correct series and number, on the same principle as incoming invoices. Less retyping, and fewer places where a discrepancy can appear.

Why keep both halves in one place

A separate invoicing tool means a second customer list, a second product list and a second place to reconcile with your accounting. Ezura is known first for incoming invoices — email, extraction, VAT and dimension checks, export — and issuing works in that same system.

The practical benefit is simple: one customer and product list, the same accounting system at the end, and one habit for the team.

Frequently asked questions

Can an invoice be issued without VAT?

Yes. If the company is not VAT registered, the document heading automatically becomes "Invoice" instead of "VAT invoice" — there is nothing to correct by hand.

What happens to the number of a cancelled invoice?

It stays reserved and is not reused. That keeps the audit trail unbroken and leaves no gaps in the sequence.

Can sales invoices and credit notes have separate series?

Yes. Each series has its own counter and pattern, so a credit note is never mixed up with an ordinary sales invoice.

Is invoicing a separate product from incoming invoice processing?

No. It is the same system: incoming invoices are processed automatically, and outgoing ones are created from the same customer and product lists.

Can issued invoices be exported to an accounting system?

Yes. A sales invoice goes through as a sales document with the correct series and number, on the same principle as incoming invoices.

Can recurring monthly invoices be issued automatically?

Yes. A template with a schedule issues the invoice monthly, quarterly or yearly. By default it creates a draft for you to confirm, and automatic issuing can be switched on for templates you trust. There is no automatic emailing — you send the invoice to the customer yourself.

Related pages

• How to issue an invoice: numbering, PDF and order
• Recurring invoices: the ones that issue themselves
• Credit notes and refunds
• Accounting systems Ezura reaches
• Pricing