Financial Documents: Quotes, Invoices & Delivery Notes

Financial documents let you create and send quotes, invoices, delivery notes, and credit notes directly from within an event. All documents share the same editor; type-specific fields and status actions adjust automatically based on the document type.

Where are documents found?

Financial documents are grouped under the Documents tab inside an event. Quotes, invoices, delivery notes, and credit notes all appear together in a card view. A workspace-wide overview of all open documents is available in the main menu under Financial Documents.

To create a new document inside an event:

1. Open the event and switch to the Documents tab.
2. Click the New dropdown button.
3. Select the desired type: New Quote, New Invoice, New Delivery Note, or New Credit Note.
4. The editor opens immediately.

Filling in the header

The header section is identical for all document types. Fields are saved automatically when you leave them.

For invoices, an additional Invoice Fields section appears with Cash Discount Days, Cash Discount Percent, Reverse Charge, and Due Date. For delivery notes, a Delivery section appears with the Delivery Date field.

Editing line items

Below the header you will find the line-item editor. Each item contains:

• Title (required)
• Description (optional, collapsible)
• Category (required)
• Unit 1, 2, 3 for multi-level quantity entries
• Purchase Price (€) for contribution margin calculation
• Sales Price (€) (net), Discount (%), VAT (%)

Clicking Add from Template opens the Select Template dialog. There you can search saved line-item templates and add them with a single click on Add. Use Manage Templates to edit existing templates, or Create Template to create new ones.

If bookings exist that have not yet been captured in a document, the Unrecorded Bookings section appears automatically. Add individual items with Add, or include all of them at once with Add All.

Totals and PDF settings

At the bottom of the editor the totals panel shows:

• Subtotal (Net), Discount, VAT, Total
• Cost (Net) and Contribution Margin (Net) as internal figures

The Internal Notes field lets you record notes for your team. These do not appear on the PDF.

Under PDF Settings you control the behaviour of the generated PDF:

• "Total" column shows net prices
• Combine items and show total price only
• Show VAT column
• Allow page break within a table row
• Repeat table header on each new page
• Show product images
• Sort tables by delivery notes

What's missing to send: send validation

Before you can send a document, Univents automatically checks whether all required fields are complete. If something is missing, the send area shows a "Still required to send:" notice with the specific list of open items:

• Title
• Customer
• Issue date
• Service period (start) and Service period (end)
• Validity / payment term
• At least one position — with Description, Quantity, and Category on every position
• Company name, Company address, and Tax number or VAT ID (all three from your settings)
• Recipient name and Recipient address

Only once this list is empty can the document be sent.

Sending a document and managing status

Once the document is ready, three buttons are available at the bottom:

• Cancel exits the editor.
• Save as Draft saves the document with the status "Draft" and exits the editor.
• Save and Send renders the PDF, sends it to the client by email, and changes the status to "Sent".

After sending, the Status Actions section appears. Which actions are available depends on the document type and its current status:

Destructive actions such as Cancel, Full credit note, or Correct invoice require confirmation.

Cancel vs. Full credit note (storno): for invoices, two different cancellation paths exist side by side. Cancel cancels the invoice directly without creating a credit note. Full credit note (storno), on the other hand, automatically creates a credit note draft — once that credit note is sent, the original invoice is marked as cancelled.

Correcting an invoice

Instead of just cancelling a faulty invoice, Correct invoice replaces it with a revised version in one step: Univents cancels the invoice in the background (a silent credit note, with no email to the customer) and immediately creates an editable draft with the same line items. When that draft is sent, it gets a new invoice number and today's issue date.

Refunding an invoice (Stripe)

If an invoice was paid via Stripe, the Refund action additionally appears once the invoice is Paid. In the dialog you choose between Full refund and Partial refund; for a partial refund you enter the Amount (€) and can record an internal Reason. The refund is returned to the original payment method — the invoice itself stays marked as paid.

Marking a credit note as settled

For a sent credit note, use Mark as settled to record that the amount has been settled with the customer, e.g. offset against a new invoice.

Stale-chain warning: follow-up documents from an older quote version

If an accepted quote is edited again afterwards, invoices or delivery notes already created from it may be based on an outdated quote version. In that case Univents shows a warning that the follow-up documents were not automatically updated, along with a Recreate from this version button — the old draft documents are then marked as replaced.

The "Expired" and "Obsolete" statuses

• Expired — Univents automatically sets a sent quote to "Expired" once its configured validity (days) has passed.
• Obsolete — a document carries this status once it has been replaced by a newer version, for example when follow-up documents were recreated from a more recent quote version via the stale-chain warning.

Issuing an invoice without sending it right away

Invoices and credit notes that are still in draft have an extra action alongside the buttons above: Issue Invoice. It separates the final numbering from the email send — you lock the document in legally without having to send it to the client at that moment.

1. Open the draft invoice and click Issue Invoice.
2. In the Assign invoice number for good? dialog you'll see the exact next number. Confirm with Issue.
3. Univents assigns the number, locks the document under §14 UStG, and renders the PDF right away. The status changes to Issued.

An issued invoice can no longer be edited or deleted — only corrected via a credit note. Sending it by email is a separate decision: the usual send option stays available anytime from the Documents tab.

Frequently asked questions

Where can I see all open invoices across the workspace? Under Financial Documents in the main menu you will find a list of all current documents across all events, including KPI tiles for outstanding amounts, overdue invoices, and invoices paid in the current month.

What is the difference between a layout and a template? A layout determines the visual design of the PDF (colours, margins, DOCX template file). A line-item template contains reusable rows that you insert into a document with a single click. Both are configured independently of each other.

How does the reminder function work? In the Send Reminders field you activate chips for predefined intervals (1, 3, 7, 14, or 30 days in advance) or enter a custom value. Univents automatically sends a reminder email to the stored client contact.

What happens when I issue an invoice? It gets its final number and is locked under §14 UStG — it can no longer be edited or deleted afterwards, only corrected via a credit note. Sending it by email is independent of that: issuing and sending are two separate steps, and you decide when (or whether) the invoice goes out.