Admin setup for Invoices

If you are setting up the Invoices app for your organisation, there are a few prerequisites to complete first. This guide is designed for busy administrators and focuses on the shortest path to a working setup.

• What to set up first
• Add collaborators to the workspace
• Register contacts in the CRM
• Assign roles and permissions
• Create projects with budget lines (optional)
• Recommended setup order
• After setup

What to set up first

Before the team can register invoices, make sure you have completed these foundations:

✓Add collaborators to the organisation workspace.✓Register contacts (clients and suppliers) in the Contacts app.✓Assign roles and permissions for the Invoices app.✓Create projects with budget lines (if you want to reconcile invoices with engagements).

Add collaborators to the workspace

The first step is making sure the people who will use the Invoices app exist in the organisation as collaborators.

Without collaborators, there is nobody to assign invoice registration and viewing permissions to.

Related guides

• Add collaborators
• Manage collaborators

Register contacts in the CRM

The Invoices app uses the Contacts directory for invoice headers. Before registering any tax document, make sure clients and suppliers are present in the CRM.

For each contact, verify that at least these fields are filled in:

• company name or full name;
• VAT number / tax code (for Italian entities);
• address.

Related guides

• Add a contact

Assign roles and permissions

Invoices access depends on roles and policies. Users need the right permissions to create invoices, view them, and export them.

You can assign access directly to a single collaborator, but the best practice is to assign roles at the team level whenever possible.

Best practice

If multiple collaborators need the same Invoices access, assign permissions at the team level instead of configuring each collaborator one by one.

Related guides

• Add roles to collaborators
• Manage policies
• IAM best practices

Create projects with budget lines (optional)

If you want registered invoices to feed the financial report of your projects, you first need to prepare the project structure with budget lines.

When an invoice is reconciled against a budget line:

• purchase invoices populate the Actual Costs column of the report;
• sales invoices populate the Actual Revenue column of the report.

Without projects and budget lines, invoices are still stored in the system, but they do not flow into project financial reports.

Note

This step is only necessary if your organisation also uses the Projects module. If you use the Invoices app independently, you can skip it.

Related guides

• Set up a project with a budget
• Understanding budget lines
• The financial report

Recommended setup order

For the fastest reliable setup, follow this order:

1. Add collaborators to the organisation.
2. Create teams and assign collaborators.
3. Assign Invoices permissions, preferably at the team level.
4. Register clients and suppliers in the Contacts app.
5. Create projects and configure budget lines (if you want reconciliation).

After setup

Once the admin setup is complete, these are the most useful next resources:

📥

Create a purchase invoice

Record your first supplier invoice and link it to a project.

Open quick start

📤

Create a sales invoice

Record your first client invoice and link it to a budget line.

Open quick start

📊

The financial report

Learn how invoices feed the project financial report.

Open concept