Invoice lifecycle
In RevasOS every invoice follows a defined lifecycle: from planning through to settlement. Each status change has a precise operational meaning and, when the invoice is linked to a project, a direct impact on the engagement's financial report.
Invoice statuses
| Status | Meaning | Financial report impact |
|---|---|---|
| Planned | The invoice is expected but not yet issued or received. | None — the data remains forecast only. |
| Issued | The invoice has been formally created (purchase received or sale issued). | Populates the Actual Costs or Actual Revenue columns of the report (if linked to a budget line). |
| Sent | The sales invoice has been sent to the client. | Same impact as "Issued". |
| Settled | Payment has been collected or made. | Same impact as "Issued" — confirms the financial movement is closed. |
| Cancelled | The invoice has been voided and no longer carries tax value. | None — the invoice is excluded from report calculations. |
Planned → Issued → Sent → Settled
│
└──→ CancelledNote:
Not all transitions are mandatory. An invoice can move directly from Issued to Settled without passing through Sent.
Invoices and invoice lines (details)
Every invoice is composed of one or more lines (details). Each line represents a single item on the document: a service, a product, a cost.
The distinction matters because in RevasOS the link to a project budget operates at the individual line level, not the whole invoice. This lets you split a single invoice across multiple budget lines, even across different projects.
To learn more about the invoice/detail structure, see Understanding the Invoice/Detail system.
How invoices feed the financial report
The connection between invoices and the project report activates only when all of these conditions are met:
- The project has an active budget with at least one budget line.
- The invoice (or its lines) has been linked to a budget line in the project.
- The invoice is in an operational status (Issued, Sent or Settled — not Planned or Cancelled).
Purchase invoices (suppliers)
When a purchase-invoice line is linked to a budget line:
- Its amount populates the Actual Costs column of the financial report.
- The figure is added to the hourly cost of hours logged via timesheets.
- The financial report can then calculate Actual Profit (actual revenue − actual costs).
Sales invoices (clients)
When a sales-invoice line is linked to a budget line:
- Its amount populates the Actual Revenue column of the financial report.
- The financial report can then calculate Actual Profit.
Without a project link
If the invoice is not linked to any budget line it remains stored in the system as a tax document. It simply does not flow into any project's financial report.
Data-flow summary
Purchase invoice ──→ Invoice line ──→ Budget line ──→ Actual costs (report)
Sales invoice ──→ Invoice line ──→ Budget line ──→ Actual revenue (report)