Invoice documents
A summary of work performed, machine hours, material and other project items for a period, from which an invoice is issued to the customer.
An invoice document summarises what is to be invoiced to the customer for one project and period: hours worked from work reports, machine hours, material, custom items and waste disposal. It calculates the amount excluding VAT from the project's hourly rates. The site manager or the administrator approves it (checks it), then an invoice is issued from it, which closes it. An invoice document invoiced outside the app is closed with the Vyfakturováno mimo aplikaci (Invoiced outside the app) button.
You will find them in the menu under Finance → Invoice documents. The module is part of the Company and All for business plans.
Who works with invoice documents
- The administrator sees the invoice documents of the whole company, creates them, approves them and closes them.
- The site manager (the manager set on the project) sees invoice documents from the projects they manage, creates new ones, approves them and closes them.
- Other users whose Role gives them access to the Invoice documents module see the invoice documents they created themselves, including the Stav (Status) and Vyfakturoval (Invoiced by) columns. They have neither the Nový doklad (New document) button nor the filters.
How invoice documents are created
Automatically from work reports
On the project, turn on the Fakturace dle výkonu (Invoicing by work performed) switch (in the project card). From then on, every approved work report for this project is automatically added to the project's open invoice document in the K fakturaci (To be invoiced) status. If there is no open invoice document, a new one is created. The period of the invoice document adjusts to the dates of the included work reports. See Work reports and Projects.
The amount for a work report is the number of hours worked (excluding lunch) multiplied by the hourly rate. The rate is looked up in this order:
- the rate for the specific machine set on the project,
- the machine's Zúčtovací sazba (h) (Billing rate per hour),
- the rate for the specific person set on the project,
- the general rate of the project.
Manually
- In Finance → Invoice documents, click Nový doklad.
- Fill in Datum od (Date from), Datum do (Date to) and Projekt (Project), and optionally the Stavbyvedoucí (Site manager).
- For advance invoicing, turn on the Zálohová fakturace (Advance invoicing) switch.
- Add items and attachments, and optionally a Komentář (Comment).
- Click Založit (Create).
When a new invoice document is created, users who have turned on Vytvoření podkladu pro fakturaci (Invoice document created) in their notification settings are notified (by e-mail or in the mobile app).
Invoice document items
The items are divided into tabs:
| Tab | Contents |
|---|---|
| Výkazy prací (Work reports) | Work reports with the date, author, time and machine. The Zahrnout do faktury (Include in invoice) switch keeps a work report in the invoice document or excludes it from invoicing. |
| Strojní hodiny (Machine hours) | Machine hours from work reports. |
| Materiál (Material) | Material entered manually with the Přidat položku (Add item) button. |
| Vlastní podklady (Custom items) | Any items. The Načtení z cenové nabídky / přijaté objednávky (Load from price quote / sales order) button takes over items from the project's price quote or order. |
| Uložení odpadu (Waste disposal) | Items for waste removal and disposal. |
At the bottom of the form is the Kontrolní součet částek (Checksum of amounts) of all included items.
A saved invoice document is locked against accidental changes. To edit it, unlock it with the lock icon in the form header and save your changes with the Upravit (Edit) button.
Splitting and merging invoice documents
An invoice document in the To be invoiced status has two buttons:
- Filtrovat výkazy (Filter work reports) - select by person and date the work reports that should stay in the invoice document. The others are moved to a new invoice document. This is useful when you want to invoice only part of the period or only some people.
- Sjednotit (Merge) - moves the work reports to another open invoice document of the same project.
Statuses and approval
| Status | What it means |
|---|---|
| K fakturaci (To be invoiced) | The invoice document is open, work reports keep being added to it and it can be edited. |
| Schváleno (Approved) | The site manager or the administrator has checked the invoice document. New work reports are no longer added to it and it is ready for an invoice to be issued. |
| Vyfakturováno (Invoiced) | The invoice document is closed: an invoice was issued from it, or it was marked as invoiced outside the app. |
The invoice document is approved by the administrator or the project's site manager with the Approve button (in the list, in the detail, or in bulk with Schválit výběr (Approve selection)). An approved invoice document is offered in Sales invoices for issuing an invoice, and issuing it closes the invoice document as Vyfakturováno. If you invoice outside the app, close an invoice document in the To be invoiced or Approved status with the Vyfakturováno mimo aplikaci (Invoiced outside the app) button (an icon in the list, or in bulk). Work reports that had Zahrnout do faktury turned off are moved to a new invoice document when it is approved, so they are not lost and you can invoice them later. When you delete the invoice, the invoice document returns to the To be invoiced status.
Until 28 September 2026, the Approve button closed the invoice document directly as Vyfakturováno; invoice documents approved before that date therefore remain in the Vyfakturováno status.
List and filters
The list shows the project, the period, the Částka bez DPH (Amount excluding VAT; DPH is Czech VAT), the Stav (Status) and the Vyfakturoval (Invoiced by) column (who issued an invoice from the invoice document or closed it outside the app). You can filter by Projects, Vedoucí projektu (Project leader; invoice documents of the projects of the selected managers), Osoba (Person, the author of the work reports) and period; the Ke schválení mnou (To be approved by me) switch shows invoice documents in the To be invoiced status from the projects you manage.
Each invoice document has these actions:
- Download PDF - the invoice document as a PDF, for example for agreeing it with the customer,
- Link expenses - see below,
- editing and deleting.
Re-invoicing project expenses
With the Link expenses action, you attach items of the project's approved purchase invoices and issued purchase orders to the invoice document. Purchase invoices are offered in the window to the administrator and to users who have at least the čtení (read) level for the Purchase invoices module in their Role. With the editace vlastních (edit own) level, these are only documents they created themselves. Those without this access (for example a site manager without access to Purchase invoices) see only issued purchase orders in the window. For each item you enter the quantity built (the quantity actually used on the work), and the window shows how much of the item is still left. Fully used expenses are marked as Vyfakturováno in Purchase invoices.
Issuing an invoice from an invoice document
In Sales invoices, select the project for a new invoice. The Neúčtované podklady fakturace (Unbilled invoice documents) of this project are shown, meaning invoice documents in the To be invoiced or Approved status that are not yet linked to another invoice. Ticking an invoice document prefills its lines into the invoice (work and machines as one summary line, material and custom items individually); after saving, the invoice document is linked to the invoice and moves to the Invoiced status.
How it all fits together
Work reports (approved) ─────┐
Material, custom items ──────┼──→ Invoice document ──→ Sales invoice ──→ Payment
Project expenses to re-invoice ┘