Skip to main content

Search

Next Helpdesk

Invoicing - Production and Finance Workflow

A preferred workflow in Next Project is that production and finance use their respective expertise in invoicing.

Make sure you have reviewed the customer invoice integration settings for your financial system before you start invoicing from Next Project! You can find these HERE under integration with the respective financial system.

 

Production – Create Invoice Basis

The project manager/site manager is usually responsible for preparing the invoice basis, and therefore follows these steps:

  • checks all reported (ongoing projects) or the current payment plan
  • creates the invoice basis from work orders/payment plans/logs/changes/invoice module depending on the workflow.
  • in the Invoice module, checks that everything looks correct in terms of content such as invoice lines, attachments, allocation of tax reduction, invoice marking.
  • when everything looks correct --> mark the invoice basis as Ready for Invoicing.

To reduce the risk of mistakes, it is advisable to remove the permission to lock and send invoices for those who are only to create invoice bases. 

 

Finance – Lock and Send Invoice

Finance takes over for the control and sending of invoices.

To retrieve invoices that are Ready to Invoice:

  • Select the correct folder in the Tree view
  • activate the icon to Show underlying data,
  • filter for invoices according to the following conditions:

    • Ready for Invoicing = true

    • External invoice number = missing

  • sort the rows by clicking on the column Locked.

In the list, all the invoice bases that are ready to be processed by finance will now appear at the top, followed by those that are locked but not exported to the financial system. 

Finance then goes through these steps:

  1. Review the invoice. What is usually checked by finance is:

    • Customer details

    • Invoice type

    • VAT

    • Revenue accounting

    • Tax reduction details

  2. Lock the invoice basis, it is now that the basis becomes an invoice.

  3. Integration with the financial system is run
    Once the integration with the financial system has been run, the field External invoice number should be filled in. 
    Note that it is only after this that the invoice should be sent to the customer.

  4. Check that the invoice in Project has received an invoice number in the field External invoice number
    If the field contains a “! followed by text” it means that something went wrong. 
    Read the error message and resolve it, or contact Next Support for assistance.

  5. Send the invoice to the customer, via c-Invoice, email, or print and envelope. 
    Filter for invoices that are ready to be sent to the customer:

    • Locked = True

    • Distribution status = Missing

      Tip! Don’t forget to mark the invoice as sent for easier traceability. 

 

News – latest updates from release notes

Summary of changes and improvements retrieved from Next Project's release notes.

2026

May 2026

  • PDF reports created from invoice templates are now named according to the invoice template's FU number
  • Revenue recognition in customer invoice: An individual invoice line can now be split into multiple revenue lines with individual dimensions (project, AO/ÄTA, account). This simplifies the workflow for customers who need to categorize invoiced amounts in different ways in their accounting system, for example when applying for ROT deduction
  • A new button, Split line, is now available in the toolbar in the Invoice lines tab
  • Each individual invoice line can be split into multiple revenue lines
  • The accounting of all invoice lines is compiled in the Revenue recognition tab
  • Split line is also introduced in Tax reduction template, i.e. the Select type of work button, in the Tax reduction tab. NOTE! When you create an invoice with tax reduction in Next, the respective account on the invoice lines will be suggested if it is reduction-based, material or other. The default options come from the settings on the chart of accounts in Next
  • A warning is displayed when locking a customer invoice if the due date is set to a date earlier than the specified invoice date. To provide an indication of this before locking the invoice, the due date is now displayed in a different color
  • The invoice date column is now available in posted hours. If a time entry has been invoiced in Next, the current invoice's invoice date is now displayed in a separate column in Posted hours

March 2026

  • Fixed an error that caused focus to disappear from the vendor invoice line after rows had been selected, which could make e-Invoice feel "jumpy"
  • It is now possible to change activity and status on posted costs, posted hours and order lines even after they have been invoiced, provided the user has the correct permissions

January 2026

  • In cases where you have the setting that revenue should be created directly upon locking a customer invoice in Next, the invoice image (PDF) will now be displayed on the revenue document in Next under Revenue
  • When changing or adding a customer contact on a customer invoice, you can now choose whether the customer's reference number should be updated with values from the new contact or remain unchanged, in accordance with the behavior that already exists in ÄTA and Work order
Earlier updates

2025

December 2025

  • An invoice with tax deduction for ROT or Green Technology can no longer be locked unless it contains either a property name OR the housing association number + apartment number
  • Checkbox "Invoiced" and column for customer invoice number have been added to Order lines in ÄTA so you can see which lines have been invoiced and on which invoice
  • Article price is now displayed in the create order line form if you have set that price should be displayed
  • We have adjusted the order of information written on the invoice report. The order has been adjusted from being in descending order Invoice header, information about reverse charge and customer's VAT registration number, Description to Invoice header, Description, information about reverse charge and customer's VAT registration number
  • You can now set the invoice header to not be mandatory when creating a new customer invoice from the invoice tab. To adjust this setting, please contact support

November 2025

  • The setting MEM.MandatoryComment which determines whether a comment is mandatory or not when adding an order line in the mobile app now also controls this in the new mobile version
  • Revenue recognition in Invoice:
  • With this function, the user can enter number of hours to the Tax Agency even when the invoice line is based on a fixed price. The column is pre-filled with the value from the invoice line. If you manually change the value in the column and then update the invoice line, the content will be overwritten with the new value from the invoice
  • NOTE! If a fixed price job contains several different work types, these must be specified separately on the invoice – one line per work type
  • In the new mobile app, it is now possible to change activity and status on work order lines. When a time entry is changed, related articles will inherit these values from the time entry

October 2025

  • A user can now copy one or more invoice lines from a locked or unlocked invoice. The lines can be copied to an existing invoice or invoice template, either within the same project or to another. When a copied line is added, it is treated as a manually added invoice line from an accounting perspective and values for revenue recognition are not copied
  • Revenue recognition in customer invoice: Update of revenue recognition where we now have a direct connection between invoice lines and revenue lines and continuously apply the revenue rules. Please note that this update does not affect existing integrations
  • Each invoice line is now directly linked to a corresponding revenue line
  • A new expandable view has been added next to the invoice lines, where you can review and adjust revenue
  • The Revenue recognition tab continues to show a summary of the revenue, but is now updated automatically when invoice lines are changed or deleted
  • New fields are hidden by default but can be activated via the column selector. In the Project information tab on the project, logic can be applied to determine whether reference values should be inherited by new work orders and ÄTAs. If inheritance is activated, the values will automatically be transferred and also displayed on the customer invoice, in the same way as the customer's reference number is handled today. Reference no. 2 is also available in the customer registry for the selected contact person
  • Improved performance when updating invoice lines

September 2025

  • In the last release we launched the possibility to import invoice lines in customer invoices. A permission has now been added so that it is possible to limit who should have the ability to import invoice lines. The permission is found under Administration-Users/Permissions-Groups/Permissions-Module permissions "Import invoice lines". Upon release, everyone who has Full permission in Invoice also receives the permission to Import invoice lines
  • The button for downloading vendor invoice images to a PDF is now also available for users with read-only access to Posted costs/revenue. In the release two weeks ago, it only worked for users with Full access to Posted costs/revenue, but this is now fixed
  • New button in Posted costs to download a PDF file containing all selected vendor invoices. Mark the rows, ctrl+click, that have PDF files that you want to combine into a PDF and then click the icon to download vendor invoice images, see below. NOTE! It was noticed after the release that only users with full access to Posted costs/revenue can use the function. A fix for this will be released in the next release on September 22. Then even those who have read access can print a PDF that includes multiple vendor invoices
  • Before the summer, the ability to display calculated quantities on order lines was launched. Now this is adjusted slightly so that calculated quantity is displayed more clearly and not just in edit mode

August 2025

  • When user time is invoiced to your customers, the user's name is written as a line on the invoice if you have selected the option Show details per person and Group per person. There is now the possibility to activate a column called Alias in the user registry and if a user has an alias, it will be used on the customer invoices instead of the name. Contact us in support if you wish to use Alias and we will activate it for you
  • New functionality in Invoice where you can now import data in Invoice lines
  • In the settings for invoice template in Administration, two checkboxes have been somewhat hidden, they are now mapped so they are displayed in full
  • Fixed an issue where error messages could be displayed when saving changes in Invoice attachments
  • It now works to copy a VAT invoice

May 2025

  • When "No VAT" or "Construction VAT" is updated on a customer invoice, the revenue recognition is automatically updated if an exact matching rule is found in the accounting rules. If multiple matching rules are found, the update is not applied, a message is displayed instead to inform the user to review the revenue recognition. Finally, when an invoice is locked, a new information message is displayed if the VAT has changed since the invoice was created
  • Do you want to update prices on affected order lines?
  • Fixed so that "Contact orderer" cannot be changed in payment plan after final invoice has been sent. Everything else is read only mode, but via the button with dots you could previously access changing contact incorrectly

April 2025

  • Fixed so that order lines copied in Journal 2.0 receive the same ao/äta number as the line you copied

March 2025

  • Issue with changing AO/ÄTA for revenue created when locking a customer invoice has been resolved
  • Column for Invoice no. now exists in Revenue and displays External invoice number if the revenue was created when locking the customer invoice in Next

February 2025

  • Installments in payment plan are now numbered in the column headers. The numbering is also displayed in the report and carried over to the invoice
  • A new permission is available to activate to be able to create VAT invoice in Next. Contact Next support if you wish to have that permission activated
  • It is now possible to activate an additional markup on invoice lines. Contact Next support to have it activated in your database

January 2025

  • VAT invoice containing only VAT amount can now be created using the new button "Add VAT invoice" in the invoice module in Next. Note that the invoice must be posted manually in the accounting system, integrations are not yet developed to handle VAT invoice
  • Side panels have been added in Posted hours - Hours project and Hours person showing linked work order lines and wage supplements. The previous panel remains and opens if you double-click as before. To navigate around and view reported lines in the new side panel, single-click is used instead
  • When copying a journal sheet to a new journal, a choice has been added in the copy dialog, "Copy comment from order lines" which includes the comment in the order line for the new journal entry
  • Execution date is now preset to the same date as the current journal sheet when manually adding an order line in Journal 2.0 in the client. The ability to change the date remains
  • When a vendor invoice is created in e-invoice with an account marked as Leasing in the chart of accounts, half VAT is automatically checked

2024

December 2024

  • Reports – Mobile users receive a more informative message in the event that sending a report via email fails. Added the option to filter on non-billable order lines in the Daily report in Work order

October 2024

  • In the ÄTA specification, it is now possible to choose whether you want to display document number or vendor invoice number
  • Now possible to adjust unit in Create order line dialog in e-invoice

August 2024

  • ÄTA specification can now exclude non-billable costs, hours and order lines
  • Daily report in Posted hours can now exclude invoiced hours and order lines
  • Daily report in Work order can now exclude invoiced hours, order lines and costs
  • Clarification of buttons in Invoice, for example text has been added to the Send invoice button instead of just being an envelope icon
  • It is now possible to preview vendor invoices directly in Posted costs/revenue instead of opening in new tabs. On the far right next to the star icon you will see "Invoice" written vertically, click the arrow there and the PDF image will expand for the row you have selected in Posted costs/revenue

June 2024

  • Contract amount can now be adjusted via a new field, Adjustment. The Adjustment field will be enabled for editing when a new revision of the payment plan is created and there is at least one invoice linked to the payment plan. The field can only be updated once per revision. When the adjustment value is updated, the diff value will correspond to the adjustment amount. At this stage, the user needs to adjust the payment value in existing activities or add a new activity so that the payment can be adapted to the new total contract amount (Contract amount + Adjustment). More information can be found on Helpdesk
  • A new checkbox has been added to invoices to hide phone number in the Our reference field. This can be done when you create an invoice from invoice, work order, ÄTA and journal, or on the invoice line itself. Phone number will be hidden, if selected, when printing or emailing the invoice
  • In the archive, we have reorganized so that you can see the accounting and invoice image at the same time and avoid switching between tabs
  • The archive in e-Invoice has a new option "select all" to display invoices from any invoice date regardless of year

May 2024

  • There is now a warning in e-Invoice if there is VAT on an invoice from a vendor marked as Contractor in the vendor registry and therefore should not send invoices including VAT. The warning also works the other way around in cases where a vendor is not marked as Contractor and the invoice lacks VAT. The warning is displayed by the VAT field getting a yellow border

April 2024

  • Users of E-invoice now have the possibility to add units when creating order lines from invoices with order line interpretation

February 2024

  • The new fields for Order number and Agreement number that can be turned on in Invoice are now sent with fields on edi-invoices
  • Summation of more columns on order lines in ÄTA has been added, e.g. in the columns Quantity and Calculated qty

January 2024

  • ÄTAs from different projects can now be invoiced on the same invoice as long as the customer is the same on the different ÄTAs