Outgoing e-invoice workflow with Docnova: complete guide

An e-invoice workflow covers every step from the moment you decide to bill a customer to the moment payment is confirmed. In Docnova, the entire outgoing workflow lives in one area: create, review, send, and track without switching between tools. This guide walks through each stage of that workflow, from choosing a creation method to monitoring payment status, so you can handle outgoing invoices consistently and efficiently.

The End-to-End Outgoing Invoice Workflow

The outgoing invoice lifecycle in Docnova has four distinct stages:

1. Create — Build the invoice using one of four methods: Easy Invoice (manual form), Create with AI (BETA), Create with Document (upload), or Create with Excel Table.

2. Review — The invoice lands in the Outgoing Invoices list with a status. From here you can view it as PDF or UBL XML, edit it, or delete it before sending.

3. Send — Dispatch via one of three channels: Email, PEPPOL, or KSeF. Each channel requires different eligibility conditions.

4. Track — Monitor Invoice Status and Payment Status in the list. Record payments when received.

The Outgoing Invoices list shows columns for Source, Invoice Type, Invoice Number, Customer Name, Supplier Name/Title, Supplier VAT ID, Customer VAT ID, Invoice Status, Payment Status, Amount Excl. VAT, Amount Incl. VAT, Currency, Registration Date, Invoice Date, Due Date, Customer ID, Supplier Country Code, Customer Country Code, and Type Code. All columns are searchable and filterable.

Creating an Invoice in Docnova

From the Outgoing Invoices page, click Create Invoice in the toolbar. The invoice creation form is structured into collapsible sections: Supplier Information, Partner Company Information, Invoice Details, Delivery Information, Partner Contact Information, Products or Services, Totals, Payment Information, Remarks, and Document.

Key fields in the form:

• Supplier and customer identifiers — NIP, VAT ID, endpoint scheme and value (used for PEPPOL), country, address.

• Invoice Details — Invoice type code, profile, currency, issue date, start/end period, due date, delivery date, order reference, contract reference.

• Products or Services — Per line: item name, standard item ID, commodity classification, seller’s item ID, quantity, unit code, tax category/percent, price amount. Lines can be expanded for additional fields. Additional lines are added via “Add new product.”

• Payment Information — Payment means code, payee financial account (IBAN), bank/BIC. Saved payment accounts from Invoice Settings are available as defaults via combobox.

• Remarks — Free text remark field.

• Document — Attach supporting files (PDF, PNG, JPEG, TXT, XML).

Two submit actions are available: Create and Create Recurring.

Using Templates

The Templates page at /templates provides a library of saved invoice templates with columns for Amount, Invoice Date, and Due Date. Templates store invoice structure and data to reduce re-entry for recurring customers or standard service lines.

Four creation modes are available from the Templates page: Create with AI (BETA), Easy Invoice, Create with Document, and Create with Excel Table. Easy Invoice opens the full invoice form described above, pre-recommended for standard use. Create with Document allows invoice creation from an uploaded document (XML, PDF, or image). Create with Excel Table supports bulk creation from an uploaded spreadsheet.

Templates are selected from the list and used as the starting point for a new invoice, with all saved fields pre-populated and editable before creation.

Sending: Email, PEPPOL, KSeF

Once an invoice exists in the outgoing list, select its checkbox and use the toolbar actions, or open the invoice detail panel and use the Send Invoice icon (first header button). Three channels are available:

Send via Email — Dispatches the invoice as an attachment. Suitable for any invoice regardless of the buyer’s system.

Send via Peppol — Opens the Send via Peppol modal. The modal shows eligibility status: invoices must be in a Peppol-ready status (e.g., “Saved as UBL”) and the customer must have a valid Peppol Participant ID. Ineligible invoices are listed under “Not Suitable Invoices.” An eligible selection shows a confirmation step before transmission. Your own Peppol Participant ID must be registered and approved under the PEPPOL Registration page before sending.

Send to KSeF — Sends selected invoices to the Polish national e-invoicing system. Only invoices with status “Ready for KSeF” are eligible. After submission, the status changes to “Accepted KSeF.” Already-accepted invoices cannot be re-sent and will trigger an error dialog if selected.

Sending: Email, PEPPOL, KSeF

Tracking Payment Status

The Outgoing Invoices list includes a Payment Status column, visible alongside Invoice Status for every row. Filtering is available via the status comboboxes and date range inputs (Start date / End date, defaulting to the past week).

Opening an invoice’s detail panel shows the full financial breakdown in the Payment Info section: amounts excl. VAT, VAT, incl. VAT, paid, remaining, and other fields. The Enter Payment button records a manual payment, updating the Paid and Remaining figures. The Payment Status combobox in the panel can be updated directly.

The detail panel also contains a Comments tab for discussion threads on individual invoices and a History tab that logs every status and send event for full auditability.

Conclusion

Docnova’s outgoing e-invoice workflow covers the full lifecycle in one interface: flexible creation methods, multi-channel sending, and payment tracking with an audit trail. Whether you send to a national e-invoicing system, the PEPPOL network, or directly by email, the workflow is consistent and the status is always visible in the list.