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Invoices — Overview

All of your choir's own invoices in one place: create, finalize, cancel, archive — with ZUGFeRD/XRechnung support.

Web
Chöre›Chor öffnen›Verwaltung›Kassenbuch›Rechnungen

Diese Funktion ist nur im Web verfügbar.

Permission required: Cashbook › View

What is it?

The invoice module lets you create your own invoices to third parties (customers, sponsors, members) — complete with templates, automatic numbering, e-invoicing format (ZUGFeRD / XRechnung) and immutable archiving.

The overview page shows all of your choir's invoices:

  • Drafts (still editable, no invoice number)
  • Final invoices (immutable, with number + archived PDF)
  • Cancelled invoices (reversed via credit note)
  • Credit notes (cancellation invoices with negative amounts)

You can filter by status, account, time range or recipient / number text.

How to use the overview

  1. Open Administration > Cashbook > Invoices.
  2. Set filters by status, account or time range.
  3. Click "+ New invoice" to start a new draft.
  4. Click on a row to open the detail view with PDF preview and actions.
  5. Click "Settings" at the top right for seller data, number sequence and templates.

What you should set up first

Before you create the first invoice:

  1. Seller data — association name, address, VAT ID, IBAN. Required for valid invoices (invoice-settings).
  2. Tax mode — regular (with VAT) or small-business exemption §19 German VAT Act (without VAT) — same page.
  3. Number sequence — format like RE-%Y-%04N produces RE-2026-0001 (invoice-numbering).
  4. Template — create at least one layout template (invoice-templates).

Permissions

  • cashbook.view — view invoices and download PDFs
  • cashbook.edit — create, edit, finalize, cancel new invoices
  • cashbook.delete — delete drafts (final invoices can never be deleted, only cancelled)
  • cashbook.invoices.settings — maintain templates, number sequence and seller data

Tips

  • Set a default number sequence, otherwise numbers start at 1 with the default format.
  • Create a default template per language — for an invoice to an English-speaking customer the English template is suggested automatically.
  • For finalized invoices you can no longer change anything (GoBD obligation). When in doubt, leave as draft until all details are certain.
  • PDFs must be retained for 10 years for the association. Chorilo archives them automatically, but in case of association deletion you must make sure to download them beforehand.

Frequently asked questions

What's the difference to the manual invoices from the cashbook?▾
The manual invoices were so far invoices that Chorilo sent you as a platform subscription. With the new invoice module you can create your own invoices to your customers, sponsors or association members.
Do I need ZUGFeRD or XRechnung?▾
XRechnung is mandatory for invoices to public authorities. ZUGFeRD is becoming the standard for B2B invoices (mandatory from 2027). Default in Chorilo is ZUGFeRD — you can switch per invoice.
Are the invoices archived?▾
Yes. As soon as you finalize an invoice, the PDF (incl. embedded XML for ZUGFeRD) is placed on S3 and can still be downloaded years later. Caution: on association deletion, all data is hard-deleted — save PDFs beforehand.
Which VAT rates does the module support?▾
0 %, 7 % (reduced) and 19 % (regular) freely selectable per line item. With small-business mode active (§19 German VAT Act), all rates are automatically 0 % and a corresponding notice appears on every invoice.
Can I send invoices directly from Chorilo via email?▾
Not yet — that's on the TODO list. Currently you have to download the PDF manually and send it via your own email program. Dunning is also planned.
Are payment reminders automatic?▾
No, dunning is currently not yet included in the module. It is planned as the next extension — see TODO.md in the project repo.

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