Issue an invoice or delivery note for an order
Every document starts as a draft you can look at, and becomes real when you issue it. A draft does not count toward what the customer owes. An issued invoice does.
Draw up a document from an order
Section titled “Draw up a document from an order”- Open Sales → Orders and open the order. You need a selling company set up in Settings → Legal entities. Without one, Keelvy says Configure a legal entity in settings before generating documents.
- In the Documents section, click the paper you need.
- Open Documents → Documents. The new document is there as a Draft, with its number.
- Click Issue. The status becomes Issued.
If your workspace requires approval to issue documents, Keelvy says the document was sent for approval and it stays a draft until a reviewer approves it.
Which paper you are offered
Section titled “Which paper you are offered”The paper depends on the country the selling company is registered in, not on where the customer is. The company that sold the order issues it: the company chosen on the order, else the one that sells on the order’s channel, else your workspace default.
For a company registered in the US (the same for France and Spain):
- Commercial invoice: the invoice. It shows tax separately, from the tax recorded on the order’s lines, and it is the paper that bills the customer.
- Packing list: what is in the parcel, with no money on it.
- Delivery note: a handover note with no prices.
In Ukraine, a company is offered an Invoice (or an Invoice / tax invoice if it is a VAT payer) and a Goods issue note. The goods issue note is the paper that bills the customer there. These are Ukrainian forms and are not offered to companies registered elsewhere.
For a VAT payer in Ukraine, a VAT choice appears: the standard rate, 0% export, or no VAT. It defaults to 0% for a customer in another country.
A company is only offered papers its country issues. Trying to issue another gives This company’s country does not issue this kind of document.
What the document says
Section titled “What the document says”- Language comes from the selling company’s Document language in Settings → Legal entities, and is kept on the document. Templates follow it, down to writing the amount in words where that is expected.
- Seller details, logo, bank details and signatory come from the same legal entity. Bank accounts print per currency, using the account marked primary for the order’s currency.
- Bill to and Ship to come from the customer and the order’s addresses.
- Tax is what the order recorded: what the channel or tax provider charged, shown by jurisdiction and rate. Click Tax on a document to see it. It is taken when the paper is written and never recalculated, so editing the order later does not change it.
Numbers
Section titled “Numbers”Keelvy numbers each document itself, in a series for each type, each company and each year. The number is the type’s prefix, the year and a running count, for example CINV-2026-0001 for a commercial invoice or DN-2026-0001 for a delivery note. The number is taken when the draft is created, and the prefixes are fixed by type.
Print many at once
Section titled “Print many at once”In the orders list, select orders and use Print invoices or Print packing lists. Each order gets a document and the batch downloads together. See Download, print and export documents.
Upload a document you already have
Section titled “Upload a document you already have”In Documents, click Upload document and drop a PDF, a scan or an office file. Choose what to File it against: a customer, a supplier or a delivery, or nothing for a workspace document such as a registration certificate. It appears in the list beside the documents Keelvy generates.