Invoices in Inmovilla Accounting
How to create and activate invoices in Inmovilla: complete guide for real estate agencies
The invoicing module of Inmovilla offers real estate agencies a robust and efficient tool for creating, managing, and controlling invoices addressed to their clients. This system allows automatic integration of previously registered data in the records, facilitating accuracy and consistency of each document before its final activation. The entire process is managed from the accounting area, where a clear distinction is made between draft invoices and activated invoices, ensuring rigorous control at every stage.
This distinction is fundamental: while an invoice remains in draft status, it is fully editable; however, once activated, the document becomes unmodifiable. Therefore, it is essential to conduct a thorough review before proceeding with its final activation.
Location and access to invoices in Inmovilla
To access the invoicing module within Inmovilla, follow the path below from the application's side menu, ensuring quick and organized access:
• Select Utilities in the left sidebar.
• Enter the Accounting section.
• Click on Invoices.
This section will display a complete list of all issued or in-process invoices. The status column allows immediate identification of whether each invoice is activated or remains in draft, pending review.
How to locate invoices using advanced filters
When an agency handles multiple operations simultaneously, locating a specific invoice can be complex. To optimize this search, Inmovilla provides detailed filters that allow finding documents quickly without manually reviewing the entire list. Available search criteria include:
• Issuing company associated with the invoice.
• Registration, issuance, or payment date, with the option to define a time range.
• Specific invoice series and number.
• Client name or identification.
• Client's tax ID (CIF).
• Fiscal status of the invoice.
• Invoice status, differentiating between draft or activated.
Additionally, the Actions menu offers functionalities to manage selected invoices, reset applied filters, and export results for analysis or reports.
Prerequisites for issuing an invoice
Before starting to create quotes, expenses, credits, or invoices, it is essential to have a company configured in Inmovilla. The company configuration will determine the available invoicing series and ensure the correct issuance of documents according to current regulations.
Likewise, it is crucial to verify that the contact associated with the invoice is correctly registered in the system. When selecting a contact, Inmovilla automatically retrieves the data stored in their record, avoiding repetitive manual entry and preventing duplicates in the database.
Key data that must be reviewed before issuing
• Client's fiscal and contact information.
• Company responsible for invoicing.
• Assigned invoicing series.
• Issue date and expected payment date.
• Application of IRPF withholding, if applicable.
• Detail of concepts, amounts, discounts, and applicable VAT on each line.
Detailed procedure to create an invoice in Inmovilla
Generating a new invoice starts from the New Invoice button, located at the top right of the list. The form offers the flexibility to associate the invoice with existing data in the system or create new information as needed.
• Click on New Invoice.
• Select the data source: Contact, Owner, Demand, or Create New.
• If choosing an existing contact, search by name or phone and confirm the correct record.
• Complete any additional data required for the invoice.
• Select the issuing company and the corresponding invoicing series.
• Review and adjust the issue date, payment date, IRPF withholding, and add relevant observations.
• Save the invoice before proceeding to add or review the detail lines.
The invoice number will be generated automatically based on the selected series, which depends on the previously established configuration for the company.
Complete and verify client and invoice data
Linking to an existing contact allows automatic reuse of the information available in Inmovilla, speeding up the process and minimizing errors. If the record does not contain all necessary data, the form provides options to manually complete the required invoicing information.
In the general data section, the agency must specify the company responsible for issuance and confirm the assigned series. Additionally, it is essential to correctly establish key dates, apply IRPF withholding when applicable, and include any observations that provide context or additional details to the document.
The invoice must contain all complete and verified information before proceeding to its activation, as once activated it will not be possible to make direct modifications.
Detailed addition of lines in the invoice
Saving the invoice header is only the first step. For the invoice to be valid and accurately reflect the operation, it is essential to add lines specifying in detail each invoiced concept. This includes services, expenses, or any other charged item, with the corresponding amount and tax treatment.
When adding a line, the following fields must be completed:
Precise detail or description of the concept.
Corresponding quantity.
Applicable unit price.
Discount, if applicable, expressed as a percentage.
VAT according to current regulations.
For example, an agency can break down concepts related to an operation, such as document preparation or specific managed services, ensuring transparency and clarity in the final invoice. The total amount is calculated automatically by summing all entered lines.
Invoice statuses: draft and activated, meaning and differences
The status of an invoice determines the possible actions on it and the appropriate time to make modifications or confirmations.
Draft invoice
An invoice in draft status is a fully editable document. At this stage, it is possible to modify all aspects related to the client, dates, series, IRPF withholding, observations, and invoicing lines.
This status is ideal for detailed checks and ensuring that amounts, taxes, and descriptions are correct before formalizing the document.
Activated invoice
Once the invoice has been reviewed and all data is accurate, it can be activated using the Activate option. This action makes the document final and automatically sends it to the Tax Authorities according to the invoicing flow established in the system.
It is important to highlight that an activated invoice cannot be modified. In the list, its status will clearly appear as activated, reflecting its final nature.
Thorough review before activating an invoice
Activation represents the final step in the invoicing process and must be approached with special attention to ensure the integrity and accuracy of the document. The following checks are recommended:
• Confirm that the selected contact exactly matches the invoiced client.
• Verify that the fiscal and invoicing data in the record are complete and up to date.
• Review the issuing company and the series assigned to the invoice.
• Check that the generated invoice number is correct and follows the established sequence.
• Validate the issue and payment dates to ensure consistency with the operation.
• Verify the correct application of IRPF and VAT withholdings.
• Ensure each line accurately reflects the concept, quantity, and corresponding amount.
• Confirm that the total matches the amount to be invoiced.
Procedure for errors in already activated invoices
Once an invoice is activated, direct modification of the original document is not allowed to preserve its validity and legal traceability. If any error or incorrect data is detected after activation, the agency must issue a credit note or corrective invoice linked to the affected invoice.
This procedure ensures regulatory compliance and maintains a clear and transparent record of all operations performed.
Summary of the complete invoicing process in Inmovilla
To issue an invoice efficiently and in compliance with regulations from Inmovilla, follow these key steps:
• Pre-configure the company and necessary invoicing series.
• Access Utilities > Accounting > Invoices.
• Generate a new invoice and associate or complete client data.
• Add detailed lines with concepts, amounts, and corresponding taxes.
• Save the invoice in draft status to review all information.
• Perform a thorough review and, once accuracy is confirmed, activate the invoice.
• If corrections are needed after activation, issue the corresponding corrective document or credit note to maintain traceability and legal compliance.
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