Invoice links, imports, exports, and integrations

Invoice is always linked to Contact and can additionally be linked to a contact person, Project, Contract, Opportunity, Invoice draft, or Object. These connections help inherit details, track the sales pipeline, and display revenue within project financials.

The Items catalog and Inventory module provide codes, prices, VAT, units of measure, photos, warehouses, stock levels, and cost prices. When selecting a warehouse, verify that the required stock is available and that the document uses the correct organization.

List exports utilize the current selection and visible columns. Before exporting, clear unnecessary filters or select a saved template. If the export action is unavailable, check your role permissions.

Some systems have Invoices imports or connections to external accounting systems enabled. In such cases, additional columns, error indicators, XML actions, or temporary document locks may appear. The Invoices status and the integration status are distinct: "Paid" or "Unpaid" does not indicate whether the export was successful. If the export fails, do not modify the financial data solely to retry the transmission. First, open the specific integration error, verify the customer, Items, VAT, organization, and numbering data, and then use the retry export action designated for your integration.

If the invoice is missing from the accounting system

1. Check that your integration enables invoice transfer specifically from Hanna to accounting and that it applies to the document's organization. Payment transfer is a separate process.
2. Check the document status and the sending conditions for that integration. A draft, a sent email, and an exported document represent different things.
3. Open the displayed export error or integration history, where available. Record the exact response rather than only a general failed status.
4. Depending on the error, compare the customer identifier, item codes, VAT, units, organization, and document number with the accounting system's catalogs. Do not change amounts merely to retry sending.
5. Search the accounting system by document number and customer. Initiating a transfer does not confirm that the document has been accepted and is visible in the receiving system.

Before retrying, make sure the accounting system does not already contain the accepted document. Use the retry action intended for that particular integration; there is no universal button or retry rule for every accounting system.

If the transfer remains unclear, send Hanna Customer Support the integration name, organization, Invoice number, export attempt time and time zone, error text, and accounting-system search result. Complete verification by comparing the document in both systems.

Related articles

• Invoice permissions, visibility, and customer portal
• Invoice administration settings