If you create invoices in another system, you can prepare the billable work in Kelomo and export it there. Open Invoicing → Billable work.
Review the billing data
Select a period to see billable hours, expenses, per diems and payment instalments with their amounts. Before creating a batch, you can exclude lines or adjust the billable hours. Enter a reason for each adjustment. The line shows both hours worked and hours to be billed.
The view identifies issues that prevent invoicing, such as a missing customer, sales price or fixed-price contract amount. For direct transfers, it also checks the required customer numbers and product codes.
Set up an export target
Open Settings → Invoicing and prices → Invoicing targets and choose New export target. Configure:
- System: generic CSV, Lemonsoft CSV, Lemonsoft (JSON), Netvisor XML, Finvoice 3.0, Fennoa (Finvoice) or Procountor (Finvoice).
- Invoice lines: group hours by project, phase, task, person or day.
- Delivery: file download, direct transfer to Netvisor or direct transfer to Lemonsoft.
- Product mappings: the target system’s product and VAT codes for each entry and expense type.
Direct transfers to Netvisor use Netvisor XML; transfers to Lemonsoft use Lemonsoft (JSON). Lemonsoft CSV is a downloadable file format.
Connection and connection test
A direct transfer uses a connection created on Settings → Integrations → Connections. Netvisor requires a user ID (Customer ID), user key and business ID. Lemonsoft requires a username, password, database and API key. Credentials are stored encrypted.
Save and choose Test connection. The test checks the connection and credentials without creating an invoice in the target system. Then pick the connection on the export target’s Delivery tab under Connection.
Customer numbers
On the export target’s Customer numbers tab, enter each customer’s number in the target system. If the field is empty, the export uses the Kelomo customer code.
Lemonsoft requires a whole-number customer ID. If the Kelomo customer code contains letters, enter a separate Lemonsoft number. Sending is blocked if the number is invalid, and the error lists the customers to correct.
Create and send a batch
Create invoice batch reserves the selected lines so that the same work is not included in another batch. Download the batch as a file or send it directly to the export target. Before a direct transfer, Kelomo shows the invoice count and asks you to confirm.
Cancelling an unsent batch makes its lines available to bill again.
Track the transfer
Direct transfers have the following statuses:
| Status | Meaning |
|---|---|
| Created | The batch is ready to send. |
| Sending | The transfer is in progress. |
| Sent | All invoices in the batch have been transferred. |
| Partly sent | Some invoices were transferred, but not all succeeded. |
| Sending failed | No invoice has been recorded as successfully transferred. |
The delivery details show each invoice’s customer, status, any error and the invoice ID assigned by the target system. Use that ID to find the invoice in Netvisor or Lemonsoft.
Retry or resend the whole batch?
Retry continues transferring the failed invoices. Successfully transferred invoices are not sent again. Use this when part of a batch failed, after correcting the reported issues.
Deliver again sends the entire batch, including invoices already transferred. Kelomo asks for confirmation and a reason, which is logged.
Resending the whole batch can create duplicate invoices. Check the invoices in the target system before confirming. If the outcome of an earlier attempt is unclear, resolve that first.
In Lemonsoft, the invoice reference includes Kelomo’s batch:customer
identifier, which you can use to find possible duplicates.
Manage invoices in the target system
The target system assigns invoice numbers. Review invoices, send them to customers, track payments and create any credit notes there. Kelomo shows the transfer status, not the receivables for exported invoices.
By default, invoices exported to Netvisor are created for review before sending. An export target setting can instead create them as open invoices.
Test before going live
- Create a connection, choose Test connection and link the connection to the export target.
- Fill in product and VAT mappings and the first customer’s number.
- Create and send a batch with one customer and one invoice line.
- In the target system, check the customer, item line, quantity, unit price, VAT, total and due date before the invoice goes to the customer.