Outgoing invoices

Outgoing Invoices holds the invoices that your company sends to its customers, your accounts receivable. Sway reads each invoice that you add, so that you can reconcile it with the payment of the customer.

Before you start

• The Owner, Admin, Member or Support role in the workspace.
• The invoices as PDF files or images (BMP, JPEG, PNG, TIFF or WebP), one invoice per file, or a PDF that holds several invoices.

Upload invoices

1. Open the invoices. In the sidebar, choose Bills & Invoices, then Outgoing Invoices.
2. Open the upload menu. Choose Upload Invoice at the top right.
3. Choose how to add them. Upload Invoices takes one invoice per file, and several files at once. Upload & Split PDF cuts a PDF that holds several invoices into one invoice each.
4. Pick the files. Sway confirms with Invoice uploaded successfully, or with Processing documents for a split. Each new card shows a spinning icon while Sway reads the invoice.

You can also drop files on the list: The file will be uploaded to your invoices. A split sends the invoices of the PDF to this page, its receipts to Incoming bills and any other document to the File explorer.

Send invoices by email

The envelope at the top right holds the email address of your invoices, which differs from the address of your bills: its tooltip shows it, and a click copies it. Send a copy of each invoice to it: Sway turns each attachment into an invoice. It accepts the same senders as the address of your bills, as set in the Inbox Manager.

The list

The list works like the one of Incoming bills, with the customer in the place of the supplier and no payment to prepare:

• A card shows the customer, the invoice number, the status, the invoice and due dates, Subtotal, Total Tax amount and Total amount. Under Relations, Receiver opens the counterparty of the customer, or Add receiver opens the invoice to link one; Bank transaction opens the payment received, or Reconcile transaction opens the invoice.
• The table shows Receiver name, Amount due, Invoice date, Due date, Status, Invoice Number and Total amount.
• The menu of an invoice holds Download and Mark as….

The statuses are the same as for bills: Draft, Open, Approved, Paid and Voided. Open, Approved and Paid stay greyed out in Mark as… until the invoice is complete.

Find and export invoices

• Search invoices…, Status, Issue date and Due date filter the list, and Reset clears them. Status starts on every status but Voided.
• Tick invoices, then open 3 selected at the top right: Export as CSV exports them to a CSV file, and Mark as… offers the statuses that every selected invoice allows.

Next step

Match an invoice with the payment of your customer in Reconcile a bill or an invoice.