View and download an invoice

Use this guide to find an invoice you can already access, check its visible data, and obtain its PDF. This is a read-only workflow: marking, editing, cancelling, correcting, or submitting an invoice to VeriFACTU are separate tasks and are not covered here.

You need read invoice permission and the correct active team. Your scope depends on your role:

• an agency administrator reads invoices in the current team through the administrator role;
• Manager and Front desk have invoice authorization by default within the current team;
• an agency-managed property owner reads only invoices explicitly authorized for that user, normally through the issuing company or the invoice's related source resource.

Having the permission does not remove resource authorization or allow access to another team. This guide exposes no edit, status-change, cancellation, or fiscal-submission controls to any role.

Before you start#

Have the invoice number and an approved source to compare against, such as the payout, reservation, or communication that prompted the review. If you also know the expected issuer, client, date, and amount, use them to avoid opening a similar result.

Find the invoice#

The image in this section shows the current invoice list with one fictional in-memory result and, above it, the applied search value. It is read-only: it does not query live invoices, open the record, or change selections.

1. Confirm the active team and open Finance > Invoices.
2. Select Filters in the bar at the top of the list and enter the number under Search by Invoice Number. The list updates as you type; Apply closes the dialog. Enter the complete number even though the search also accepts partial matches.
3. If a period filter is active, turn it off in the list bar or select Clear Filters when the invoice falls outside that period.
4. Compare the invoice number, issue date, issuing company, client, and status of the same result.
5. Open that result's three-dot menu and select Show, or select its invoice number, only when every available value matches.

Issued in Current Month, Previous Month, Current Year, and Previous Year also limit results to VeriFACTU statuses accepted or accepted with errors. A draft, unsubmitted, or rejected invoice can therefore be absent even when its date matches; clear the period filter and search by number again.

When there is enough room, the list is a table with one column per value. On narrow screens such as a phone, each invoice appears as a card: the number is its title, the ID is shown as a reference, and the issue date, issuing company, client, and status follow below. The three-dot menu stays in each card's header. On small screens, Filters shows only its icon and opens the same dialog.

Check the content#

The image shows the current detail screen with an unsaved fictional two-line invoice. It does not query the database and omits edit and fiscal controls; it is not proof that the invoice exists or has been paid.

The detail has no tabs: every block appears on the same page. Verify:

• in the header, the invoice number, status (Draft, Issued, Paid, Overdue, Cancelled, or Refunded), the VeriFACTU status, type, issue date, and ID;
• Total Amount and Due Date in the strip below the header;
• under Invoice Items, each line's description, quantity, unit price, tax rate, subtotal, tax amount, and total, followed by the invoice subtotal, tax, and Total Amount;
• under Invoice Information, the issuer's and client's name, tax ID, and address when available, plus type, operation date, currency, macro-invoice flag, description, and notes when applicable;
• under Tax Summary, the taxable amount, tax amount, and surcharge for each applied rate and, when present, the declared Special Conditions;
• under Linked records, the substituted invoice, the VeriFACTU chain, or the source record when they exist.

When the invoice requires VeriFACTU, people who can edit invoices also see a VeriFACTU card with the filing details; read-only profiles see only its status in the header.

The current screen does not show Category in either the list or detail, even when the invoice has a stored category. Do not infer it from the type, description, or related resource. If the category is needed for an accounting decision, ask the person responsible for invoicing to confirm it before continuing.

Do not interpret Paid as independent bank evidence: it is the status recorded in Holidario. Check the movement in the approved banking source when the task requires it.

On wide screens, Invoice Information and Tax Summary appear in side-by-side columns. On mobile, the invoice number and the arrow back to the list move into the fixed top bar, lines appear as cards, and the blocks stack; scroll to Linked records before considering the review complete.

Download the PDF#

The image reproduces the current Download PDF action, but its destination is disabled inside the documentation. Opening the image does not generate a PDF, start a ZIP or CSV, or submit fiscal information.

1. Finish the detail checks. Download PDF is in the header, next to the invoice number; on mobile it appears below the header details.
2. Select Download PDF once.
3. When the browser delivers the file, open it and recheck the number, issuer, client, dates, and total amount.
4. Retain or share the PDF only under your agency's document-handling and data-protection procedure.

Generate ZIP and Export CSV are separate batch actions that appear after authorized invoices are selected in the list; they are not part of the image or the individual download flow. If you use them, limit the selection to the documents you need and review the result under Batches. Do not use a batch action to try to expand your scope.

Validation, recovery, and escalation#

• It is missing: confirm the team and number, clear every filter, and search again. If it remains absent, ask the agency to confirm that it exists and that your user is authorized; do not request agency-wide access.
• Access is denied when opening or downloading: an administrator should check read invoice, the active team, and authorization for that invoice. A property owner should receive only the required resource authorization.
• The values do not match: do not download or use the document. Retain the expected number and report the mismatched field to the invoicing owner.
• You need the category: do not infer it. Ask invoicing to confirm it because the current interface does not display it.
• The PDF does not arrive or open: check blocked downloads and the browser tab, wait for the first request to finish, then retry once. If it fails again, record the number, time, device, and exact error text.
• The ZIP or CSV is still running: check Batches and do not start a duplicate while the first job remains active.
• An invoice from another team, company, or portfolio appears: stop viewing it, do not download or copy its data, and notify the agency and support immediately with the team, ID, screen, and time, omitting unnecessary fiscal or personal data.

When escalating, use the help template and include only the information needed to reproduce the problem.

Expected result#

You have opened an invoice within your scope, checked its number, companies, dates, status, and amount, and downloaded the correct PDF without changing the record. If it belongs to an owner payout, return to the payout and confirm that its description and amount match the payout summary.

Batch download deadline#

Download generated batch files within seven days of completion. The next daily cleanup automatically acknowledges expired batches and deletes their generated copies, including results from very old batches. Original records and attachments remain unchanged. A recent completion or cancellation and any later generated file retain their full seven-day window. For an unfinished batch, the window starts at creation; expiry cancels and acknowledges it without marking its jobs successful. Manual acknowledgement or cancellation can remove files earlier. To recover an expired download, create a new export only from source records you remain authorized to access. Do not repeat a filing, payment or other operational action solely to recover a batch result.