Invoices
Overview
CADENSA automatically generates invoices for all subscription payments. View, download, and manage invoices anytime from your billing dashboard.
Invoice features:
Automatic generation on each payment- PDF download available
- Email delivery to billing address
- VAT/tax compliant
- Detailed line items
- Historical archive
Viewing Invoices
Invoice List
Access all your invoices.
How to view:
- Navigate to Settings → Billing → Invoices
- See list of all invoices
- Filter by status, date, amount
- Click invoice to view details
Invoice dashboard:
┌───────────── ──────────────────────────────┐
│ Invoices │
│ [Download All] [Filter ▼] │
├───────────────────────────────────────────┤
│ │
│ Invoice Date Amount Status │
│ ──────────── ──────────── ────── ──────── │
│ │
│ INV-2026-0025 Jan 25, 2026 €60.00 Paid │
│ PDF | Details │
│ │
│ INV-2025-0310 Dec 25, 2025 €60.00 Paid │
│ PDF | Details │
│ │
│ INV-2025-0278 Nov 25, 2025 €60.00 Paid │
│ PDF | Details │
│ │
│ INV-2025-0245 Oct 25, 2025 €60.00 Paid │
│ PDF | Details │
│ │
│ INV-2025-0213 Sep 25, 2025 €60.00 Paid│
│ PDF | Details │
│ │
│ ───────────────────────────────────────── │
│ Total (2026): €60.00 │
│ Total (2025): €720.00 │
│ │
│ [Load More] [Export to CSV] │
└───────────────────────────────────────────┘
Filter options:
Filter Invoices:
Status:
☑ Paid
☐ Unpaid
☐ Failed
Date Range:
● Last 12 months
○ This year (2026)
○ Last year (2025)
○ All time
○ Custom range: [From___] [To___]
Amount:
Min: [€___] Max: [€___]
[Apply Filters] [Reset]
Invoice Details
View detailed invoice information.
Invoice detail page:
┌─────────────────────────────────────────┐
│ Invoice #INV-2026-0025 │
│ [Download PDF] [Print] [Email] │
├─────────────────────────────────────────┤
│ │
│ Status: Paid │
│ Date: Jan 25, 2026 │
│ Due Date: Jan 25, 2026 │
│ Payment Date: Jan 25, 2026 │
│ │
│ ───────────────────────────────────── │
│ │
│ FROM: │
│ CADENSA Time Tracking Kft. │
│ Váci út 45, 1134 Budapest, Hungary │
│ VAT: HU12345678 │
│ Email: support@cadensa.io │
│ │
│ TO: │
│ Acme Corporation │
│ 123 Main Street, Suite 100 │
│ Budapest, 1234, Hungary │
│ VAT: HU87654321 │
│ Email: billing@acme.com │
│ │
│ ───────────────────────────────────── │
│ │
│ LINE ITEMS: │
│ │
│ Description Qty Amount │
│ ──────────────────────── ──── ───────── │
│ CADENSA PRO 5 €60.00 │
│ Monthly subscription │
│ 5 users × €12/user │
│ Period: Jan 25 - Feb 24, 2026 │
│ │
│ ───────────────────────────────────── │
│ │
│ Subtotal: €60.00 │
│ VAT (0% - Reverse Charge): €0.00 │
│ │
│ TOTAL: €60.00 │
│ │
│ ───────────────────────────────────── │
│ │
│ PAYMENT METHOD: │
│ Visa ending in 4242 │
│ │
│ PAYMENT STATUS: │
│ Paid on Jan 25, 2026 at 10:23 CET │
│ │
│ VAT NOTE: │
│ Reverse charge - Customer is liable │
│ for VAT under Article 196 of EU │
│ Council Directive 2006/112/EC │
│ │
└─────────────────────────────────────────┘
Downloading Invoices
PDF Download
Get professional PDF invoices.
How to download:
Method 1: From invoice list
- Navigate to Settings → Billing → Invoices
- Find invoice
- Click "PDF" button
- PDF downloads to device
Method 2: From invoice detail
- Open invoice details
- Click "Download PDF" button
- PDF opens in new tab / downloads
Method 3: From email
- Check email (sent automatically)
- Click "Download Invoice" link
- Opens invoice detail page
- Download PDF
PDF invoice format:
Professional invoice PDF includes:
Header:
- CADENSA logo
- Invoice number
- Invoice date
- Due date
Seller Information:
- CADENSA Time Tracking Kft.
- Address
- VAT number
- Contact email
Buyer Information:
- Your company name
- Billing address
- VAT number (if provided)
- Invoice email
Line Items:
- Product/service description
- Quantity
- Unit price
- Total amount
- Billing period
Totals:
- Subtotal
- VAT/tax breakdown
- Total amount due
- Currency
Payment Info:
- Payment method used
- Payment status
- Transaction date
- Transaction ID
Footer:
- VAT notes (if applicable)
- Payment terms
- Company registration details
Bulk Download
Download multiple invoices at once.
Steps:
- Navigate to Settings → Billing → Invoices
- Select date range or year
- Click "Download All"
- ZIP file with all PDFs downloads
Bulk download options:
Download Multiple Invoices:
Select Period:
● This year (2026)
○ Last year (2025)
○ Custom range: [From___] [To___]
Format:
● Individual PDFs in ZIP
○ Combined single PDF
○ CSV summary + PDFs
File naming:
● Invoice number (INV-2026-0025.pdf)
○ Date-based (2026-01-25_Invoice.pdf)
○ Custom: [Pattern___]
[Cancel] [Download (15 invoices)]
Example ZIP contents:
CADENSA_Invoices_2025.zip
├── INV-2025-0025.pdf
├── INV-2025-0056.pdf
├── INV-2025-0089.pdf
├── INV-2025-0123.pdf
├── INV-2025-0156.pdf
...
└── summary.csv
Email Delivery
Automatic Invoice Emails
Invoices sent to billing email automatically.
When emails are sent:
✉️ Immediately after payment success
✉️ For each successful charge
✉️ To email set in Billing Information
✉️ CC: Additional email addresses (if configured)
Invoice email:
From: CADENSA Billing support@cadensa.io To: billing@acme.com Subject: Invoice #INV-2026-0025 - €60.00 Paid
─────────────────────────────────────────
Thank you for your payment!
Invoice #INV-2026-0025
Date: January 25, 2026
Amount: €60.00
Status: PAID
CADENSA PRO Subscription 5 users × €12/user/month Period: Jan 25 - Feb 24, 2026
Payment Method: Visa ending in 4242 Payment Date: Jan 25, 2026, 10:23 CET
[Download PDF Invoice] [View in Dashboard]
─────────────────────────────────────────
Billing Details: Acme Corporation 123 Main Street, Suite 100 Budapest, 1234, Hungary VAT: HU87654321
───────── ────────────────────────────────
Next Invoice: Feb 25, 2026 Estimated Amount: €60.00
[Update Payment Method] [Manage Subscription]
─────────────────────────────────────────
Questions? Reply to this email or visit help.cadensa.io
Best regards, CADENSA Team
Configure Invoice Emails
Change where invoices are sent.
Steps:
- Navigate to Settings → Billing → Billing Information
- Update "Invoice Email"
- Add "Additional CC Emails" (optional)
- Save changes
- Applies to future invoices
Email configuration:
┌─────────────────────────────────────────┐
│ Invoice Email Settings │
├─────────────────────────────────────────┤
│ │
│ Primary Invoice Email: │
│ [billing@acme.com______________] │
│ │
│ Additional CC Emails: │
│ [cfo@acme.com__________________] │
│ [accounting@acme.com___________] │
│ [+Add Email] │
│ │
│ Email Preferences: │
│ ☑ Send invoice immediately on payment │
│ ☑ Send payment receipt │
│ ☑ Send upcoming invoice reminder │
│ (3 days before charge) │
│ ☐ Send monthly billing summary │
│ │
│ [Save Settings] │
└─────────────────────────────────────────┘
Invoice Status
Understanding Invoice Statuses
Different invoice states:
| Status | Meaning | Actions Available |
|---|---|---|
| Paid | Payment successful | Download PDF, Print |
| ⏳ Pending | Payment processing | Wait, Contact support |
 Failed | Payment failed | Retry payment, Update card |
| 🔄 Refunded | Payment refunded | Download credit note |
| 📝 Draft | Not yet finalized | Wait for payment |
| ** Overdue** | Payment not received | Pay now, Update card |
Paid Invoices
Successfully paid invoices.
Status: Paid
Details:
- Payment successful
- Amount charged to card
- Receipt emailed
- PDF available
Actions: [Download PDF] [Email to...] [Print]
Failed Invoices
Payment unsuccessful.
Status: Failed
Reason: Card declined
Details:
- Payment attempted: Jan 25, 2026
- Next retry: Jan 28, 2026 (automatic)
- Invoice remains unpaid
Actions: [Retry Payment Now] [Update Payment Method] [Contact Support]
Retry payment:
- Click "Retry Payment Now"
- Confirm payment method
- Process immediately
- Invoice status updates to Paid
Refunded Invoices
Payment refunded to customer.
Status: 🔄 Refunded
Details:
- Original payment: €60.00 (Jan 25)
- Refund issued: €60.00 (Feb 1)
- Refund reason: Canceled subscription
- Refund to: Visa ****4242
- Expected in account: 5-10 business days
Documents:
[Download Original Invoice]
[Download Credit Note]
Invoice Line Items
Understanding Line Items
What's included in invoices:
Subscription invoices:
┌─────────────────────────────────────────┐
│ LINE ITEMS │
├─────────────────────────────────────────┤
│ │
│ CADENSA PRO Subscription │
│ Monthly plan │
│ Period: Jan 25 - Feb 24, 2026 │
│ │
│ Users: │
│ - john@acme.com │
│ - sarah@acme.com │
│ - mike@acme.com │
│ - lisa@acme.com │
│ - tom@acme.com │
│ │
│ 5 users × €12/user €60.00 │
│ │
└─────────────────────────────────────────┘
Prorated charges:
┌─────────────────────────────────────────┐
│ LINE ITEMS │
├─────────────────────────────────────────┤
│ │
│ CADENSA PRO Subscription │
│ 5 users (Jan 1-24) €38.71 │
│ (24 days of Jan 1-31 billing) │
│ │
│ Additional user prorated │
│ 1 user added Jan 15 (16 days) €6.19 │
│ │
│ Subtotal: €44.90 │
│ │
│ Credit from previous cycle -€12.00 │
│ (User removed mid-cycle) │
│ │
│ Total: €32.90 │
│ │
└─────────────────────────────────────────┘
Annual invoices:
┌─────────────────────────────────────────┐
│ LINE ITEMS │
├─────────────────────────────────────────┤
│ │
│ CADENSA PRO Annual Subscription │
│ Period: Jan 25, 2026 - Jan 24, 2027 │
│ │
│ 5 users × €120/user/year €600.00 │
│ │
│ Annual billing discount: -€120.00 │
│ (Save 16% vs monthly) │
│ │
│ Total: €600.00 │
│ │
└─────────────────────────────────────────┘
VAT & Tax Details
VAT Breakdown
How VAT is calculated and displayed.
Hungarian customer (27% VAT):
Subtotal: €60.00
VAT (27%): €16.20
───────────────────────────────────────
TOTAL: €76.20
EU business with valid VAT (reverse charge):
Subtotal: €60.00
VAT (0% - Reverse Charge): €0.00
───────────────────────────────────────
TOTAL: €60.00
VAT Note:
Reverse charge - Customer is liable for VAT
under Article 196 of EU Council Directive
2006/112/EC
Non-EU customer (no VAT):
Subtotal: €60.00
VAT: €0.00
───────────────────────────────────────
TOTAL: €60.00
Tax Compliance
CADENSA invoices are tax-compliant.
Included information:
Seller tax ID / VAT number
Buyer tax ID / VAT number (if provided)
Invoice number (sequential)
Invoice date
Due date
Payment terms
Detailed line items
VAT breakdown
VAT rate applied
Reverse charge notation (if applicable)
Currency
Payment method
Accounting software compatible:
- QuickBooks
- Xero
- FreshBooks
- Wave
- Sage
- SAP
- Microsoft Dynamics
Recurring Invoices
Subscription Billing Cycle
Understanding recurring invoice schedule.
Monthly subscriptions:
Billing Date: 25th of each month
Invoice Schedule:
- Jan 25, 2026: €60.00 (Jan 25 - Feb 24)
- Feb 25, 2026: €60.00 (Feb 25 - Mar 24)
- Mar 25, 2026: €60.00 (Mar 25 - Apr 24)
- Apr 25, 2026: €60.00 (Apr 25 - May 24) ...
Automatic:
Invoice generated on billing date
Payment charged automatically
Email sent immediately
PDF available in dashboard
Annual subscriptions:
Billing Date: Once per year
Invoice Schedule:
- Jan 25, 2026: €600.00 (Jan 25, 2026 - Jan 24, 2027)
- Jan 25, 2027: €600.00 (Jan 25, 2027 - Jan 24, 2028)
...
Reminder:
📧 30 days before renewal: "Renewal upcoming"
📧 7 days before renewal: "Renewal in 1 week"
📧 Day of renewal: "Invoice paid"
Expense Management
Export for Accounting
Export invoice data for accounting software.
CSV export:
- Navigate to Settings → Billing → Invoices
- Select date range
- Click "Export to CSV"
- CSV file downloads
CSV format:
Invoice Number,Date,Description,Subtotal,VAT,Total,Status,Payment Method
INV-2026-0025,2026-01-25,CADENSA PRO (5 users),60.00,0.00,60.00,Paid,Visa ****4242
INV-2025-0310,2025-12-25,CADENSA PRO (5 users),60.00,0.00,60.00,Paid,Visa ****4242
INV-2025-0278,2025-11-25,CADENSA PRO (5 users),60.00,0.00,60.00,Paid,Visa ****4242
...
Import to accounting software:
QuickBooks / Xero / etc.:
1. Download CSV from CADENSA
2. Open accounting software
3. Import → Expenses/Bills
4. Map CSV columns
5. Import invoices
6. Match to bank transactions
Expense Reports
Generate expense reports for finance team.
Annual summary:
- Navigate to Settings → Billing → Invoices
- Filter: "This year (2026)" or select custom range
- Click "Download Summary"
- PDF report generates
Summary report:
┌─────────────────────────────────────────┐
│ CADENSA Billing Summary 2025 │
├─────────────────────────────────────────┤
│ │
│ Period: Jan 1 - Dec 31, 2025 │
│ Company: Acme Corporation │
│ VAT: HU87654321 │
│ │
│ ───────────────────────────────────── │
│ │
│ SUMMARY: │
│ Total Invoices: 12 │
│ Total Paid: €720.00 │
│ Average Invoice: €60.00 │
│ │
│ ───────────────────────────────────── │
│ │
│ BREAKDOWN BY MONTH: │
│ │
│ Month Invoices Amount │
│ ────────── ─────────── ─────── │
│ January 1 €60.00 │
│ February 1 €60.00 │
│ March 1 €60.00 │
│ April 1 €60.00 │
│ May 1 €60.00 │
│ June 1 €60.00 │
│ July 1 €60.00 │
│ August 1 €60.00 │
│ September 1 €60.00 │
│ October 1 €60.00 │
│ November 1 €60.00 │
│ December 1 €60.00 │
│ │
│ ───────────────────────────────────── │
│ │
│ PAYMENT METHODS: │
│ Visa ****4242: €720.00 │
│ │
│ ───────────────────────────────────── │
│ │
│ VAT BREAKDOWN: │
│ Subtotal: €720.00 │
│ VAT (Reverse Charge): €0.00 │
│ Total: €720.00 │
│ │
└─────────────────────────────────────────┘
Invoice Disputes
Dispute an Invoice
Report billing errors or unauthorized charges.
How to dispute:
- Navigate to invoice details
- Click "Dispute Invoice"
- Select dispute reason
- Provide details
- Submit dispute
- Support team reviews within 3 business days
Dispute form:
┌─────────────────────────────────────────┐
│ Dispute Invoice #INV-2026-0025 │
├─────────────────────────────────────────┤
│ │
│ Invoice Amount: €60.00 │
│ Invoice Date: Jan 25, 2026 │
│ │
│ Dispute Reason: │
│ ● Incorrect amount charged │
│ ○ Duplicate charge │
│ ○ Charged after cancellation │
│ ○ Unauthorized charge │
│ ○ Wrong number of users │
│ ○ Other │
│ │
│ Details: │
│ ┌────────────────────────────────────┐ │
│ │ Charged for 5 users but we only │ │
│ │ have 4 active users in workspace. │ │
│ │ Please review and adjust. │ │
│ └────────────────────────────────────┘ │
│ │
│ Expected Amount: [€48.00___] │
│ │
│ Attachments (optional): │
│ [Upload Screenshot] │
│ │
│ Contact Email: │
│ [billing@acme.com______________] │
│ │
│ [Cancel] [Submit Dispute] │
└─────────────────────────────────────────┘
Dispute process:
1. Dispute submitted
- Confirmation email sent
- Ticket created
- Reference number assigned
2. Under review (1-3 business days)
- Support investigates
- May request additional info
3. Resolution
- If valid: Credit note issued, refund processed
- If invalid: Explanation provided
- Email notification sent
Typical resolution time: 3-5 business days
Best Practices
Do's
- Download invoices regularly - Keep for tax records (7 years)
- Set up invoice emails - Automatic delivery to accounting
- Verify billing info - Ensure company name, VAT correct
- Save PDFs - Backup in case of account issues
- Export CSV annually - Import to accounting software
- Review line items - Catch errors early
- Check VAT calculation - Ensure correct rate applied
- Notify accounting team - Set up CC emails for invoices
Don'ts
- Don't ignore invoice emails - May indicate payment issues
- Don't wait to dispute - Report errors immediately
- Don't lose invoices - Required for tax deductions
- Don't forget to update VAT - When VAT number changes
- Don't manually recreate - Download official PDFs
- Don't share invoice links - May contain sensitive info
Next Steps
- Subscription Plans → - View plan details
- Payment Methods → - Update payment info
- Upgrading/Downgrading → - Change plan
- Billing FAQ → - Common questions
Need Help?
- Invoice questions: support@cadensa.io
- Dispute invoice: support@cadensa.io
- Live chat (PRO+): Available in app
- Knowledge base: help.cadensa.io/invoices