Finalize invoice
Turn a draft into a final invoice: a number is assigned, the PDF is generated and archived in a tamper-proof way, then immutable.
Web
Chöre›Chor öffnen›Verwaltung›Kassenbuch›Rechnungen›Rechnung›Finalisieren
Diese Funktion ist nur im Web verfügbar.
Permission required: Cashbook › Edit
What is it?
Finalizing is the decisive step where a draft becomes a binding invoice. From then on it is legally binding and immutable under GoBD.
How to finalize
- Open the draft in the detail view.
- Click "Finalize" in the actions column.
- Confirm in the warning dialog — no going back after that.
- Wait a few seconds until the PDF is generated.
- Download the PDF and send it by email to the customer.
What happens during finalization
- Next invoice number is assigned from your choir's number sequence (see invoice-numbering).
- Set status to "final", all fields are locked.
- Generate PDF with the selected template (seller, recipient and line-item data).
- E-invoicing file is generated as well (ZUGFeRD or XRechnung, if format ≠ "None").
- Archive PDF and e-invoicing file in a tamper-proof way.
- Entry in the security log for later traceability (GoBD obligation).
Required fields
| Format | Required fields |
|---|---|
| None (PDF only) | Recipient name, at least 1 line item |
| ZUGFeRD / XRechnung | + recipient address (street, postal code, city, country), seller address |
If required fields are missing, Chorilo blocks finalization with a concrete error message.
What you can no longer do afterwards
- Change recipient
- Change line items
- Change date
- Change notes
- Delete invoice
What you can still do
- Download PDF and e-invoicing file, any number of times
- Cancel via credit note (see invoice-cancel)
- Link a cashbook entry for incoming payment
Permission
You need the Create & edit transactions permission.
Frequently asked questions
What does finalizing exactly mean?▾
Three things happen in one go: 1) the next invoice number is assigned, 2) the PDF is generated (incl. ZUGFeRD or XRechnung file if enabled), 3) PDF and e-invoicing file are archived in a tamper-proof way. After that, all fields of the invoice are locked.
What if I find a mistake later?▾
Cancel instead of delete. You create a credit note that reverses the original invoice, and then create a new correct invoice. This procedure is GoBD-compliant and traceable in the security log.
Why does it take a few seconds?▾
The PDF is generated fresh during finalization and archived. For large invoices or with stationery backgrounds, this can take 5–10 seconds.
Which required fields must be filled?▾
Recipient name and at least one line item. For e-invoicing (ZUGFeRD or XRechnung) additionally the recipient address (street, postal code, city, country). Missing required fields are shown on finalization.
What happens if the PDF generation fails?▾
The invoice stays in status Draft — no number is assigned, no PDF archived. You get an error message with the cause. Try again after a moment or contact support.
Can I finalize multiple invoices at once?▾
In the interface each invoice is finalized individually. Even if two people finalize simultaneously, each invoice is guaranteed to get its own sequential number — duplicates are impossible.
Where do I find the PDF after finalization?▾
Directly on the invoice's detail page via "Download PDF". The archived PDF stays permanently available.
Still have a question? Ask the AI help bot.
Click the help button in the bottom right and ask your question.