Sending invoices from an external financial system allows you to keep your billing workflow aligned with your accounting processes while still managing invoice data in Tribe. This option is useful when your organisation relies on a separate financial application for compliance, automation, or reporting. By adjusting a small number of settings, you can control how and when invoices are finalised and sent. By following this guide, you will understand how Tribe behaves in each scenario and what actions are available to you.
Table Of Contents
Background And Context
What Does Sending Invoices From An External System Do?
Why Or When Should You Use It?
Step By Step Instructions
How Invoice Actions Change By Scenario
Troubleshooting
Quick Summary
Background And Context
Tribe includes an invoicing module that lets you create and manage invoices directly within the CRM. In some cases, you may prefer to send invoices through your external financial system instead, such as when your accounting software manages email delivery, legal numbering, or e-invoicing requirements.
What Does Sending Invoices From An External System Do?
This setting changes how invoices are completed in Tribe. Instead of sending the invoice email from Tribe, the system prepares the invoice so it can be sent or synchronised through your connected financial application. Tribe still stores the invoice, its status, and related data for reference and reporting.
Why Or When Should You Use It?
You may want to use this option if your financial system is your primary tool for sending invoices. It is also useful when e-invoicing is required or when your organisation uses a financial integration to keep systems aligned.
Step By Step Instructions
Go to Configuration.
Open the Invoicing settings.
Enable Send Invoice From External System if you do not want Tribe to send invoice emails.
Save your changes.
Note: This option is only available when the e-invoicing connector is not activated.
How Invoice Actions Change By Scenario
With E-Invoicing Connector Activated
When the e-invoicing connector is active, the Send Invoice From External System option is not shown.
Open the invoice.
Select Send.
Choose Finalize from the dropdown.
This prepares the invoice according to e-invoicing requirements.
Without E-Invoicing Activated
If Send Invoice From External System is turned off:
Select Send to open the email dialog.
Send the invoice directly from Tribe.
If Send Invoice From External System is turned on and no financial integration is active:
Select Finalize.
This will:
Generate and link the PDF.
Set the invoice date and number.
Move the invoice phase to sent.
Mark the invoice as final.
If Send Invoice From External System is turned on and a financial integration is active:
Select Synchronize.
This will:
Perform all actions included in Finalize.
Trigger synchronisation with the connected financial system, such as SnelStart or E-conomic.
Did you know?
Once an invoice is finalised, no action button is shown. This means the invoice has already been completed and cannot be sent again from Tribe.
Troubleshooting
If you do not see any action buttons on an invoice, check whether the invoice has already been finalised. If a button is missing, confirm whether e-invoicing or a financial integration is active, as this directly affects which actions are available.
Quick Summary
You can choose to send invoices from an external financial system by adjusting a setting in Tribe. The available invoice actions change depending on whether e-invoicing or a financial integration is active. This setup allows you to finalise and synchronise invoices while keeping Tribe as your central source of invoice data.