Downloading invoices

Downloading invoices

Invoices are available as PDFs from the order page (B2C) or the workspace billing page (B2B). The PDF is HMRC-compliant and accepted by every UK accounting tool.

Single invoice (B2C)

1. Sign in.
2. Open "Order history" from "Account".
3. Click the order.
4. Click "Download receipt PDF".

If you placed the order as a guest, the receipt is in the original order confirmation email. Search your inbox for "Norma order" plus the order number.

Single invoice (B2B)

1. Sign in.
2. Open the workspace.
3. Go to "Billing > Invoices".
4. Click the invoice.
5. Click "Download PDF".

Bulk download (B2B)

For accounting season:

1. Workspace > Billing > Invoices.
2. Filter by date range (e.g. "1 April 2025 to 31 March 2026" for a UK fiscal year).
3. Click "Download all as CSV" or "Download all as ZIP".

• CSV. One row per invoice: number, date, supplier, gross, net, VAT, status (paid / outstanding).
• ZIP. Every individual PDF in one file. Useful for forwarding to your accountant.

The bulk export takes 1 to 5 minutes depending on the invoice count. We email a download link valid for 24 hours.

PDF format

The PDF is structured for HMRC and accounting tools:

• Header: our company name, address, VAT number, invoice number, date.
• Bill-to: your name, address, VAT number (where supplied).
• Line items: product, quantity, unit price (ex-VAT), VAT rate, VAT amount, gross.
• Totals: net, VAT, gross.
• Payment terms: Net 30 due date (B2B) or "paid" (B2C).
• Payment instructions: bank details, payment link.

The PDF is digitally tagged with our VAT number and invoice number in the metadata; tools like QuickBooks, Xero, and FreeAgent auto-extract.

Accounting tool integrations

We do not currently offer a direct Xero or QuickBooks integration. The PDF and CSV export are sufficient for most workflows:

• Xero / QuickBooks / FreeAgent. Drop the PDF into the inbox or attachment area; the tool extracts via OCR.
• Receipt Bank / Dext. Forward the invoice email; the tool extracts automatically.

Direct integrations are on the roadmap for 2027.

Invoice numbering

Norma invoice numbers follow NM-INV-YYYY-NNNNN (year + 5-digit sequence). The sequence resets each year. The invoice carries our company number for cross-reference.

Resending an invoice

For invoices over 12 months old or where the original email is lost:

1. Sign in.
2. Open the order or workspace invoice page.
3. Click "Resend".

We send to the original billing email. To send to a different email, edit the email first in workspace settings.

VAT-only invoices for refunds

Refunds generate a credit note PDF, not a new invoice. The credit note carries the same structure (line items, VAT, totals) with a negative amount. Credit notes are accounting-compatible.

Tax filings

If you need a year-end summary for VAT filings:

1. Workspace > Billing > Reports.
2. Click "VAT summary for the year".

This generates a PDF with one row per VAT rate (mostly 20 percent for us), total net and total VAT for the year. The numbers reconcile to the sum of the per-invoice VAT amounts.