Issue electronic invoices for services

Note: In order to issue electronic invoices, you must configure OnBalance to do so. For more information, see How to define which invoices I will issue through OnBalance.

When you work with Electronic Invoices for Services (NFS-e), issuing an invoice is a complex process that provides automatic communication between OnBalance and the City Hall's application. You don't actually issue an electronic invoice but request your City Hall to issue it for you.

To request an electronic invoice to be issued, follow these steps.

  1. Add a sale, or open an existing sale for which you want to issue an electronic invoice.
  2. Click the Invoice field.

    Note: If this field is not displayed, OnBalance is not yet configured to issue invoices for services. See How to define which invoices I will issue through OnBalance to know how to proceed.

  3. OnBalance will insert the next RPS number in the RPS field. You can change this number, if desired.

    Note: If this field is not displayed, either your city works with conventional invoices or OnBalance is not yet set up to connect with your City Hall.

  4. Click Save.

After you request an invoice to be issued, OnBalance will send the request to your City Hall and wait for a response. This process can take minutes or even hours to be completed, depending on the city. However, you don’t need to wait for a response and can still access other areas of OnBalance. You can even close OnBalance, if necessary, while you wait for a response.

Note: The process to get a response from your City Hall will continue to run even if you close OnBalance or shut down your computer.

There are two possible responses to a request for an invoice for services.

  • Success: The process finished successfully, and the invoice is officially issued. In this situation, the invoice status will be set to OK.
  • Error: Your City Hall didn’t accept the request to issue the invoice. In this situation, the invoice status will be set to Error. To know how to proceed in this situation, see topic.

If OnBalance does not gets a successful response from the City Hall, you’ll receive a notification the next time you open OnBalance or access the OnBalance home page

You can continue to work in OnBalance as soon as you request an invoice to be issued without waiting for the City Hall to respond, because you will be notified if the request fails.

Notes

  • To issue electronic invoices in OnBalance, you need to provide some additional information. If any information is missing, OnBalance will not send the request to the City Hall and will prompt you to enter the missing information.
  • After you request to issue an invoice, many fields will be disabled, except for fields related to installments and payments. To re-enable the fields, cancel the invoice.
  • The invoice will be exported for your accountant only after receiving the City Hall confirmation of acceptance with the invoice number.