Your first invoice

Before you start

You need a running subscription or the trial, confirmed company details, a service type and, for sending, your sender address — see “Create your account” and “Setting up your company”.

1. Add the customer

The customer has to exist before the invoice. Open Customers and click Add customer.

1. 1Type: business or individual.
2. 2Company name (for an individual: last name), plus street, house number, post code, town, country.
3. 3Email under general contact details — the invoice goes to this address.
4. 4VAT number, if the customer is a business in the EU — with or without country prefix.
5. 5Click Save.

A business in another EU country? Then check the VAT number before you finalise the invoice: on the customer, click Check VAT number. If it is valid, Invobookz invoices without VAT (reverse charge). An unchecked number holds up finalising; an invalid one is treated like a private customer.

2. Create the invoice

1. 1Open Invoices and click New invoice.
2. 2Search for the customer — by name, town or VAT number — and select them.
3. 3Check the invoice language. The default is the customer’s language.
4. 4Click Create. The invoice is created as a draft.

Document date and supply date are set to today, the due date to today plus your payment terms. You can change them under Document details and keep them with Save header.

3. Add lines

1. 1Click Add line.
2. 2Choose the service type — it decides the VAT.
3. 3Enter description, quantity, unit and unit price (net); details and discount are optional.
4. 4With Save as item the line is offered for selection next time.
5. 5Click Add line.

In the table, every line shows its tax treatment — which rule applies and why, with a link to the derivation. View PDF shows the invoice as it will go out, even as a draft.

If something is missing — no line, an unchecked VAT number, a missing place of supply —, a box at the top says “This prevents issuing” with the reason.

4. Finalise

1. 1Click Finalise invoice.
2. 2Invobookz shows the number the invoice will get. Confirm with Finalise invoice.

After that the invoice is unchangeable: the number is issued and never becomes free again; address, amounts and VAT are frozen. A draft does not use a number yet — you can discard it with Delete draft.

5. Send it

1. 1Click Send by email.
2. 2Recipient, subject and text are suggested; the PDF is attached. Check and send.

• If you sent the invoice another way, click Mark as sent — only then do the due date and reminder stages start.
• Once the money is in, enter the date and click Mark as paid — or let the reconciliation with your bank statement do it.

If something is wrong: cancellation

A finalised invoice is not changed but cancelled and issued again.

1. 1On the invoice, click Cancel and confirm.
2. 2The invoice stays cancelled for good. As the counter-document, a draft credit note with negative amounts is created.
3. 3Finalise the credit note with Finalise credit note — only then does it get its number.
4. 4Write the correct invoice again.