From a computer or a smartphone, you can generate your invoice in just a few steps. You can customise it, save it as a draft, send it by email or via Peppol.
💡 By creating your invoice with BILLY, the information is automatically added to your accounts.
Where can you create an invoice?
1️⃣ Navigation bar
Click the + button > Create a sale
2️⃣ Income tab
Go to the Income tab > Invoices
Click New
3️⃣ Client list
Go to the Income tab > Clients
Customise your invoices
From the Income screen or when editing an invoice, you can customise your invoices. These settings are accessible via the Settings button:
Screenshot
These values then apply to all new invoices.
👉 Check out our article covering all the invoice settings.
Completing the creation steps
The steps to complete your invoice are shown at the top of the screen. Once each step is done, a colour change confirms it has been validated.
For an invoice to be valid, all steps must be completed.
If one of the steps is not completed, you will not be able to finalise your invoice ⛔
Filling in your invoice
1️⃣ Customisation
On first use, you can add your logo. It will then appear on every invoice, giving your invoices a personal touch 😎
Does your client require a specific reference? You can add one by giving your invoice a title.
💡 The invoice number will be added automatically when you finalise the invoice.
You can also update your contact details using the "Edit my billing details" option. You can edit your email address and your postal address if it differs from your head office address (which is used by default).
2️⃣ Client
For convenience, use your client directory via a dropdown list.
You can also create a new client. Learn how to do it 👨🏫 if you're invoicing other businesses or private individuals.
Has your client changed their name or do their details need updating? You can edit their information using the "Edit client" button.
3️⃣ Lines
Lines let you detail your services 👩🔬 👨🎓 👨💻 You can create several of them, to separate items that belong to different categories, have different VAT treatments, or simply to describe the services performed in more detail.
For a line to be complete, you must fill in each field: description, category, unit price, quantity and VAT.
💡 BILLY suggests a range of VAT rates and special cases adapted to the nature and nationality of your client.
The category really matters 👇
It affects VAT: categories have different VAT options. For example, no VAT is applied to disbursements and deposits.
The category is also useful for tracking your sales in detail. Do you have two activities or two types of clients? We recommend using two different accounting categories. You can then view the breakdown on the dashboard page 📈
4️⃣ Date
Select the date of your invoice at this step 📅 When BILLY handles your VAT returns, you cannot select a date that falls within an already filed quarter. You also cannot choose a date in the future.
To keep your accounts up to date, we recommend issuing your invoices regularly, dated in the month in which your services were performed.
📕 From a VAT perspective, the law requires you to issue the invoice no later than the 15th day following the month in which the taxable event occurred.
The due date corresponds to the payment term you require from your client. By default, BILLY sets a payment term of 30 days from the invoice date. You can change this by clicking "Edit due date".
What date should I use for services performed in August if it is now 3 September? Choose 31 August as the invoice date, not 3 September.
5️⃣ Options
A free comment can be added at the bottom of the invoice if you want to pass on a message or instruction to your client.
BILLY includes default legal notices (better safe than sorry 🩹), but you can disable them. You can also add your own custom notices if you have any.
Sending by email
You can send your invoice directly by email to your client in a single click.
Simply add their email address and the message you want to include in the body of the email. As soon as you tick "yes" for the Email option, a preview automatically appears on the right side of your screen, so you can check everything looks perfect before sending ✅
You can also specify up to five recipient email addresses.
Finalising the invoice
Once all the steps are complete, all that's left is to finalise the invoice! 🏁
When finalising, a summary of the information is displayed. You can still edit the invoice at this stage by clicking "Edit my invoice".
Everything in order? You can validate the invoice. The invoice will then be:
Sent directly to your accounts. Your income will be updated in real time 📈
Downloaded locally, so you can share it with whoever you need to 📧
Once the invoice has been validated, it will appear in the "Income" tab. You can then duplicate it or cancel it very easily.
Any questions? Write to us in the chat at the bottom right of your application 🙂
See you soon 😄