How to create an outbound invoice

Creating your invoices in Banqup can save you much time and hassle. Before jumping into the creation of an invoice, we'll show you how to properly set up your preferences.

Table of contents:

• Set up your preferences
• Import your customers to Banqup
• Create a new invoice
• Send an invoice to a customer

Set up your preferences

• Go to your Settings.
• Outbound.
  
  
  
• Here are the settings that can be set up:

1. Default comment on all invoices (optional): add a comment that'll appear on all your outgoing invoices. For example information about your opening hours, current offers, holiday closing, etc.
   
   
2. Autonumbering: activate this to generate an invoice number automatically (you'll choose the format in step #3). Deactivate it to give a number to your invoices manually.
   • If you activated autonumbering in step #2, choose here:
     1. The numbering sequence name.
     2. The type of document it should be applied to (invoice or credit note).
     3. The start and end dates - relevant if you use a new numbering sequence every year. This will prevent the autonumbering to go on after the end date.
     4. The next value. When adding a new numbering format, type what the first value will be. The autonumbering will pick it up from there.
        Example: Your sequence name is 2022, the next value can be 2022-001. The autonumbering will use 2022-001 on your first invoice, then 2022-002, 2022-003, etc.
        
        
3. Add a new numbering sequence template.
   
   
4. Choose which numbering sequence to use by default.
   You'll still be able to change which sequence to use for an invoice during its creation.
   
   
5. Upload your terms & conditions document here and it'll be attached to all your outgoing invoices created on Banqup.
   
   
6. Choose which extra information to show in the footer of your invoices:
   • Business email
   • Company's phone number
   • Company's website
   • Additional information (free text up to 256 characters)
   • IBAN(s)
     
     Tip: to add or edit your IBAN(s), go to your Settings > Company info
     
     
7. Choose what to display as the payment reference:
   • Invoice number
   • Free text

Import your customers to Banqup

If you haven't done it yet, now's a good time. Even though this step is optional, it'll save you a lot of time down the road.

>> Click here to read how to import your customers

Create a new invoice

• Go to the Accounts receivable menu.
• Click on Create new invoice

In the invoice creation tool, fill out the invoice's legal information:

• Invoice currency:
  
  
  
• Document type: invoice or credit note.
  
  
  Note: when creating a credit note, select your customer first then you'll need to match the credit note to one or several invoices via the Click here to match credit note with open invoices button.
  

• Document date: the due date is set automatically, following your Default payment after preferences (Settings > Outbound > Default payment after).
  
  
• Document number: generated automatically if you enabled the autonumbering of outgoing invoices (see point #2).
  
  
• Your customer: choose to which customer you want to send the invoice to. Importing your customers at the previous step helps you save time here.
  If the customer has not been imported yet, click on + Add to customer list and fill out your new customer's information.
  
  
  Note: you can provide additional details to your invoices, like PO Number, Customer reference, Supplier reference, and Contract number.
  
  
  
• Product or service: add your products or services to the invoice.
  
  • Service/product: name of your product/service.
  • Description: description of your product.
  • Quantity: hours, quantity, or measuring unit of your product.
  • Unit: in which unit your product/service is (piece, gram, kg, meter, hour, day, month, etc.).
  • Rate/price: the rate or price of a single unit of your product.
  • Discount % (optional): enter the % of the discount offered. The total amount will be calculated automatically.
  • VAT: VAT rate applicable to your product/service.
    
    
  Click the Add new line button to add extra lines of products/services to your invoice.
  The sub-totals, totals, and VAT fields are calculated automatically.
  

• Bank details. Here, you will find the name of your company, its IBAN, BIC, and payment reference.
  
  
• Comments. You can add a comment to each invoice individually or set up a standard comment that appears on all invoices.
  
  
  
• Attachments. If the document requires attachments, you can drop them through drag and drop or by clicking to open your computer's file explorer.
  
  

• Save.

Sending an invoice to the customer

Once an invoice has been saved, you'll land in the Accounts receivable menu. From there, you just have to select the invoice(s) you want to send and click Send.