Are you still creating your sales invoices using spreadsheets, word processors like Word, or other cumbersome solutions?
Banqup offers a feature that will significantly simplify your life and save you a considerable amount of time.
With Banqup, you can create and send an invoice quickly. Before diving into the invoice creation process, we'll guide you through the setup of your preferences.
Table of contents:
- Setting up your preferences
- Importing customers to Banqup
- Creating a new invoice
- Sending the invoice to the customer
Setting up your preferences
Go to your Settings > Outbound.
Turn on the Create invoices online and set up your preferences:
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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.
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Autonumbering: activate this to generate an invoice number automatically (you'll choose the format in the next step). Deactivate it to give a number to your invoices manually.
If you activated autonumbering, here you can choose:
- The numbering sequence name.
- The type of document it should be applied to (invoice or credit note).
- The start and end dates. These are relevant if you use a new numbering sequence every year. This will prevent the autonumbering from going on after the end date.
- 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.
- Add an additional, new numbering sequence template for the autonumbering feature. 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.
- You can upload your terms & conditions document here and it will be attached to all your outgoing invoices created on Banqup.
- Choose which extra information to show in the footer of your invoices:
- Email address
- Phone number
- Website
- Additional information (free text up to 256 characters)
- IBAN(s)
- Bank details - choose what to display as the payment reference (invoice number, free text).
Tip: to add or edit your IBAN(s), go to your Settings > Company info.
Note: to display your company's VAT Number on your invoices, go to your Settings > Company info > Registration options > VAT.
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
Creating a new invoice
- Go to the Accounts receivable menu.
- Click on Create new invoice
In the DIY invoice creation tool, fill out the invoice's legal information:
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Invoice currency:
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Document type: invoice or credit note.
Note: if you select credit note, two new fields will appear to link the credit note to the original invoice: original invoice number and date of the original invoice.
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Document date: The due date is set automatically, following your Default payment after preferences (Settings > Outbound > Default payment after).
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Document number: Generated automatically if you enabled the autonumbering of outgoing invoices (see above 'Setting up your preferences', point #2).
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Your customer: Since you imported your customers in a previous step, you simply have to choose which customer you want to send the invoice to.
If the customer has not been imported yet, click on + Add new customer 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.
If your customer is an OpenPeppol member, some details, like the PO Number and the Buyer Reference, will have to be populated before you can send the invoice.
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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.
- You can create a product catalog from which you'll be able to import products to your invoice via the Import from product catalog button.
- Add a product to your product catalog right from the invoice creation tool by clicking the plus sign at the end of the line.
- Duplicate an invoice line with the duplicate button:
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Bank details. Here, you will find the name of your company, its IBAN, BIC, and payment reference. It's also possible to generate a structured payment reference automatically.
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Comments. You can add a comment to each invoice individually or set up a standard comment that appears on all invoices (as seen earlier in this article). It'll also appear in emails when sending an invoice to a customer from the platform.
- 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.
Your customer will receive your invoice through the channel you chose when importing that customer.
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