Invoices

8 questions

How do I create an invoice?

Click "New invoice" from the dashboard or the Invoices menu. Select your client, add your line items, check the VAT rate and save. The invoice is created as a draft first — you can edit it freely before sending.

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How do I send an invoice by email?

From the invoice detail page, click "Send by email". The email goes to your client's address with the PDF attached. The status automatically changes to "Sent".

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How do I mark an invoice as paid?

On the detail page, click "Mark as paid". A read-only transaction is automatically created in your financial register, linked to this invoice.

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Can I edit an invoice that has already been sent?

Technically yes, but if the invoice was already sent to the client, it is better to issue a credit note and create a corrected invoice. Editing a sent invoice without notifying the client creates accounting inconsistencies.

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How do I add a discount?

On the invoice form, click "Add a discount" below the line items. A line with a negative amount is added — enter the discount amount and it will be automatically subtracted from the total.

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What is the payment QR code on my invoices?

The QR code displayed at the bottom of your PDF invoices is an EPC QR code (European Payments Council), standardised for bank transfers across Europe. Your client can scan it with their banking app to trigger a pre-filled transfer with your IBAN, the exact amount and the invoice structured communication. No manual entry, no risk of copy-paste errors. Compatible with most Belgian, Dutch and European banking apps.

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How does the deposit system work?

From the invoice list, click "New deposit" (orange button). Create the deposit invoice with the upfront amount, send it to your client and mark it as paid. Once paid, a "Create balance invoice" button appears. Clicking it automatically generates a new invoice with a negative deduction line matching the deposit amount. Simply add your service lines to complete the balance invoice. Deposits have their own numbering in the format ACP-YYYYMM0001.

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Can I delete a draft invoice?

No. Belgian accounting regulations require continuous numbering without gaps. Once a number is assigned, even to a draft, it cannot be removed from the sequence. Instead, you can cancel the draft by clicking "Cancel invoice" from the list, the edit form or the detail page. The invoice keeps its number and moves to Cancelled status, remaining visible in your history.

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