Invoices and credit notes

Warning

Make sure you have included all the necessary information in your invoice documents.

Please take caution that you charge the appropriate tax and comply with all applicable laws and regulations for your business.

Important

Invoice and credit note PDFs are sent to your customers from the following e-mail templates:

• Receipts templates

  • Invoice card receipt

  • Invoice manual receipt

  • Invoice zero amount receipt

• Refunds templates

  • Invoice card refund receipt

  • Invoice manual refund receipt

In order to configure invoices, the user permissions “Account settings, plans, add-ons, discounts, coupons, etc.” are required.

Invoice Configuration

Click on Configurations > Finance and accounting > Invoices and credit notes to navigate to the settings.

Invoice number

Warning

Invoice requirements vary by region. Please consult with your tax advisor on your specific use case. The responsibility that your invoices meet applicable tax requirements lies with you.

Frisbii Billing automatically generates invoice numbers for accounting purposes (that's why they are called “Invoice accounting numbers”). Once you turn on invoice number creation, invoice numbers will be assigned to new invoice documents.

You can configure how your invoice numbers should look like:

• Sequence counter type: You can decide to reset your invoice numbers periodically. You have the choice of monthly resets, yearly resets or no resets at all.  For the yearly sequence counter type, the reset happens on January 1st. For the monthly sequence counter type the reset happens on the first day of each month. After the reset date the counter starts afrom the “Invoice number after reset”.

• Digits count: You can configure the fixed minimum number of digits for your invoice numbers. Leading zeroes will be added for lower numbers to ensure the configured digit count. If there are more invoices that can't be accommodated within the selected digit count, we will keep counting up.

• Invoice sequence prefix: By default the prefix "IN" is assigned but you can customize it. If you change the name of your sequence it will be applied from the next invoice on.

• Dynamic placeholder: You can add a placeholder that indicates the date, month and year of the invoice. Choose one of several formats.

• Next invoice number: Your next invoice will be issued with this number. It will automatically increase by one with each invoice issued.

• Invoice number after reset: If you have chosen to reset your invoice numbers periodically, you can choose what number to restart the counter from after the next reset.

Credit note number

By default, credit notes share the same sequence as invoices. However, you can chose to assign credit notes to a separate number sequence.

• Credit note sequence prefix: By default the prefix "CN" is assigned, but you can opt for a custom prefix. If you change the prefix, it will be applied from the next credit note on.

  Note

  Digits count and dynamic placeholders within the credit note number sequence are the same as for the invoice number sequence.

• Next credit note number: Your next credit note will be issued with this number. It will automatically increase by one with each credit note issued.

  Note

  Reset for credit note numbers happens simultaneously with the reset of the invoice numbers.

• Next credit note number after reset: Choose what number to restart the counter from after the next reset.

Turn on PDF invoice creation

In PDF invoice and credit note settings box, activating “Turn on PDF-invoice creation” will enable all invoices to be generated as PDF and archived.

Important

PDF documents will only be created for the following types of invoices and their respective credit notes:

• s- subscription recurring (invoices created within the subscription billing cycle)

• so- subscription one-time (invoices created from a subscription outside of the billing cycle, usually triggered manually and settled automatically)

• soi- subscription one-time instant  (invoices created from a subscription outside of the billing cycle, usually triggered manually and settled instantly)

• co- customer one-time  (invoices created for a customer outside of the subscription billing cycle, see also here)

There are no PDF-documents for charge invoices. See here for more information on charges.

Send Invoices and credit notes as e-mail attachments

You can automatically send invoice and credit note PDFs to your customer as attachments to your e-mail templates.

If turned on, invoices will be attached to the following e-mail templates:

• Invoice card receipt

• Invoice manual receipt

• Invoice zero amount receipt

Credit notes can be attached to the following e-mail templates:

• Invoice card refund receipt

• Invoice manual refund receipt

Create zero amount invoices

Activate so that customers receive an invoice even if the service they have bought is for free.

Include payment text

By Enabling “Include Payment text”, you can configure a specific text concerning that payment method on the invoice and include parameters associated with that payment method on the invoice by using the ‘Add MergeTags’ button next to it.

Include Timestamps

The time markers are incorporated into the service periods on the PDFs.

Include product descriptions

The product descriptions are presented alongside their product name.

Invoice/credit notes Prologues & Epilogues

You can add up to 4,000 characters of text. Use it to add important information to your invoice.

For credit notes, the document title can be chosen and can either be “Credit note” or “Cancellation invoice”.

Reverse Charge

The text describing that Reverse Charge needs to be paid for the invoice is printed on the PDF.

Footer

You can edit the information that you want to display in the footer of each invoice page. The first columns are prefilled with your company information. Feel free to customize it as you see fit.

Field configuration

You can add additional information to your invoices and credit notes by enabling the individual field values you would like to see. You can choose one or multiple of the following additional fields:

• Customer handle: the unique identifier for each customer

• Subscription handle: the unique identifier for each subscription

• Account VAT ID: your VAT ID that is configured in your account settings

• Invoice handle: the unique identifier for each invoice and it's corresponding payments

• Debtor ID: the unique identifier for each customer for accounting purposes

• Customer e-mail: the customer's e-mail where they receive their invoice documents

• Cost center: Cost center configured on the Subscription or the Invoice

• PO number: PO Number configured on the Subscription or the invoice

E-Invoicing (Factur-X/ZUGFeRD)

Frisbii Billing supports e-invoicing via the hybrid format Factur-X 1.0.07 / ZUGFeRD 2.3 using the profile EN16931.

Note

EN16931 is a European standard for electronic invoicing, ensuring a common semantic data model for the core elements of an electronic invoice. This standard facilitates interoperability and standardisation across Europe, enabling businesses to seamlessly send and receive e-invoices across different countries within the EU. By adhering to EN16931, companies can ensure that their e-invoices are compatible with various national systems, thereby simplifying cross-border transactions, improving efficiency, and reducing administrative burdens.

In order to enable e-invoicing for your customers, go to Configurations > Finance and accounting > Invoices and credit notes and scroll down to the "E-invoicing settings" section. Turn on e-invoicing and click save at the top of the page.

After you have turned on e-invoicing and saved the settings, all PDFs (invoices and credit notes) will be created in the hybrid format Factur-X 1.0.07/ZUGFeRD 2.3.

Tip

Make sure your company information including your VAT-ID is up to date.