Preparation before your first invoice
Fill in your company details
Go to settings and enter your company information under “company.” This information will automatically appear on your invoice, so you’ll never miss any details.
Create templates
To avoid having to format every invoice from scratch, create templates. You can include your own text, font, layout, and even your own logo. You can find these under settings → templates.
Creating a new invoice
Use the “add” button to create a new invoice.
1. Create/select a client
Click on the “choose contact” field. Select an existing client or create a new one. If it’s a new client, make sure to fill in all the necessary contact details.
2. Invoice date and number
Click on the invoice date. Here you can adjust the invoice date, invoice number, and due date. You can also select which template you want to use.
Make sure to pay close attention to your numbering. If you use The Bookie’s invoice numbering, it will automatically continue. If you use your own numbering, you may need to adjust this manually. In both cases, always check that your numbering is logical and sequential.
3. Description
This is where you fully structure your invoice.
Reverse-charged VAT or not?
Sometimes you don’t charge VAT on your invoice but shift it to your client (reverse charge). For this, you need your client’s VAT number.
Choose your VAT rate
There are three VAT rates:
21% (standard, high rate)
9% (reduced rate for certain goods like art, food, and specific services)
0% (only in exceptional cases such as education, healthcare, therapy, or small business scheme)
Not sure which to choose? Go with the highest rate to be safe. If it’s incorrect, you’ll hear about it.
Describe your service (and expenses) in the line items
Use the “+ add line” button to split or categorize your work. For example, if you worked several days or weeks on a project, you can list them separately (e.g., Monday, Tuesday, Wednesday + hours per day or week + corresponding amounts). You can also include expenses such as mileage or costs you paid upfront.
Sending your invoice
You’ve now created a draft invoice. When you click “finalize,” the invoice becomes official and is recorded in your administration.
Want to send it? Click “send by email.”
Need to make changes? Click “back to draft.”
Note: Once an invoice has been sent or the period is closed, you can no longer easily edit it. If changes are needed, you’ll have to create a credit invoice.