Invoice customization

How to customize invoice templates and use other every-day’s features

Display or hide invoice details

    • Go to Settings – Document setting
    • In the section Template options you can switch on or off these details:
      • Product code
      • Quantity and Rate
      • Tax
      • Due date
      • Payment method
      • Item discount

note: If disabled, it disappears from the invoice and won’t be visible in preview and on both PDF file and online invoice.
By disabling the Tax column the tax is displayed only in the invoice’s Total, not in the item amount.
The change happens instantly to all your documents.

Local Settings (Date & Time)

WEBSITE
You can change your date/ time format and your time-zone under Settings – Document settings – Local settings. This can be useful if you intend to send invoices with a specific date format or if you move from one country to another. The date format changes on the Billdu website and on invoices as well.
MOBILE APP
Your current date/time format and time-zone are based on your device settings. On iOS devices navigate to Settings – General – Language & Region – Region. On Android devices it can be found mostly at Settings – System. Please see instructions for your mobile device in case you need to change some date/time or timezone settings.
The date format of online invoices and invoices on your mobile device may differ because of different settings or mobile device capabilities.

Estimate/Quote switch

For some countries a switcher is enabled at Settings Document Settings Estimate name, where you can simply change the name to Quote.

Alternatively you can rename an Estimate/Quote in the Document settings. The change can be done for any document in any language.

  • Navigate to Settings – Document settings and choose Custom labels
  • Select a language if necessary and change the name from Estimate to Quote
  • Go back and Save the Settings
       note: This change happens instantly to all estimates

Card payments and Pay Now button

Your clients can pay an invoice by most credit/debit cards or PayPal using the Pay now button. The payment itself is handled by Stripe or PayPal based on chosen service.

Billdu does not handle payments by itself, we can only make it easier for your clients to pay by card. In order to enable online payments a “middle man” such as Stripe or PayPal must be present, this is called a payment processor or payment gate.

  • Enabling PayPal is very easy – just enter your PayPal email address to Settings – My businesses – Payment options. You will find a more detailed description in this section below (PayPal payments)
  • When activating Card payments an account at Stripe will be created and connected to your Billdu account. A notification will appear in Billdu once the invoice has been paid by Stripe. You will receive a push-message in the mobile app and it will appear in the Notification center as well. You will find a more detailed description in this section below (Stripe card payments)

The Pay now button is -when activated- always visible on your online invoices. It will appear on the PDF file sent by the iOS app and from the website. However it won’t appear on the PDF files sent from an Android device, also it won’t appear in the preview on the website or in the invoice PDF export.

Stripe payments

By enabling card payments you can use a Stripe account to collect payments from clients. A Pay Now button appears on an invoice and your clients can pay you by card instantly.

An account at Stripe with the same e-mail address as your Billdu account will be created and you will be prompted to add your company and bank details in order to settle the payments to your bank account.

If your Stripe account is not yet linked, you will see a line ‘Link my bank account’ when editing an invoice and in your company settings. You should finish your Stripe setup as soon as possible by entering all necessary company and bank details – the app will help you by pre-filling some details from your Billdu settings. It is necessary to enter the information order to transfer the payment from Stripe to your bank account. You can also use and existing Stripe account if you already have one.

Setup

  • Enable card payments under Settings – My businesses – Payment option – Accept online payments
    or in the mobile app while editing an invoice click on Accept online payments
  • Click on Link my bank account
  • An account with your Billdu login email will be created and you will be directed to Stripe’s login page
  • Enter all necessary details. Billdu will help you by filling some details from your business settings
  • note: Make sure your bank account is entered correctly – this will be the account the online payments will be routed to
  • note: Your first payout is made 7-10 days after the first invoice payment.
  • note: There is a flat fee for each card payment – visit Stripe’s website for more information

Now when your Stripe account is linked to Billdu, all payments from your invoices are directed through Stripe to your bank account.

General information

Billdu enables your customers to pay your invoices with a debit or credit card. Please note that Billdu does not handle card payments on its own and in order to make it possible a “middle man” must be used. Stripe is such a third-party service that allows entrepreneurs and businesses to accept payments over the Internet.

If your client pays an invoice using the “Pay now” button you will be notified by Billdu. You will receive a push-message in the mobile app and the information will appear in the Notification center on the website as well.

Please note:

The very first payout will take ca 7-10 business days to transfer, which is a necessary holding period for compliance with anti-money laundering regulations. Next payouts take 2 days for US and 7 days for European countries.
A flat fee (e.g. US 2.9%+30¢, UK 1.4%+20p, EU 1.4%+20c) for each successful payment per transaction applies, you may want to check current fees on Stripe’s website.

 

Important note: All payments are handled, managed, approved or declined by Stripe. The first payout is made ca 7 days after the first invoice payment and when your account is linked. Take a look to Stripe’s user guide for more details. There is a flat fee for each card payment – visit Stripe’s website for more information. In case you need help with setting up your Stripe account or more information about a specific payment please contact Stripe support https://support.stripe.com/

PayPal payments

You can use your PayPal account to collect payments from clients. A Pay Now button appears on an invoice and your client can pay you instantly. A client can pay an invoice by card or via a PayPal account.
  • Navigate to Settings – My companies – Payment options – PayPal
  • Add your PayPal e-mail address (not your PayPal web account)
  • A Pay Now button will now appear on your invoices instantly

Note: The Pay Now button won’t be not visible in the preview or in exported invoices. The button is only visible on sent invoices. It will appear instantly on all online invoices (online links) and on the PDF files (depending on the Billdu platform and version)

  • online invoice: When opened on a computer a blue Pay Now button appears under the Total line. When a opened a mobile device a blue line Pay Now appears on the lower side of the screen.
Your client can click on the button an proceed with a payment using a debit/credit card or a PayPal account. The transaction itself is handled by PayPal. For more information about PayPal’s fees visit their website.

VAT and tax

When setting up your account Billdu will try to fill in all necessary details such as currency, country, location and vat. Sometimes the vat rate may differ or you want to add another vat rate as well.

WEBSITE

  • Navigate to Settings – Document settings
  • Select VAT settings on the top menu. The VAT-name will differ based on your current settings
  • Turn on Invoices with VAT if necessary
  • You can enter 3 vat rates which will be then available for you while creating invoices or items
  • You can also change the VAT name if necessary
  • Press Save

MOBILE APP

  • Navigate to Settings – Document settings
  • Select VAT     > from the menu. The VAT-name will differ based on your current settings
  • You can enter 3 vat rates which will be then available for you while creating invoices or items
  • You can also change the VAT name if necessary
  • Click on Save and save the Document settings (on Android app just go back to the main menu)

 

 

Additional taxes (HST, IRPF)

When setting up your account Billdu will try to fill in all necessary details such as currency, country, location and vat rates. Sometimes the vat rate may differ or you want to add another vat rate as well.

WEBSITE

  • Navigate to Settings – Document settings
  • Select VAT settings on the top menu. The VAT-name will differ based on your current settings
  • Turn on Invoices with VAT if necessary
  • You can enter 3 vat rates to each of the 2 VAT-types which will be then available for you while creating invoices or items
  • You can also change the VAT name if necessary
  • Some 2nd taxes are cumulative, in this case turn on Cumulative tax
  • Press Save

MOBILE APP

  • Navigate to Settings – Document settings
  • Select VAT     > from the menu. The VAT-name will differ based on your current settings
  • You can enter 3 vat rates to each of the 2 VAT-types which will be then available for you while creating invoices or items
  • You can also change the VAT name if necessary
  • Some 2nd taxes are cumulative, in this case turn on Cumulative tax
  • Click on Save and save the Document settings (on Android app just go back to the main menu)

Please note that 2 vat rates are available only in some countries.

 

Adding images and pictures

MOBILE APP

  • Create or edit  an invoice and click on the paperclip icon in the upper right corner
  • Take a picture or select an image from gallery, add Name or Description and press Done
  • If a message appears to allow Billdu to access your device, click OK
  • Images will be added to your invoice and you can see it in the preview

Decimal places and rounding

As a default setting Billdu shows numbers with 2 decimal places on invoices, documents, in the invoice list and in the statistics. In the mobile app this setting is influenced also by your local settings. On iOS devices navigate to Settings – General – Language & Region – Region where you can see a preview of the current number format and decimal places. On Android devices it can be found mostly at Settings – System. Please see instructions for your mobile device.

On the website you can change the decimal places on an invoice from 2 to 4 under Settings Document Settings Item price rounding. As the label says, you can change the decimal places for items. The Total, Amount due and other summaries will be still rounded up to 2 decimal places. This settings affects only PDF files created or sent from the website and the online links to invoices.

Rounding on invoices

The total price, total price with VAT and VAT are calculated from the summary of item’s netto prices. The item’s netto price is the basic unit from which all calculations are performed. Because of this there might happen on some occasions that the overall Total or VAT summary on an invoice differs at 0.01. This is rather not an error as there are more ways how to perform rounding on invoices.

 

 

Company and Tax identificators

Every company has one or more identification numbers. In the US you need just a Tax Registration No., in the UK many companies have a Company Registration No and a VAT Registration No. When you change the country in your business settings or the country of your client, Billdu will display the appropriate identificators. 

If the identificator name doesn’t suite your country or the country of your client, you can rename it by clicking on the pencil icon. Rename the identificator at your will, press Save and save your business settings or your client.

 

 

 

Language

Billdu displays invoices and other documents in English, German, Spanish, French, Italian, Russian, Dutch, Norwegian, Swedish, Finnish, Danish, Slovak, Czech, Polish and Hungarian. You can switch every document to any of those language at any time – in both mobile and web app. In the mobile app click on Details while editing an invoice, on the website click on More details while editing an invoice or select a language from a drop-down box in an invoice preview.
The interface of the mobile app can be switched to English, German, Spanish, French, Italian, Russian, Dutch, Slovak, Czech, Polish and Hungarian. The website can be switched to English, German, Spanish, French, Slovak and Czech.
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