Customization and Functionality

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

Basics - first things first

  • You can customize your Billdu invoice and settings. First enter your company details – you will find this section in Settings My companies . Enter the name, company number, tax number, and do not forget about details like the phone number and email because they will appear on your invoice. It is very important to enter whether your company is a VAT payer or not. Upload a logo and create a signature as well. Enter bank details so your customers know where to send payments.
  • Have a look into the Document settings section under Settings. Here you can choose the invoice template and colour, the numbering format, default payment type, due date and order statuses. Default text lines and document names that will appear on invoices can be changed and edited as well. You can also pre-define own email texts and reminders using tags.
  • Create clients and articles as described above. It will help you in the process of invoice creation and also save you a lot of time.

Create an invoice

WEB

  • Click on Documents and click on the blue New invoice button
  • A new window appears and you can begin to create an invoice
  • The invoice gets its number automatically – you can alter it if needed now or anytime later
  • Select a client from the list or click on + to create a new client. A new client appears at the end of the list but you can use the search function as well
  • Enter an item – name, quantity and unit price are mandatory. In case you have selected your company type as “VAT payer” under Settings, you can put tax to your invoices
  • Check if the issue and due date are okay
  • Click on more options to enter a reference number or to choose another payment type. You can also change the currency or the language of your invoice and enter a global discount
  • Enter or change the introduction text and include some notes if necessary
  • Click on Save
  • A new window with an invoice preview appears
  • At the top of the invoice, there are several icons – here you can change the language of the invoice, edit, duplicate, send, download as PDF, create a credit note, send a reminder and delete the invoice

MOBILE

    • In the main menu tap on Documents and tap on Invoices
    • Tap on + in the upper right corner
    • A new screen appears
    • Your invoice will get a new number if you are online. Otherwise the invoice will get a number as soon as your internet connection is active
    • First tap on Client and either create a client from scratch (take a look how to create a client) or tap on Choose from client list when you already created a client
    • Now you are back at the New invoice screen
    • Select More details to change the invoice number, issue and date, discount and payment method. You can also add an introduction text and a note. You can also set the document’s currency and language
    • When you are ready click on Back to get to the New invoice screen
    • Tap on + to add new items. Either choose items from your list or enter all the necessary information for a new item

note: Items created directly while creating an invoice are not saved to the Items section. If you want to use the same items in the next invoice again, we recommend you create them in the Items section first.note: (iPad) If you don’t tap on Save but somewhere else on the screen, the client will be saved only to this invoice rather than to the Client section. Use it if you have one-time clients you don’t want to save for later.

    • Click on Save
    • Click on Preview to see your invoice and to change the colour and template – with an icon on the right.

 

    • Now the invoice is ready and you can click

Done

Preview an invoice

WEB

  • In the Documents section click on Invoices
  • A list of all invoices appears
  • Click on any invoice you want to preview
  • Do not click at the paid/unpaid sum as a window for adding payment appears

MOBILE

  • In the main menu tap on Documents and then on Invoices
  • Select and tap on the desired invoice you want to preview
  • In the middle of the screen klick on Preview

Send an invoice

WEB

    • In the Documents section click on Invoices
    • A list of all invoices appears
    • Click on the envelope icon ✉ by an invoice you want to send
    • A window Send by mail appears
    • Enter the recipient, the subject and the text
    • Add attachments if required

If the Client has an e-mail address added, then it appears here automatically
note: If you have a text pre-defined under Settings – Document settings – E-Mail Templates then it appears here as well

    • Select if you want to have a copy of the invoice sent to your email

note: If you have your e-mail address entered as a CC under Settings – Document settings – E-mail Templates then you don’t have to select this field

  • Click Send
  • If successful, a message “The e-mail message has been sent” appears

MOBILE
Billdu uses the email system of your mobile device. All invoices are sent as regular emails with a PDF attachment and an invoice link
On iOS devices Billdu cannot use third party apps to send emails

  • In the main menu tap on Documents and tap on Invoices
  • Select and tap on the desired invoice you want to send
  • In the lower left corner click Email
  • If you’ve entered an email address in your client’s settings then the email address will appear in the email automatically
  • If you’ve filled the subject, CC/BCC client and email body in your settings (Settings – Email) it will be automatically added to the email
  • Hold your finger in the e-mail body section and a menu appears. Now you can add an attachment or picture to your e-mail message
  • Click on Send
  • You will find the sent invoices in the folder Sent of your email client

For more information about e-mails scroll down to Other – Sending emails

Print an invoice

WEB
There are several ways to print an invoice

  • In the Documents section click on Invoices
  • A list of all invoices appears
  • Click on the PDF icon on an invoice you want to print
  • An invoice in PDF format will be downloaded
  • Open the downloaded PDF file
  • Print as a regular document

or

  • In the Documents section click on Invoices
  • A list of all invoices appears
  • Click on an invoice to get a preview
  • Press CTRL+P on your keyboard
  • The printing process begins as a regular printing – a window with your printer appears

note: It depends on your browser if the invoice is being printed correctly. MOBILE

  • Select an invoice you want to print
  • Selectin the lower right corner
  • A menu appears
  • Select Print
  • A new window Printer Options appears
  • Select a compatible printer, adjust the settings if necessary and click Print

note: A compatible AirPrint printer and WiFi is necessary in order to print from your device.

Duplicate an invoice

WEB

  • In the Documents section click on Invoices
  • A list of all invoices appears
  • Click on the Duplicate icon ❐ of an invoice you want to duplicate
  • A window with a new invoice appears – a regular invoice has been created
  • All data from the previous invoice apart from the dates have been copied to the new invoice. You can set your own date
  • Click on Save – a new invoice with a new number is created

MOBILE

  • In the main menu tap Documents and then Invoices
  • Select and tap the desired invoice you want to duplicate
  • Select Duplicate in the lower bar
  • A new window appears with the data taken from the invoice you wanted to duplicate
  • If needed you can change the data of the invoice
  • Click on Save when ready – a new invoice with a new number is created

Create an Invoice from Estimates/Quotes

WEB

  • In the Documents section click on Estimates
  • A list of estimates appears
  • Choose the desired estimate and click on it
  • A preview of the estimate appears
  • In the upper right corner you will find the button Create invoice
  • Click on the button and window appears telling you that an invoice was created from the estimate
  • Change the date and details if necessary and click Save

MOBILE

  • In the Documents section click on Estimates
  • A list of all estimates appears
  • Select and click on the desired estimate you want create an invoice from
  • On the lower right corner click on the three dots icon
  • A menu appears
  • Select Create invoice
  • A new window appears with the data taken from the estimate
  • You can change the data if you want just as in a regular invoice
  • When you are ready click Save – a new invoice with a new number will be created

Create an Invoice from Proforma Invoices

WEB

  • In the Documents section click on Proforma Invoices
  • A list of proforma invoices appears
  • Choose the desired proforma invoice and click on it
  • Add a payment if needed
  • On the top of the page click the Create invoice button
  • A new invoice will be created from the proforma invoice
  • Set the dates, edit the final invoice if necessary and click Save
  • If a payment was added to the proforma then the payment also appears on the final invoice

MOBILE

  • In the Documents section tap Proforma-Invoices
  • A list of all proforma invoices appears
  • Select and tap the desired proforma invoice you want create an invoice from
  • On the lower right corner click on the three dots icon
  • A menu appears
  • Select Create invoice
  • A new window appears with the data taken from the proforma invoices
  • You can change the data if you want just as in a regular invoice
  • When you are ready click Save – a new invoice with a new number will be created

Create an Invoice from Orders

  • In the Documents section click on Orders
  • A list of orders appears
  • Choose the desired order and click on it
  • A preview of the estimate appears
  • In the upper right corner you will find a button Create invoice
  • Click on the button and a window appears with – an invoice was created from the order
  • Change the date and details if necessary and click Save

MOBILE

  • In the Documents section tap Orders
  • A list of all orders appears
  • Select and tap the desired orders you want create an invoice from
  • On the lower right corner click on three dots icon …
  • A menu appears
  • Select Create invoice
  • A new window appears with the data taken from the order
  • You can change the data if you want just as in a regular invoice
  • When you are ready click Save – a new invoice with a new number will be created

Create an expense

MOBILE APP
1. Expenses

    • Select Expenses from the main menu and click on the + sign in the upper right corner
    • Enter a description of the expense
    • Enter a vendor name. You can also select from the vendor list. If you add a new vendor, it will be saved to Clients
    • Choose a category and date

note: More categories can be added on the website in the section Categories in the Expenses section

  • Add amount and tax
  • Tap on Take photo to snap an image of an expense/bill/receipt
  • Tap on Add photo to upload a photo from your Gallery
  • Choose Dropbox to upload an expense from your Dropbox account
  • If a message appears “Billdu would like to access the Camera” or “Billdu would like to access the Gallery” click OK
  • An image enhancer asks you to adjust the frame, click Done when ready
  • Choose the brightness of a b/w image or select Color to keep the initial image and click Next. This step is used to enhance the quality and readability of your expenses.
  • Click Save

note: All your receipts are saved on our cloud-server and can be accessed from the Billdu website.

2. Upload files
When a client sends you a PDF invoice you can upload it to your expenses

  • Access your native iOS Mail app
  • Open the e-mail containing a PDF file
  • Select the PDF file
  • The PDF invoice opens
  • Select (and hold) to reveal icons on the bottom
  • A menu appears
  • Choose Copy to Billdu
  • A window New expense appears
  • Now enter Description, Date, Tax, Amount and choose a predefined Category
  • Click on Save

note: You will find your uploaded Expenses on the website in the section Expenses just like in the mobile app.


You can add or delete Categories on the webpage under Expenses – Categories

WEBSITE

    • Click on Expenses and select Expenses or click here
    • You will see a list with all of your expenses
    • Create a New expense or edit one
    • A new window appears
    • Either drag&drop your PDF/Image to the left side or locate it by “Click to browse”
    • Include a name, price, tax and select a Vendor. Your vendors are listed in the Clients section.

 

Save multiple expenses

WEBSITE

On the Dashboard locate the Expenses field (on the left)

There’s a message saying “Drag and drop your bills here or click to upload” and you can d as proposed

The expenses will be saved as drafts to your Expenses section

The number of draft expenses appears in the Expenses field on the dashboard – by clicking on it you can start to enter all necessary details and press Save, Next draft expense or Save and next.

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

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.

Item discount

WEBSITE

  • Go to Settings – Documents settings and enable Discount on items first
  • Save settings
  • Edit or create an invoice. You can now enter a discount to an item

MOBILE APP

  • Go to Settings – Documents settings and enable Discount on items first
  • Save settings
  • Create or edit an invoice
  • Create or edit an item – the discount-field is now available when you add an Item

Add a payment (mark as paid)

WEB
There are two ways to add a payment

  • In the Documents section click on Invoices
  • A list of all invoices appears
  • In the Total column click on the sum of the invoice you want to mark as paid
  • A window Enter payment appears
  • The sum is already set to 100% of the invoice and the date set to the current day. In case of a partial payment change the sum accordingly

or

  • In the Documents section click on Invoices
  • A list of all invoices appears
  • Click on an invoice and a preview appears
  • In the upper left corner click on Add payment
  • A window Enter payment appears
  • The sum is already set to 100% of the invoice and date set to today. In case of a partial payment rewrite the sum

MOBILE

  • In the Documents section tap on Invoices
  • A list of all invoices appears
  • Select and click the desired invoice
  • In the second row you see the column Payment and next to it UNPAID > or OVERDUE > . Click on it.
  • A new window appears
  • Here you can add/alter the Amount, Date and Note. The default setting is the full invoice amount and today’s date.
  • Tap on Add
  • The status changes to Paid or Partially paid and the button’s colour changes to green
  • When you preview the invoice, a Paid line is added under Total and the Total due sum changes

note: Android users can only mark an invoice as paid or unpaid. note: You can also delete a payment from an invoice. Go back to the Add payment window. In the mobile app

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)

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 PayPal.

  • Add your PayPal e-mail address (not your PayPal web account) to Settings – My companies – Payment options – PayPal
  • A Pay Now button will now appear on your invoices. It won’t be not visible in the preview or exported invoices. The button is only visible on sent invoices. It will appear instantly on all online invoices (online links) and also on the PDF file (depending on the Billdu platform and version)
  • When a client opens the invoice on a computer a blue Pay button appears under the Total line.
  • When a client opens the invoice on 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
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