Features & Tools

Learn more about the possibilities of Billdu

Client’s signature

    • Choose a document
    • Select menu
    • Click on Sign by client
    • A preview of the invoice appears
    • Click on Sign by client
    • Today’s date and Company name are already pre-defined and you can edit it if necessary
    • The client can sign directly with a finger
    • Click Done
    • The date, name and signature will appear on the document

note: You can also delete the signature if necessary

Filtering and Search

WEB

    You can use a clever mix on filtering and search in the website. Invoices can be filtered by Paid/Unpaid/Overdue, estimates by Invoices/Issued/Outdated and purchase orders by Status.

  • Invoices can be filtered by Paid/Unpaid/Overdue, estimates by Invoices/Issued/Outdated and purchase orders by Status
  • Expenses can be filtered by Paid/Unpaid/Overdue and by Category
  • All documents can be filtered by Issue date
  • All documents can be searched by using the search function
  • You can combine all types of filters and search for e.g. unpaid invoices from last year by “Sample Ltd.”

MOBILE

  • You can filter your documents by date when clicking on This year▼ on the upper side of your screen
  • By clicking on the magnifying glass icon you can also search the documents by Client name
  • The search function is also enabled for Clients and Products

 

E-mail & SMTP

All your invoices are sent by default by our server and are delivered as “YOUR COMPANY NAME /invoices@mail.billdu.com/”

You can add attachments as big as 5MB to an e-mail message.

You can also send your e-mails from your own email address by enabling the SMTP settings.

Go to Settings – Document Settings – E-mail templates

As an E-mail sending method choose SMTP

Enter your Login (mostly e-mail address), password, SMTP server address, port and security settings (SSL/TLS)Now your email messages will be routed via your SMTP server and delivered from your email address

note: It may be necessary to contact your system administrator to obtain the settings and to enable Billdu to use your SMTP server.note: If an error message appears forward it to your system admin (it’s the reply from the SMTP server).

E-Mail in mobile apps

iOS
As a default setting of the iOS mobile app, Billdu makes use of your native iOS mail app to send e-mails. Your e-mail messages will be sent from your own e-mail address and customers will recognize it easily. You can make use of your e-mail address list and all sent documents can be found in the Sent items list of your mail app. Billdu doesn’t use third-party mail apps.

You can also change the mail sending method and use your website settings. Under Settings – E-mail-Settings scroll down and disable Send with iOS Mail App. From now on your invoices will be sent by our server and the settings in your Billdu website will be used. For more information see the section E-Mail on website

Undelivered e-mails and spam

If you’ve sent an e-mail from your mobile app and it hasn’t been delivered, you may want to check the settings of your native mail app. Also check the Sent items – if the invoice is in there then it has been sent.
It may happen that an e-mail lands in client’s SPAM folder or it has been filtered due to high security settings of client’s mail app – this is something you or me have no control about.

How to change the outgoing e-mail address

You can add another e-mail address to your iOS device and switch between the e-mail accounts while sending invoices – more information here. You can select from which address your e-mails are delivered. Set a primary e-mail address in your mobile device settings under Settings – Mail – Default account
or
when sending an invoice

  • Select a document
  • Tap on Email
  • On the screen with the email message click on From
  • A menu appears on the bottom and you can select one of your e-mail addresses

Android
The Android app uses third-party mail apps to send e-mails as Android doesn’t have any own native mail app. When you send an e-mail message a menu appears where you can select an appropriate mail app. The Billdu app looks for all apps which offer e-mail sending and displays it to you.

Reminders

MOBILE

  • Find an unpaid invoice and click on it. Invoice details appears
  • Click on Menu
  • Select Send reminder from list
  • Choose a reminder by clicking on an emoticon
  • Reminders are pre-defined and already contain the information about invoice number and due payment. You can edit the text
  • Click Send
  • A new window appears. If the client has an email address added, it will be used automatically
  • If you wish now to send the reminder, click Send

WEB

    • In the invoice list or in the invoice preview click on the bell icon
    • A “Send reminder” window appears
    • Choose from one of our reminders. If the client has an e-mail address added, it will be used automatically
    • You can change the text or subject.
    • Press Send

note: The reminder text can be changed at Settings – Document Settings – Email templates.
A sent reminder appears also in the Timeline

Dashboard/Statistics

WEB
Use the dashboard for a comprehensive overview of your business and statistics. The dashboard appears every time you enter Billdu.
On the first screen it shows your company balance, invoices and expenses. The second screen displays paid, unpaid and overdue invoices separately. The third screen shows your expenses.
If your company applies tax to invoices it will be also shown in the statistics beneath every total.
MOBILE
In the iOS mobile app tap on clock face icon. The statistics are very similar to those on the web site. You can select Year, Client and Currency.
You can switch between a Balance view, Invoices or Expenses
Zoom the display with your fingers to get a more detailed view of the colour bars.
Tap on a colour bar and an exact value of the bar appears.
note: Set the start of the fiscal year in Settings – Document Settings

Cash Receipt

WEB

  • Select and preview an Invoice
  • Add a payment or a partial payment
  • Click on Create button in the upper left corner
  • Select Cash receipt
  • A PDF file will be created and downloaded
  • The sum on the cash receipt is equal to the sum you’ve added to the invoice

MOBILE

    Invoice has to be paid or partially paid

  • Select an invoice
  • Click on three dots
  • Select Receipt
  • A preview of a receipt appears
  • Click on the icon on right to Print, Send or Send with invoice

 

Security

iOS
With Touch ID enabled you can lock your Billdu app. Enable the Touch ID lock under Settings – Security and choose a Lock Timer. The app will lock when you don’t work with the app for a set time interval or if woken up from sleep mode.
Touch ID works only with iOS devices. WEB
Billdu website will automatically log you out after 30 minutes of inactivity. This is beneficiary if you leave your account open on a computer and walk away, after that half an hour you will be logged out and a password is required.
Please be aware that if you create an invoice or estimate without saving for more than 30 minutes it is NOT considered as an activity. You should save your documents –even drafts- regularly.

API

Please find our API documentation here – http://docs.billdu.apiary.io/#
You will find your API settings in your account under Settings – API or click here https://my.billdu.com/company.settings.settings/api

Accountant's account

WEB ONLY

An accountant’s account:
– is for free, no subscription needed. You can create it by choosing “Accountant” as Company type when signing up to Billdu.
– can connect to multiple companies. You can see documents of connected companies, mark invoices as “Processed” and export documents to accounting software in MDB or CSV format.
– can connect to any Billdu user and manage more users in just one account.

  • Go to Clients and click on Invite client
  • Enter the email address your client uses as a Billdu login
  • An email invitation has been sent to that client
  • By either approving the email invitation or clicking on Confirm connection in the Accountant section both account will be connected

An invitation to an accountant can be sent from your company – go to Settings – Accountant , click on Add accountant, enter accountant’s email address and click Confirm

  • The accountant will get an email message where he/she confirms the account creation and both your accounts get connected.

 

Recurring Invoices

WEB ONLY
Recurring Invoicing tool creates invoices in regular periods. . It is a tool that creates same the invoices for a specified time period and sends it automatically to a client.

note: Invoices with monthly recurrence at the end of the month will get a shorter recurrence period after a month with fewer days.

    • E.G. If you set a recurring invoice on 31st Jan, the next invoice will be created on 28th Feb. A third invoice will be then created on

28th March

    (not 31st March)

  • Choose recurrence (monthly, weekly, yearly) and number of cycles (1 to indefinitely)
  • Select whether to send the invoice as an e-mail to a client. In this case the e-mail address has to be saved in the client’s settings first
  • Choose a client and enter other invoice details
  • Click Save

From now on an invoice will be created in set time intervals Find out more about recurring invoicing in our BLOG .
All invoices created by Recurring invoices look the same, there is no possibility to change the content.

Recurring Expenses

WEB ONLY
Recurring expenses tool creates expenses in regular periods.

  • Go to Expenses – Recurring Expenses and click on New Recurring Expense
  • First choose a Name for the event
  • Enter price and tax, choose category (mandatory) and select a company
  • Enter a date when a first expense shall be created
  • Choose recurrence – weekly, monthly, yearly
  • Upload a document or picture if necessary
  • Select recurrence and if the expense shall be automatically marked as paid
  • Click Save

From now on an expenses will be created in set time intervals. Recurring expenses will appear in the statistics as regular expenses once created.
If needed you can create more categories at Expenses – Categories.
Find out more about recurring expenses in our BLOG .

Notifications

WEB
The Notification centre is hidden behind the globe icon in the upper side of the page. You will receive notifications when your invoice or proforma invoice has been paid with Stripe, if some of your users create a document or if they add/remove payment from an invoice. You will be notified by a red number signalizing the number of unread notifications. If you mark all as read the red icons will disappear. By clicking on Show all you will get to an extended Notification centre screen where you can browse between all previous notifications.
MOBILE
By enabling Push-Notifications enabled on your device then you will receive information whether a document has been viewed or payed by your client. In case of Stripe payments you will be notified once your invoice is paid.
To enable or disable push-notifications take a look to Apple’s user guide.
Billdu asks you (when installed) if you want to enable Push-Notifications.

Fiscal year

This feature enables to alter the beginning of the fiscal year by your local laws.

  • Go to Settings – Document settings
  • Scroll down
  • Click on Tax year starts
  • Choose the start of the fiscal year

Changes in this settings have an impact on your statistics/dashboard.

Timeline

WEB ONLY
Timeline displays the most important events of a document. Preview a document and scroll down to see the Timeline.
To get a deeper insight please read our Billdu blog.

Inventory management

With an appropriate subscription you can make use of the Inventory management

    • In the Products section either select an article or create a new one
    • The Item code has to be filled in order to track inventory levels
    • Select the grey Track inventory level button – it turns blue or green
    • Now you can enter the initial stock. You can use numbers with decimal points as well
      • note: In the web version you can also click on + and enter more details like date, time and note
    • Save item when done

note: When you create an invoice and add this item, the stock will decrease by the number of items on your invoice
A credit note will increase your stock.
Orders, proforma invoices and estimates don’t affect the stock at all.
For more tips and tricks on Inventory management, head over to our blog.

Automatic reminders

With an appropriate subscription you can make use of automatic reminders

"Create" button

WEBSITE
We have a magical button on our website which creates Cash receipts and turns orders to quotes, quotes to invoices and invoices to delivery notes. Preview a document and click on Create button in the upper left corner.

    You can:

  • Create a cash receipt: Just add (partial) payment to an invoice before, click Create and choose Cash receipt
  • Create order, proforma invoice and invoice from Estimate
  • Create delivery note and credit note from Invoice
  • Create proforma invoice, invoice and delivery note from Order
  • Create invoice and delivery note from Proforma invoice

 

Notifications

WEB
The Notification centre is hidden behind the globe icon in the upper side of the page. You will receive notifications when your invoice or proforma invoice has been paid with Stripe, if some of your users create a document or if they add/remove payment from an invoice. You will be notified by a red number signalizing the number of unread notifications. If you mark all as read the red icons will disappear. By clicking on Show all you will get to an extended Notification centre screen where you can browse between all previous notifications.
MOBILE
By enabling Push-Notifications enabled on your device then you will receive information whether a document has been viewed or payed by your client. In case of Stripe payments you will be notified once your invoice is paid.
To enable or disable push-notifications take a look to Apple’s user guide.
Billdu asks you (when installed) if you want to enable Push-Notifications.

Modules for online stores

Visit – https://www.billdu.com/online-store-invoices.php to find out more about modules for online stores.

Barcode scanner

MOBILE
The barcode scanner does not require a special subscription
step 1
In order to use the Barcode scanner you have to enable it

  • Select Settings and then Document settings
  • In the section Product and item settings tap on the Barcode Scanner switcher in order to enable it
  • Select Save

step 2

  • Go to Products and either create or edit an item
  • Select the barcode icon next to Item code
  • A window with camera opens
  • If a message appears “Billdu would like to access the Camera” click OK
  • Scan the barcode – Billdu automatically reads the code
  • Now the barcode sequence is in the Item code
  • Select Save

step 3

  • Edit or create an invoice
  • Add an item by clicking on +
  • Select the barcode icon next to Item code
  • A window with camera opens
  • Scan the barcode
  • Billdu automatically reads the code and shows the right item
  • Select Save to save the item to the invoice

For more tips and tricks on using Barcode scanner, head over to our blog.

Export

WEBSITE

  • In the Document section choose Invoices, Estimates or another document type
  • A list of documents appears
  • Select desired status or date filter (e.g. Unpaid invoices from Last year)
  • You can export one document as a PDF file when you click on the PDF icon

or

    • In the lower left corner at the end of the invoice list you will find an Export button
    • Click on the button and choose between PDF, XLS and CSV. Billdu exports selected invoices as one file. XLS and CSV files are suitable for MS Excel and will be downloaded immediately. The PDF file will be delivered to your email.

note: The number of mass exported documents depends on the document filter. In this way you can export documents for e.g. one month or 2nd quarter.
The invoice export will export invoices only. To export credit notes go to the the Credit note section and perform a document export.

Import

WEBSIE

You can import your Clients or Items in one batch. The imported file has to be an Excel file (XLS or XLSX) and the data has to be sorted in columns.

  • Go to the Client or Products section and click on Import
  • In the Import section match columns of the Excel file with Billdu (e.g. Name in row B, Street in row D, Tax ID number in row A, …)
  • Select whether your import file has a header
  • Browse for the file and click on Import
  • If your file could be successfully imported a green message appears
  • An e-mail message will be sent once the import is done and inform you how many items were successfully saved

Please note: Prices, quantity and tax shall contain neither any symbols like $, € or % nor empty spaces.
Importing an Item or Client with the same name overwrites the Item or Client already saved in your account.
Before importing a large number of data we strongly recommend to try it first with a small sample.

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