Features & Tools

Learn more about the possibilities of Billdu

Client’s signature

MOBILE APP

    • 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 Invoices can be filtered by Paid/Unpaid/Overdue, estimates by Invoices/Issued/Outdated and purchase orders by Status.

  • Invoices can be filtered by Paid/Unpaid/Overdue, estimates by Invoices/Issued/Outdated and purchase orders by Status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.

How to set up your own e-mail address:

  • Navigate 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). Those information should be available in a user guide to your mail client. You can also contact your mail administrator in order to obtain those data.
  • Click on Connection test to test if the connection is established. If the everything is correct a  green message SMTP test successful appears. Now your e-mail messages will be routed via your mail server and delivered from your own e-mail address

 

note:

In order to use a Gmail account, enable the access to Less secure apps

Sometimes Gmail’s SMTP doesn’t accept a password, in this case create a new password to your Gmail account and update the SMTP settings in Billdu.

It may be also necessary to contact your system/mail administrator to enable an access for Billdu’s mail server. We are using Amazon servers located in Ireland.

If an error message appears during a test or when sending and email, forward it to your system admin or consult a user guide to your mail client. The error message is a reply from your mail 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 us 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 – click here to learn more. 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 (such as Gmail, Yahoo, GMX etc.) to send e-mails because Android doesn’t have any own mail app. When you send an e-mail message from Billdu a menu appears where you can choose from your installed mail apps. 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

Fast expense upload

We try to make the upload of bills, receipts, and invoices to your expenses as comfortable as possible. You can save your expenses in a default way by navigating to Expenses and creating a new expense however, it’s also possible to speed things up

iOS app

On an iPad click on the Dashboard on the icon Expense (on the right)

On an iPad and iPhone navigate to Expenses and click on the scanning icon (a square near the + sign). A camera is triggered immediately and you can save the image right away.

Website

Billdu offers a bulk upload of expenses. There is a place for expenses on the dashboard which says “Drag and drop your bills here or click to upload“. If you have expenses and your folder just select them and drag them to this area, or select “click to upload” and locate the files on your computer. You can save more items into this section. Billdu will show you how many expenses you’ve uploaded.

Once ready click on “XX draft expenses”. A new window with an expense will pop up where you can enter all necessary details for that particular expense.

Click Save to save the expense.

Click Save and next to save that expense and continue with the others.

Click Next draft expense to work with another uploaded expense. You will be able to work with the expense later.

The max. file size for an expense is 2MB. Billdu won’t upload a file larger than that.

Save expenses from email

We try to make the upload of bills, receipts, and invoices to your expenses as comfortable as possible. You can save your incoming invoices as PDF files to your expenses.

iOS app

  • Open the email with a bill or invoice. It should contain either a PDF file or an image.
  • Click on the file to open it.
  • There’s an icon of an arrow in a box on the right side (either on top or on the bottom depending on your device) – click on it.
  • A new menu opens. Find Copy to Billdu and click on it.
  • The image/pdf file will be transferred to Billdu’s expenses and you can enter other details and save it.

Android app

  • Open the email with a bill or invoice. It should contain either a PDF file or an image.
  • Click on the file to open it
  • From the menu (mostly three dots on the right) select Share
  • Find and choose Billdu
  • You can now adjust the image, enter all necessary details and save the expense

 

The "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

 

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

MOBILE APPS

With Touch or Face ID enabled you can lock your Billdu app. Enable the Touch or Face ID lock under Settings – Security and choose a Lock Timer. The app will lock itself if you don’t use it for a set time interval or if woken up from a sleep mode. Face ID works only with iOS devices.

 

WEBSITE
Billdu web app will automatically perform a logout after 30 minutes of inactivity. This is a security precaution in case you leave your browser without logging out  – after half an hour you will be automatically logged out. To log in again a password will be required.
Please be aware that the process of creating an invoice or estimate without saving for more than 30 minutes is NOT considered as an activity. You should save your documents regularly. 

 

Accountant's account

WEBSITE

An accountant’s account:
– is completely for free
– can be connected to multiple businesses. You can see documents of connected companies
– invoices can be marked as “Processed” once done
– documents can be exported as MDB or CSV
– can be connected to any Billdu account

How to send an invitation to an accountant

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 Send invitation

  • The accountant will get an e-mail message with a special link
  • If there’s no accountants account created yet then Billdu will ask to set a password. After a creation a new accountant’s account will be created and the accounts get connected
  • If there is already an accountant’s account present then by confirming the email link or by clicking on Confirm connection in the Clients section the accounts get connected
  • Now your accountant has the ability to see, edit and download your invoices

Note: You can connect multiple accountants to multiple companies. Each of your companies can have a different accountant.

How an accountant sends an invitation to another business

  • Click on SettingsClients and click on Invite client
  • Enter the e-mail address your client uses for accessing Billdu and click on Send invitation
  • An e-mail invitation will be sent to that client
  • Your clients can approving the e-mail invitation or clicki on Confirm connection in the section Settings – Accountant and both accounts will be connected

 

Client Statements

  • Select a Client
  • In the first section Invoiced (where you see all invoices of a client, the sum and due amount) click on click on + Statement
  • A new window appears
  • Select desired time-frame. As default the last 30 days are selected
  • Choose whether to show only unpaid invoices
  • In case there are invoices in more than one currency you will be able to select a currency
  • Now you can Preview, Print or Email the statement. A statement will be sent as a PDF file

note: Statement’s language and template settings are set by your Document settings

 

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 on 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 .

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.

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

WEBSITE

With an appropriate subscription you can make use of the automatic reminders

  • Click on Settings Document settings Automatic reminders
  • Select New reminder
  • Select the document type – Invoice, Estimate, etc.
  • Choose whether to send a reminder before or after a due date
  • Enter the number of days
  • You can choose one of the pre-defined reminder types and also alter the text. You may want to use the smart #tags# as well
  • Click on Confirm to create a new reminder rule

Notifications

WEBSITE
The Notification centre is displayed on the right side of your Billdu website. You will be notified when

  • your invoice or pro-forma invoice have been paid with Stripe
  • a user of yours created a document
  • a user of yours add or remove payment from an invoice

A notification will be marked as read when you click on it or when you click Mark all as read. By clicking on Show all you’ll get to an extended Notification center screen where you can browse between all previous notifications.

MOBILE APP
By enabling Push-Notifications on your device you’ll receive information whether a document has been viewed 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 after installed if you want to enable Push-Notifications.

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

With Billdu you can export your documents, expenses, clients and items.

  • Click Documents and choose Invoices, Estimates, etc.
  • A list of documents appears
  • Select desired status or date filter (e.g. Unpaid invoices from Last year)
  • Mark the check boxes of the documents you wish to export. Click on the most upper check box to select all documents. You can also uncheck unwanted documents.
  • Once a document has been checked then the number of selected documents and a new Actions button appear on the top of the page
  • Click on Actions
  • Select Export and choose between PDF, XLS and CSV.

 

XLS and CSV files are suitable for MS Excel and will be downloaded immediately as one file.

A PDF export will be delivered to your e-mail (the same you used at login) as zipped PDF files. There are 20 invoices in one exported PDF file.

 

Import

WEBSITE

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 import file with the Billdu (e.g. Name in row B, Street in row D, Tax ID number in row A, etc,)
  • 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 only numbers. The entries shouldn’t 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 recommend to try it first with a small sample.

Online Store Modules and API

Modules

With Billdu online store modules you can use our free modules to connect your online store with Billdu. Modules for OpenCart 2.x, OpenCart 1.5, Prestastop and  WooCommerce cen be found here. There is a brief guide in each file how to set up the module in order for your invoices to be created or sent via Billdu.

Your API key and secret can be found it your Billdu account on the website under Settings – API.

Shopify

A Shopify App can be found here. Log in to your Shopify account and either search for the Billdu app on the Shopify App Store or click on the link to download the app. Once accepted and successfully installed a new account with the same e-mail address as your Shopify store will be created at Billdu. Once an account has been created and linked with your Shopify store, Billdu will ask you when you wish to create and send your invoices.

Currently it’s not possible to connect with Shopify to a Billdu account which has been created previously.

You have a free 14-day trial and you can use all features and test the behaviour of your Shopify store at Billdu. After that period you will be billed by Shopify on a monthly basis. A monthly Premium subscription is necessary in order to run the Billdu app.

Please note that Shopify has quite a strict policy regarding the invoice payments from your clients therefore the section Payment Options (under Settings – My businesses) can’t be accessed on the Billdu website.

 

API

Please find our API documentation here:

http://docs.billdu.apiary.io/#
https://packagist.org/packages/billdu/api-client
https://www.npmjs.com/package/billdu-client

 

 

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.

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