Getting started

Set up your account and create an invoice

Set up business details

Enter your business details which will appear on your invoices and other documents.

WEBSITE

    • Click on Settings section
    • Click on My businesses
    • Click on the name of the company you’d like to edit
    • A window with all your company details appears
    • Enter, change or fill any relevant data. You can also add a logo and signature as JPG or PNG files.
    • You’ll find several Payment options in here as well

If you need tax to show up on your invoices, the company’s type should be set as VAT Payer.

  • Click on Save when ready

APP

    • Select Settings
    • Select My businesses
    • Click on the name of the company you’d like to edit
    • Your company details appear
    • Enter, change or fill any relevant data. You can also add a logo and signature here
    • You’ll find several Payment options in here as well

If you need tax to show up on your invoices, the company’s type should be set as VAT Payer.

  • Click on Save when ready

note: It is important to enter your company details correctly. All information will be displayed on invoices and estimates created AFTER saving the settings. When you log into Billdu and create an invoice for the first time, Billdu automatically redirects you to the business details section.

Add clients

WEB

  • Click on Client in the main menu
  • Click on the New client button
  • Enter client details into all required fields
  • Company reg. no. descriptor will change according to selected country
  • Enter Shipping address if necessary by clicking on Ship to
  • In the Default settings set Discount, Due date, Payment type, Delivery date, Currency, Language, Payment options and Notes. Those settings will be used when creating an invoice
  • Enter an email address for a convenient invoice sending later
  • Click on Save client when ready

MOBILE

  • In the main menu tap on Clients icon
  • Tap on + in the upper right corner
  • A new screen appears
  • If you have your client’s details in your phone, tap on the “blue head” icon in the Billing name row and select from your contact list
  • Enter all necessary details as country, address, contact, tax number etc.
  • Enter an email address for a convenient invoice sending later
  • Click on Save

Change default settings

Under Document settings you can pre-set your own default settings such as Language, Payment method, Template, colour and also E-mail messages, Reminders, Numbering and tax related features.
Some features are available only on the website, some features are only available in the mobile app.

  • Go to Settings – Document settings
  • Choose a category: Document settings, VAT settings, Numbering, Notes, E-mail templates and Local settings
  • The changes will take effect on new documents after you hit Save

Products and Items

WEB

  • Click on Product
  • Click on New item
  • Enter all required fields
  • Click on Track inventory level if needed and enter the number of items on stock
  • Click on Save

MOBILE

  • In the main menu tap on Items icon
  • Tap on + in the upper right corner to create new product
  • Enter all necessary details like Description, Price and Tax
  • To track your stock/inventory, enable it first under Settings – Document settings. Then enter an Item code to an Item and click on Track inventory level. Enter the real inventory level of your item

note: You will find a detailed description of the Inventory management in this FAQ section.

Customize the layout

How to add a logo and a signature.
WEBSITE

    • Go to Settings
    • Click on My businesses
    • Click on the name of the company you’d like to edit
    • Buttons to upload pictures with your logo and signature are at the bottom

The size of your logo on the invoice depends on the picture’s size and dimensions.
A pictures has to be in JPG, PNG or GIF format
The max. size of an image is 2MB
The best resolution for a logo is 600x400px. Images with another resolution or proportions will be truncated or stretched on the invoice. Billdu will automatically try to accommodate your image to your invoices.

APP

    • Select Settings
    • Select My businesses
    • Select the name of the company you’d like to edit
    • Your company details appear
    • From the bottom of the list select Logo
    • Select Insert image from camera roll
    • Choose an image
      Note: On iOS devices you can now crop and rotate the image
    • Click Done
    • A preview of the invoice with your logo appears. You can remove the logo or go Back
    • Tap on Signature
    • Tap on Insert image or Sign by finger. You can now choose an image or crate a signature right in the app
    • Click Done
    • Click Save

Note: Changes in business settings will take effect on the next invoices you create. It won’t effect your created invoices.

Hint: In the section Settings – Document setting you can choose your own template, colour and details which will be displayed on the invoice. You can also alter document names by selecting Custom labels.

Set up Payment options

WEBSITE

  • Click on Settings section
  • Click on My businesses
  • Click on the name of the company you want to edit
  • A window with all your company details appears
  • Click on Payment options
  • Now you can enter the Account holder name, Nank name and Account number. Your bank details will appear on every invoice and estimate/quote.
  • Enter a PayPal e-mail to let your clients pay you by PayPal or bank cards. A Pay button will appear in the online link
  • Enable card payments to let your clients pay you by bank cards. A Pay now button will appear on your online and PDF invoice. Card payments are handled by Stripe
  • Click on Save

Learn more about PayPal and Stripe payments here.

APP

  • Select Settings
  • Select My companies
  • Select the name of the company you want to add/edit
  • Your company details appear
  • Select Payment options on the bottom of the list
  • Select Bank details, PayPal or Card payments. Card payments are handled by Stripe
  • Enter, change or fill any relevant data.
  • Go Back and Click on Save when ready

Learn more about PayPal and Stripe payments here.

note: In case of two bank accounts both will appear on the bottom of the invoice but only the first account will appear in the colour strip on the Stripe template. You can enable/disable displayed bank accounts in the Client’s Default settings on the Billdu website.

Add payment (mark as paid)

WEBSITE

  • 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

or

  • Use the check boxes to select desired invoices
  • The number of selected invoices and an Actions button appear on the top of the page
  • Click on Actions and select Add payment
  • An Add payment window appears
  • Choose a payment date: Issue Date, Due date. Today or Other. The issue date and due date selection will use those dates from the invoices. By selecting other you can choose your own date.
  • Click on Add payment

 

APP

  • In the Documents tap on Invoices
  • A list of all invoices appears
  • Select and click the desired invoice
  • In the black bar on the bottom click on the Payment icon
  • A new window appears
  • Now 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 line saying Paid is added under Total and the Total due sum changes accordingly

 

Mass selection and bulk operations

WEBSITE

Export several invoices, add multiple payments or delete selected clients by using the box checkers.

  • On the left side of your document list select one or more check-boxes. Or click on the most upper check-box to select all displayed items.
  • The number of selected invoices and an Actions button appear on the top of the page
  • Click on the Actions button
  • Choose between Add payment (Invoices and Proforma invoices), Export (CSV, XLS, PDF) or Delete
  • The chosen action will be performed and a green message appears if successful

You can read more about Adding payment in the previous article and here about the Export

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 businesses . Enter your business name, tax or company number, don’t forget about details such as phone number and e-mail address. A very important part is to choose whether your company is a VAT payer or not. Upload a logo and create a signature as well. Enter bank details to Payment options so your customers know where to send payments directly. All information entered will appear on your invoices.
  • Take a look to the Document settings section in the section 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 special #tags.
  • You can learn more about invoice customization in this section

Create an invoice

WEBSITE

  • Navigate to DocumentsInvoices
  • Click on the blue button  New invoice 
  • 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. You can use the search function as well to look for clients based on their names
  • Enter an item – name, quantity and unit price are mandatory. In case you have selected your company type as “VAT payer” in your Business settings, you can enter a pre-defined tax to your invoices.
  • You can add an item code or item discount if enabled at Settings – Document settings
  • Check if the issue date or due date are correct
  • Click on more options to enter a reference number, order number or to choose another payment type. You can also change the currency, language of your invoice or add a global discount
  • Enter or change the introduction text and add some notes if necessary
  • Click on Save
  • A new window with the 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 APP

    • 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 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
    • By clicking on the paperclip icon in the upper right corner you can add images to your invoice. Take a picture or select from gallery, add Name and Description and press Done.

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:

    • Click on Save
    • Click on Preview to see your invoice and to change the colour and template – with an icon on the right.
    • By clicking on the upper right icon choose an invoice color, invoice template and several template options (show, hide or rename invoice details)
    • Now your invoice is ready and you can press

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 click 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. You can add more e-mail addresses separated by a comma
      • Add an attachments if necessary
      • When “Send a copy to my e-mail” is selected, an additional e-mail will be sent to your e-mail address (not necessary to use if you have your own e-mail set at Settings – Document settings – Email settings as CC/BCC)

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

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

    MOBILE APP
    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 uses your iOS Mail app. It doesn’t use any 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 on the Email icon
    • If you’ve entered an e-mail address in your client’s settings then it will appear in the automatically
    • You can add more e-mail addresses separated by a comma
    • 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-mail sending click here

    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 APP

    • 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 all the data from the invoice
    • 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 Invoice from Order

    • In the Documents section click on  Orders
    • A list of orders appears
    • Choose the desired order and click on it
    • A preview of the order appears
    • In the upper right corner you will find a Create button
    • Click on the button and select Create invoice 
    • A new invoice will be created with the order data
    • 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 Invoice from Proforma

    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 Invoice from Estimate/Quote

    WEBSITE

    • In the Documents section click on Estimates
    • A list of your estimates/quotes appears
    • Choose the desired estimate and click on it
    • A preview appears
    • In the upper left corner you’ll find a Create button
    • Click on the button and select Create Invoice
    • A new window appears with all data from the estimate/quote
    • You can change the data if you want just as in a regular invoice
    • When you’re ready with your invoice click Save – a new invoice with a new number will be created

    MOBILE APP

    • In the Documents section click on Estimates
    • A list of your estimates/quotes appears
    • Select and click on the desired estimate/quote you want create an invoice from
    • On the black menu bar (on the bottom) click in the Invoice icon
    • A new window appears with all data from the estimate/quote
    • You can change the data if you want just as in a regular invoice
    • When you’re ready with your invoice click Save – a new invoice with a new number will be created

    Document types and differences

    You can create many document types with Billdu such as proforma invoices, quotes, estimates, orders, invoices, credit notes, and delivery note. There are slight differences in the layout in each of them as they display different information and serve various purposes.

    Quote vs. Estimate
    Even if very similar on the first sight there are differences between a quote and an estimate. They are both used to indicate the amount of service or products you’ll invoice to a client in the future however a quote indicates fixed costs and estimate a solid guess. A quote’s prices shouldn’t be changed when creating a final invoice even if the finished work ends up being more than stated. If you don’t feel to create quotes you can offer estimates to your clients. Read more how to switch between quote and estimate.

    • There’s no Pay Now button on a quote/invoice and it’s no possible to add a payment.
    • After creation the status is ISSUED and if it passes the date until it’s valid the status changes to OUTDATED
    • Once you create an Invoice  the status changes to INVOICED 
    • Your clients can add a signature with your mobile device

    A Proforma invoice is not recorded in your bookkeeping. It can serve a similar purpose as a quote but it’s also created after a job is done. It can be also used as a basis for payment.

    • You can add a payment or a partial payment to a proforma.
    • A Pay Now button is visible on the proforma if your card payments or PayPal payment is enabled.
    • A proforma is not a tax document, therefore, no tax appears in the total line. You can, however, have a tax displayed for every line item.
    • You can create an invoice or delivery note from a proforma.

    A Credit note is created for your client in case of a refund. It’s mostly created from an invoice.  It’s worth to bear mind that a credit note is a tax and commercial document.

    • A credit note may be created with a lower amount as your invoice and indicate a partial refund
    • The amount should be always negative
    • You can add a payment or a partial payment
    • It has the same numbering as your invoices because a credit note is more or less just an invoice with a negative amount
    • It influences your company balance and statistics

    Purchase orders
    Regular and online shops which handle orders from their clients can use the Purchase orders to track the incoming orders. Once your client places an order you can create an order and change its status, payment type or delivery type accordingly. You can later turn an order to a proforma invoice or final invoice.

    Delivery notes
    Important when shipping goods – a delivery note. You can create one from nearly all other documents.

    • It displays only item description, quantity, and unit
    • No prices or taxes are displayed – neither for items nor for the total amount
    • You can create a delivery note from other documents however it’s not possible the other way round because the DN lacks necessary figures (like prices and tax). We suggest to use purchase orders from which you can create both delivery notes and invoices.
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