🧾 Setting up invoicing
In 30 seconds
- Invoicing is activated only once, in Settings → Workshop → Invoicing.
- Only the Owner can activate or deactivate it: it means authorising BolloPrint to issue legal documents on your workshop's behalf.
- A five-step wizard (six in some countries) guides you; the numbering and the currency can't be changed afterwards.
- The payment term can be changed later, with Edit.
How invoices are created, issued and paid: Invoices. Which countries it's available in: Countries available. What each one requires: Requirements by country.
Before activating
Your plan. Invoicing comes with Pro, Max and Business. With another plan you see the whole section, but Activate invoicing appears locked with “Available from the … plan”. If your country isn't open yet, the section doesn't appear.
Your tax details. Your invoices go out with the details from Settings → Workshop → Tax information as the issuer, so they have to be complete. Under Before activating you'll see:
- Tax details complete, in green, if nothing is missing.
- Missing tax details: …, with the list and the Complete in Tax information button, which takes you to the first empty field.
More in Tax information.
Who. Administrators see the section and its status, with the notice “Only the workshop owner can activate or deactivate invoicing”.
The wizard, step by step
Click Activate invoicing. The What your country requires step only appears in some countries; where it doesn't, the following steps move up one number (numbering becomes step 4 and acceptance step 5).
| Step | What you decide or check | Can it be changed afterwards? |
|---|---|---|
| 1. Your plan | It confirms that your plan includes invoicing and how many invoices a month (credit notes count). | — |
| 2. Your country | Whether it's available and what its law requires. If it allows simplified invoices up to an amount, it tells you: below it you invoice an individual without identifying them; above it, the invoice carries their identification and address. Below, Good to know about your country (for example, whether you have to notify the tax office of something or keep the PDFs in your bookkeeping). | — |
| 3. Tax details | It checks that they're complete. | Yes, in Tax information. |
| 4. What your country requires | Only in some countries: Requirements by country. | — |
| 5. Numbering | Prefix (letters and digits only, up to 8), First number (in case you're coming from another program and want to continue your series) and Restart the sequence every year (the number includes the year). Below you see Your first invoice will be:, for example INV-2026-00001. Credit notes have their own series, with an R in front. | No. |
| 5. Numbering: payment terms for your invoices (on the same screen) | The days between issuing and the due date printed on each invoice. By default, 0: due the same day, the usual when you get paid on the spot. | Yes, with Edit. |
| 6. Acceptance | You read the conditions, type your full name as a signature and tick I have read and accept the conditions above and I have read and accept the BolloPrint Terms and Conditions (with a link in your language). | — |
The Terms and Conditions have a “Legal invoicing” section that's worth reading. The essentials:
- You're the issuer and you're responsible for the content of your invoices: your details, your customers', the taxes, the reasons for a sale without VAT, the numbering.
- BolloPrint is a tool and doesn't advise you on tax or legal matters. What the app suggests (rates, mentions, thresholds) is a help: check it before issuing and, if in doubt, ask a professional.
- Keeping your invoices is your obligation: see Your invoices.
We store your acceptance with your name, the date, the address you accept from and the version of the Terms you accepted.
When you finish, BolloPrint registers your workshop with its invoicing service and you'll see Invoicing activated. If the service takes a while to confirm, it stays at Activation pending: try again in a few minutes.
Two things that can't be changed afterwards
- The numbering is set on activation: a continuous series is what gives your invoices their validity.
- Your workshop's currency is locked on activation: all your invoices are converted to it. If you really need to change it, write to us.
What some countries require
Some countries ask for something of their own on activation: a required detail, a checkbox (for example, the small business one or “I am not registered for VAT”) or an invoice format. Only the countries with exceptions are in Requirements by country; if yours isn't there, it doesn't ask for anything extra.
With invoicing active
The section shows:
- Invoices this month: what you've issued against your plan. How to read it: Invoices.
- Invoicing service: the Status, the Numbering, the Payment terms, Activated on, Accepted by, the Environment and the View invoices button.
- At the foot, a line reminding you that BolloPrint isn't tax advice, with a link to the Terms and Conditions.
Changing the payment term
The Owner clicks Edit, types the days (0 = due the same day) and clicks Save, without deactivating anything. It applies to the invoices you issue from then on; those already issued keep their due date. The numbering doesn't appear there because it can't be changed.
Deactivating invoicing
The Owner can click Deactivate invoicing whenever they like (it asks you to confirm). The service becomes Read-only:
| What | How it's left |
|---|---|
| New invoices | They aren't issued, and neither are credit notes. |
| Those already issued | They're kept: you can view them, download them, send them and keep recording their payments. |
| The numbering | It's kept: with Reactivate invoicing the same series continues. |
The dialogue reminds you that, if you're planning to close your account, you should first download your archive with Download invoices (Your invoices).
The same happens if you move down to a plan without invoicing: the service becomes read-only, your invoices are still there and can be downloaded, and to issue new ones you have to upgrade your plan.