✍️ Creating and issuing an invoice

If your workshop doesn't have invoicing active yet, the Owner sets it up: Setting up invoicing.

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Creating an order's invoice

Open the order and go to its Invoices tab, or click the label under its price (Not invoiced, Draft invoice or the invoice number).

There are two buttons, and you choose before creating:

Button	What it is	When
Create invoice	The full invoice, with the customer's details.	The usual one, and the one a company needs.
Simplified invoice	Without the customer's details. Only if your country allows it.	Sales to individuals that don't exceed your country's limit. If the customer is a company or the amount is over the limit, the button is disabled and, when you hover over it, it tells you why.

A small amount doesn't make it simplified: if your customer wants a full one, click Create invoice.

A draft is created with:

• The order's lines, each with its tax, and the shipping.
• A Discount line if the order has a discount, with its reason if it has one (Discount: Regular customer). If the order's price doesn't match its lines, the difference shows as Discount or as Adjustment.
• The customer's details, taken from their record.
• The order's currency.

The draft only exists in BolloPrint: it has no number, doesn't count towards your quota and you can delete it with no consequences (⋮ menu → Delete draft).

An order allows a single invoice, and not another one after it's been corrected with a credit note (Getting paid, correcting and sending). If it isn't paid you'll see “This order is not paid”: you can invoice it anyway, although the normal thing is to invoice when you get paid. A cancelled one can't be invoiced.

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The customer's details

The customer isn't typed into the invoice: the Customer box shows, read-only, the record of the order's customer. While it's a draft it follows the record (if you correct it, it updates by itself); when it's issued, the details are frozen.

Customer	What their record needs
Company	Always its legal name and address. Its tax ID too, except in the United Kingdom, where it isn't asked for because many companies have no VAT number. A company never goes on a simplified invoice.
Individual, full invoice	Whatever your country requires (first name and surname, ID document, address…).
Individual, simplified	Nothing from their record.

If the record is missing something, you see it in red:

• Before creating, in the Invoices tab: The customer record is missing details, with the list. If you click Create invoice anyway, nothing is created. On a small sale to an individual, it reminds you of the Simplified invoice.
• In the draft, the Customer box turns red with Missing: …, and Issue stays blocked.

In both cases, Open customer record opens their record without leaving the order. More about the record: Customers.

Your own details

If your country requires workshop details on every invoice (in Germany, email, phone and IBAN) and you've deleted any of them in Tax information, the tab warns you with Workshop details missing and the list. You won't be able to create or issue a full invoice until you complete it; Complete tax information takes you to the field. The same goes for the Company registration number in the countries that require it (in the Netherlands and the Czech Republic, on simplified invoices too).

Notes and selling without VAT

The Notes field is free text that is printed on the invoice (for example, a customer reference). Save it with Save.

If the sale goes without VAT, you indicate it on the draft's Sale without VAT card: Selling without VAT.

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Issuing

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1. The preview. Click Issue and you see the invoice exactly as your customer will receive it: design, lines, dates, the sale-without-VAT mention and the number it will have. Before that it runs the issuing checks (customer details, your details, the quota): if something fails, you see it here. Below it reminds you to check the details: an issued invoice can only be corrected, and its content is your responsibility.

2. Validate. Click Validate and issue. Then:

What happens	Detail
It takes its number	From your series, with today's date.
The due date is stamped	Issue date + your payment term. If the order is already paid, it's due the same day and, when you close, BolloPrint asks “Invoice paid?” so you can mark it as paid with the order's payment date.
The PDF is saved	In your workshop. From that moment the invoice counts towards your monthly quota.

The window shows you the number, Download PDF and, if it carries an e-invoice (ZUGFeRD), Download XML.

The invoice also carries the date of supply: it's the order's Dispatch date; if it has none, its Completion date, and if it has neither, the issue date. Keep those dates up to date.

In the header you'll see its number and a single label: its payment (Pending · due …, Overdue, Paid or Credited) or Draft if it isn't issued. If it's simplified, that's shown next to it.

If the invoicing service…	What happens
Doesn't respond	BolloPrint retries on its own and never numbers the same invoice twice. You also have Retry issuing.
Rejects the invoice	It isn't numbered: it goes back to draft with the reason, so you can correct it and issue it again.

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ZUGFeRD (Germany)

A full invoice and its credit note are saved as ZUGFeRD: the PDF carries the invoice data inside. In Documents, the row carries the ZUGFeRD label and a button to download the XML next to the PDF.

• An invoice that's missing something for its e-invoice isn't issued: if one of your details is missing, it tells you beforehand; if the service finds another problem, it rejects it without numbering it and tells you which field is missing.
• If, once issued, its e-invoice couldn't be saved, you'll see E-invoice pending with the reason. You don't have to do anything: we look into it ourselves.
• Simplified invoices and the Paid copy are plain PDFs.

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Currency and language

Currency. The invoice is in the order's currency. If it isn't your workshop's, the invoicing service adds the conversion at the official rate of the issue date (not the order's or one typed by hand), and that's the one added up in Finance. See Documents in another currency.

Language. The invoice comes out in your workshop's language (Settings → Workshop → General, under Localisation), not your personal one; if the workshop has no language set, in English.

• The English is British (VAT, VAT No., dates such as 06/10/2026).
• The shipping and adjustment lines BolloPrint adds are in that same language.
• If your country requires its own language, the invoice comes out in it even if your workshop uses another one.
• If you change the workshop's language, new invoices come out in the new one. A draft already created keeps its shipping and adjustment lines in the previous one: delete it and create it again.