🧾 Invoices

From BolloPrint you can issue legal invoices to your customers: numbered, legally valid and archived. An invoice is always born from an order, and it's worked on from that order's Invoices tab; the Invoices section in the menu (under Quotes) is the list of all of them.

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Is it available for my workshop?

It depends on two things, and each one shows in a different way:

	If it isn't met…
Your country. Legal invoicing opens country by country, because each one has its own rules.	You don't see anything: neither the Invoices menu, nor the orders' Invoices tab, nor the section in Settings. It isn't blocked: it just doesn't exist in your country yet.
Your plan. It's included in the Pro and Max plans, each with a number of invoices per month.	You see everything, but locked: the list and the order's tab open with the notice «Your plan does not include invoicing», and activating, creating and issuing are closed.

A workshop that ever activated invoicing keeps seeing it always, whatever happens to its plan, so as not to lose access to its invoices.

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Activating invoicing

It's activated only once, in Settings → Workshop → Invoicing, and only the Owner can do it: it means authorizing BolloPrint to issue legal documents on your workshop's behalf. Everyone else sees the status, with the notice that only the owner can activate it.

Before activating

The section tells you whether your tax details are ready. Your invoices go out with the details from Settings → Workshop → Tax information as the issuer, so they have to be complete. If something is missing you'll see Missing tax details: … with the list, and the Complete in Tax information button takes you straight to the first empty field.

The wizard, step by step

Click Activate invoicing and a five-step wizard opens (six if your country asks for something more, like Germany):

1. Your plan. It confirms that your plan includes invoicing and how many invoices a month (credit notes count).
2. Your country. It tells you whether it's available in your country and what its law requires. If your country allows simplified invoices up to an amount, it tells you: below it you can invoice an individual without identifying them; above it, the invoice carries their identification and address. Below, under Good to know about your country, the notices specific to your country (for example, whether you have to notify the tax office of something or keep the PDFs in your bookkeeping).
3. Fiscal data. It checks that it's complete.
4. What your country asks (only in some countries). For example, in Germany:
   • Your full invoices are issued as ZUGFeRD: a normal PDF that carries the invoice data inside as XML, so your customer's accounting software reads it without typing anything. They're saved in the order's documents, with the XML separately.
   • For that, your invoices need your email, your phone and your IBAN. Here they're required, even though they're optional in Tax information. If you already had them, they come filled in for you to confirm. The IBAN is checked as you type it.
   • If you're a small business exempt from VAT (§ 19 UStG), tick the box: your invoices will go out without VAT and with your country's legal statement. If your default tax isn't 0%, it warns you.
   • The invoice also carries the delivery date: the order's shipping date or, if it has none, its delivery date. Keep them up to date.
5. Numbering. You choose how your invoices are numbered:
   • Prefix: letters and digits only, up to 8 characters.
   • First number: in case you're coming from another program and want to continue your series.
   • Restart the series every year (the number includes the year).
   • Below you'll see how it will look: Your first invoice will be: for example FAC-2026-00001.
   • Credit notes have their own series, with an R in front.
   • Payment term of your invoices: the days between issuing and the due date printed on each invoice. By default it's 0: due the same day, which is the usual when you get paid on the spot. You can change it later (see below).
6. Acceptance. You read the conditions, type your full name as a signature and tick I have read and accept the conditions above.

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, the section stays at Activation pending and you just need to try again in a few minutes.

Changing the payment term

The payment term can be changed without deactivating anything: in Settings → Invoicing, the Owner clicks Edit, types the days and clicks Save. It applies to the invoices you issue from then on; those already issued keep their due date.

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How many invoices you have left this month

With invoicing active, Settings → Invoicing shows Invoices this month: a bar with what you've issued against what your plan includes («12 of 100 issued») and, below it, «88 left · renews on …». Invoices and credit notes count; drafts don't.

• From 80% the bar turns amber, and when you issue it warns you that you're getting close to the limit.
• At 100%, in red: You have used up this month's invoices. You won't be able to issue more until the renewal day. You have two ways out: Upgrade plan in My Account, if your volume has grown, or Write to us, if it's a one-off peak and you'd like us to look at it.

If your plan has no cap, you'll see «N this month · no limit», with no bar.

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Creating an order's invoice

Open the order and go to its Invoices tab. You can also get there by clicking the line under the order's price (Not invoiced, Draft invoice or the invoice number).

There are two buttons, and you choose before creating:

• Create invoice: the full invoice, with the customer's details. It's the usual one and the one a company needs.
• Simplified invoice (only if your country allows it): without the customer's details, for 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 turn an invoice into a simplified one by itself: if your customer wants a full one, click Create invoice.

A draft is created with:

• The order's lines, each with its tax, the shipping and, if the order's price doesn't match the sum of the lines, an adjustment line (a discount, if it's negative).
• 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 has a single live invoice. If the order isn't paid you'll see the notice «This order is not paid»: you can invoice it anyway, although the normal thing is to invoice when you get paid. A cancelled order can't be invoiced.

The customer's details come from their record

The customer isn't typed into the invoice. The Customer box shows the details from the record of the order's customer, read-only, and while the invoice is a draft it follows the record: if you correct it, the draft updates by itself. When it's issued, those details are frozen in the invoice.

Which details are needed depends on your country and on the customer:

• Company: always its tax details (legal name, tax ID and address). A company never goes on a simplified invoice.
• Individual: on a full invoice, whatever your country requires (first name and surname, ID document, address…). On a simplified one nothing from their record is needed.

If the record is missing something, BolloPrint tells you in red:

• Before creating the invoice, in the Invoices tab: The customer's file is missing data, with the list of fields. If you click Create invoice anyway, it tells you again and nothing is created. If it's a small sale to an individual, the notice reminds you that you can make a Simplified invoice.
• In the draft, the Customer box turns red with Missing: …, and Issue stays blocked until you complete it.

Either way, the Open customer file button opens their record without leaving the order so you can complete whatever is missing.

Your own details count too. 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, and doesn't let you create or issue a full invoice until you complete it. The Complete fiscal information button takes you to the field.

Notes

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

Sale without VAT

If this sale goes without VAT, you indicate it on the draft's Sale without VAT card. It's your decision: BolloPrint doesn't decide it for you. You choose the Reason:

Reason	When
Normal sale, with the lines' VAT	The usual.
Reverse charge (business in another EU country)	You sell to a company in another EU country, with a valid intra-community VAT number. The card offers you Check in VIES to verify it.
Export (customer outside the EU)	The customer is outside your country (and, if you're in the EU, outside the European Union).
Exempt (with its legal reason)	Any other exemption.

Below goes the Legal mention, the sentence printed on the invoice explaining why it carries no VAT. If you leave it empty, the standard mention in your country's language is set when you save; on an exempt one you have to write the legal reason yourself (the article of the law).

To sell without VAT, the lines have to be at 0%. The tax is set on the order, so the order of steps is: set 0% on the order, create the draft and choose the reason. If the draft was already created with VAT, you'll see This invoice carries VAT: delete it and create it again. BolloPrint also doesn't let you choose a reason that doesn't fit the invoice (for example, a reverse charge to an individual).

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Issuing

Issuing is two steps, in a single window.

1. The draft. Click Issue (the main button). The invoice opens exactly as your customer will receive it: its design, its lines, the dates, the sale-without-VAT mention… Still without a number: it says Draft. Before opening, it runs the issuing checks (customer details, your details, the quota), so if something fails you see it here. If you close the window, the draft is discarded and nothing gets a number.

2. Validate. If everything is right, click Validate and issue. Then:

• The invoice takes its number from your series and today's date.
• The due date is stamped: the issue date plus your payment term. If the order is already paid, the invoice is due the same day whatever your term, and when you close the window BolloPrint asks you «Invoice paid?» so you can mark it as paid with the order's payment date.
• The PDF is saved in your workshop and it counts towards your monthly quota.

The window shows you the number and the Download PDF buttons and, if your country uses ZUGFeRD, Download XML.

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

If the invoicing service doesn't respond, BolloPrint retries on its own and never numbers the same invoice twice; you also have Retry issuing. If the service rejects the invoice, it goes back to draft with the reason, so you can correct it and issue it again.

ZUGFeRD (Germany). A full invoice is saved as ZUGFeRD: the PDF carries the invoice data inside, and in Documents the row carries the ZUGFeRD label and a button to download the XML next to the PDF. If the draft is missing something for the e-invoice, the window warns you before validating; if you validate it like that, only the normal PDF is saved. Simplified invoices, credit notes and the Paid copy are plain PDFs.

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

Language. If your country requires invoices to be in its language, the invoice comes out in that language even if you use BolloPrint in another one.

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Correcting: the credit note

⋮ menu → Credit note prepares a credit note for the full amount of the invoice: the original still exists and the credit note cancels its effect. You can write a Reason (optional, it's printed). Click See draft and the same window as when issuing opens: you review the draft and validate it with Validate and issue, or close it and nothing is issued. It uses the series with R in front, counts towards your quota and inherits the sale-without-VAT reason if there was one.

The credit note appears in Documents, next to the original, which becomes Credited. Bear in mind that the order doesn't accept a second invoice, not even after crediting the first one.

It can only be credited in full and once; there are no partial credit notes.

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Getting paid

An issued invoice has a payment status, which you see in the order's tab, under its price and in the list:

Status	What it means
Pending · due …	Issued and unpaid, within the term.
Overdue · N days	Unpaid and past the due date. Nobody marks it: it's calculated automatically from the date.
Paid · …	You marked it as paid, with its date.
Credited	Cancelled by a credit note: it's no longer collected.

To record the payment, click Mark as paid and give the Payment date (today or earlier) and the Payment method (Bank transfer, Card, Cash, PayPal or Other). The whole invoice is marked: there are no partial payments.

When you mark it as paid, BolloPrint saves a second copy of the PDF with the «PAID» stamp, next to the original. The one you issued never changes: it's the legal document. In Documents you'll see both: the Issued one and the Paid one. Download PDF and Send by email use the most recent one (the paid one, if there is one).

If you made a mistake, ⋮ menu → Undo payment returns it to pending and removes the paid copy.

The order and the invoice don't mark each other on their own, but BolloPrint asks you: when you mark the invoice as paid, «Order paid?»; when you mark as paid an order whose invoice is pending, and when you issue the invoice of an order that's already paid, «Invoice paid?».

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Sending by email

⋮ menu → Send by email sends the invoice as a PDF to the customer (the Paid copy, if you've already marked it as paid). The address comes from their record and you can change it before sending. The subject is «Invoice [number] from [your workshop]» and the PDF is attached. If the customer has no email on their record, add one first.

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The invoice list

In the menu, Invoices (under Quotes) brings together all of your workshop's invoices:

Column	Description
Number	The invoice number, or Invoice draft if it hasn't been issued yet.
Type	Invoice or Credit note.
Issue date	When it was issued.
Customer	Who it's made out to.
Order	The number of the order it comes from.
Status	A single label: the payment of an issued one (Pending · due …, Overdue, Paid or Credited), or Draft, Issuing or Error if it isn't issued yet.
Total	In the invoice's currency; if it isn't your workshop's, with its equivalent (≈).

You can search by invoice number, order number or customer (first name and surname, company, tax ID or email): every word you type has to appear, regardless of order, capitals or accents. And filter by Status, Type, Payment and Issue date. Each row has its button to download the PDF, and clicking it opens its order on the Invoices tab: everything else is done there.

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Deactivating invoicing

The owner can click Deactivate invoicing in Settings → Invoicing whenever they like. The service becomes Read-only:

• No new invoices are issued.
• Those already issued are kept: you can view them, download them, send them and keep recording their payments.
• The numbering is kept: if you click Reactivate invoicing, the same series continues.

The same happens if you move down to a plan that doesn't include invoicing: your invoices are still there and can be downloaded, and to issue new ones you have to upgrade your plan.

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Who can do what?

Action	Read-only	Worker	Admin	Owner
View invoices and download their PDF	✅	✅	✅	✅
Create and issue invoices	❌	✅	✅	✅
Correct, send and mark as paid	❌	✅	✅	✅
Activate or deactivate invoicing	❌	❌	❌	✅