My first invoice

Congratulations! You have successfully changed all necessary settings. No other configurations are necessary in the beginning. And the best thing is . . . in all likelihood, you won’t need to make many more adjustments in the future, if at all.

Now you can really get started. Each document in Billomat is associated with a customer. So the initial step is to create a customer file by first clicking on Master data > Customers in the sidebar. Now you will see an overview of all of your customers. In the beginning this list will be empty of course. On the right side there is a link for creating a new customer. Fill out all fields in the online form and click on “Save ” below. Excellent! Now your first customer will show up in the overview. Later you can add more customer contacts by the way.

In the left sidebar, you can change between the different document types (invoices, estimates, reminders, etc.) Here, too, you will see an overview of all documents in table form, and you can create a new document using the buttons to the right.

The procedure is very similar for all document types. Let’s first create a sample invoice. Click on Invoices > Create on the left side.

Now you will be asked to select the customer who is to receive your invoice. The customer who has just been created will be displayed here. Without filling out any of the fields, simply click on “Search” here. The customer you just created will appear. Later, when you have more customers on file, then it may be helpful to fill in the search boxes so that only customers are shown that meet these criteria. Now, select your customer with a click.
In the invoice form, you can insert as many items as you wish. If you intend to keep using the same (or similar) items, then you can also insert them as articles. The process is similar to creating a new customer file.

The invoice number is automatically assigned by Billomat, but you are welcome to change it as well. This may especially make sense when creating your first invoice, if you don’t want the invoice numbering to start with 1. Click on the “change ” link and assign a different number. All subsequent invoice numbers will then continue where this one left off.

On the right-hand sidebar you can make changes in the fields for the due date, the currency and the payment methods. The discount settings can be found under the total gross amount. Don’t forget to save the draft of your invoice by activating the “Save” button at the bottom of the page. Voilà – your first invoice!

Before setting this invoice to paper, please go back to the menu item “Documents” and > Invoice. Now you will see the invoice overview, including the invoice you just created. If you want to open it again, simply click on the appropriate line. Here it is especially important to note the status, which you will find listed at the upper right of the invoice screen. In the beginning, each document receives a “Draft” status. This means that by pressing “edit” you can still make changes. When you are ready to finalize the invoice, then activate the “complete” button, also to the right. As of now, the invoice can no longer be edited. It is important to ensure that only one version of each invoice exists.

By completing the invoice, the status automatically changes to “outstanding” and further buttons appear to the right. Now it is possible for you to print and send the invoice or to book a received payment after several days.

That’s all, folks! The first invoice is now on its way.

It is also possible to create new documents using already finalized ones. In the case of invoices, the function “new delivery note” is for instance available if you want to generate a delivery note from the related invoice. When you use this function, two documents automatically become linked. This helps to maintain an overview as to which invoice was created from which estimate, for example, or which reminder applies to which invoice.

» Further information can be found on the Support Page.


Tour progress

The first chapter of the Starters Guide concludes here. You have now customized all settings that are absolutely necessary in order to use Billomat. What is more, you have learned how to create customer files and documents (by example of invoices).

Continue with section 2: Functionality for Intermediate Users

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