The Document Creator is a powerful tool that allows you to generate professional invoices and credit notes quickly and easily. This guide will walk you through the process of creating compliant financial documents, from creation to delivery of the final document to your client.
Prerequesites
Before going any further, make sure to:
Update your company profile with your latest information (legal information, contact info, bank account(s)).
Add your customer(s) to your Banqup space.
Creating an invoice
Once you're done with the prerequisites, it's time to create an invoice (or credit note). Here's how to do it:
Go to Document Creator.
Select Sales invoice or Credit note, according to the document type you want to create.
Now, here's an overview of everything you can do in the Document Creator:
Add a customer by searching their name (or click on the Add to business partners button that appears if it doesn't exist yet).
After selecting a customer, you can change it or edit it via the three dots next to it.Cancel the creation of the document. All changes will be lost.
Save the changes you've made to the document.
Add the invoice details like invoice date, due date, delivery date.
Add/remove extra fields (buyer, contract, purchase order references).
Add product or service information like product description, quantity, unit, unit price, VAT rate, VAT excl. price.
Typing your product description will show products from your catalog for you to select. You can also add a new product to your catalog by clicking the Add to product catalog button that appears when typing.Show/hide columns.
Clicking on the three dots of an invoice line will let you add a discount to the product or delete the line.
An empty line can be deleted here directly.
Clicking Add line item adds an invoice line.
Mark the invoice as paid.
Add a payment reference and select one of your payment accounts where you'd like to be paid.
Add notes that will appear on the invoice.
If you select a 0% VAT rate for your invoice, the reason will appear here (e.g. reverse charge, VAT exempt, etc.).
When you're done with your document, click on Save. You can name your document (or use the default name) to save it as a draft.
After saving your document, an overview appears. You can still edit it or send it.
Creating a credit note
Creating a credit note works just like creating an invoice (see the steps above). However, there is one extra requirement: a credit note must reference the original invoice. Here's how to do it:
In the Invoice reference field, type the invoice number (or part of it).
The matching invoices will appear in a dropdown.
Select the original invoice to match the credit note to it.
To reference an invoice not on Banqup, you can simply write its number in the Invoice reference field.
Cloning an invoice/credit note
To create documents faster, you can clone an existing one and edit only the necessary fields.
You can clone documents from the Document Creator or from Sales Invoices:
Click the three dots next to an existing document.
Select Clone.
Choose whether to also clone the attachments (if there are any).
FAQ
Can I send invoices directly from Banqup?
Yes, after creating an invoice, you can send it directly to your client through Banqup.
What should I do if I make a mistake on an invoice after sending it?
If you've already sent an invoice with an error, you should create a credit note to cancel the original invoice, then create a new, corrected invoice.
Can I add a logo to my invoices?
It's currently not possible to add a logo to your invoices.