The Document Creator is a powerful tool that allows you to generate professional invoices, credit notes, and quotes 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:
Cancel the creation of the document. All changes will be lost.
Save the document as draft.
Save and send it to the customer directly.
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.Add the invoice details like invoice date, due date, delivery date.
Tip: there's a setting to automatically set the document date to the current date. To toggle it on/off, go to Document Creator > click the cogwheel icon to open the settings > Automated document date. When this setting is turned off, you can choose the document date manually.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.Add a discount to the product
Delete the line.
Show/hide columns.
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.
(Note: link your bank accounts to Banqup first, or if you don't use Payments, add your bank account information manually in the Document Creator settings).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.).
Tip: You can set up a default note that will be added automatically to all the invoices/credit notes you create on Banqup. To set it up, go to Document Creator, click on the cogwheel at the top to open the settings, turn on Default note and write your text.
Creating a credit note
Creating a credit note works just like creating an invoice. However, there is one extra requirement: a credit note must reference the original invoice.
You have two options to create a credit note with a reference to the original invoice:
Option 1: Create from the Sales Invoices screen (recommended)
This option is recommended because the link to the original invoice is created automatically, according to which invoice you initiate the action from.
Go to Sales invoices.
Find the invoice you want to credit.
In the Actions column, click the three dots (⋮) and select Create credit note.
A credit note is generated automatically for the selected invoice with the correct amount already filled in and linked to the original invoice.
Review and edit the credit note if needed before sending.
Option 2: Create manually and reference an invoice
Start creating a new credit note (refer to Creating an invoice above).
In the Invoice reference field, type the invoice number (or part of it).
Select the matching invoice from the dropdown to link it.
To reference an invoice not on Banqup, you can simply type its number in the Invoice reference field.
To reference an invoice not on Banqup, you can simply write its number in the Invoice reference field.
Creating a quote
Go to Document Creator.
Select Sales quote.
Add your quote details:
Customer: Search for an existing customer by typing the name in the search bar and selecting it. You can also add a new customer to your business partners from here.
Document date: Select the date of the quote.
Expiration date: Set the date until which the quote is valid.
Products or services: Enter items manually or select them from your product catalog.
Notes: Add any additional information or conditions.
Save and send: Finalises the quote and sends it to the customer right away.
Save as draft: Keeps the quote in draft mode for later editing.
For more specific information check out this article: Creating quotes.
Cloning documents
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).
Sending your document
Once you've created an invoice or credit note, you can send it to your customer from Banqup.
You can first save it as a draft and decide to send it later. Simply click on Save draft and later you can open it and click on Save and send.
You can send it to your customer right away by clicking Save and Send.
The document is automatically sent to your customer using their configured delivery channels.
Sending invoices via Peppol
To send invoices via Peppol, make sure:
FAQ
Can I see if my invoices were successfully sent via Peppol?
Yes. Go to your sales invoices, double-click on een invoice to open its details, look at the Activities in the right panel. You'll see all the activity related to that document, and if it was sent to Peppol.
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 enter the VAT-inclusive price when creating a document?
No, the app currently only supports starting with the VAT-exclusive price.
Can I use negative amounts?
No, but you can use a negative quantity instead.
Can I add a logo to my invoices?
Yes. → Read more