Create an invoice: the customer, the lines, VAT and the due date
A new invoice starts as a draft with the next number. Pick the contact and the company, add products or your own lines with quantity, price, VAT and discount, check the due date and issue it.
A new invoice is a draft: nothing reaches the customer until you send it. Creating invoices needs the CRM Editor or Admin role.
Before the first one, fill in your company details: Before your first invoice.
Start the invoice
Open Invoicing → Invoices and click Create Invoice. You can also start one from a company (New invoice on its page), from a won deal (Create invoice) or from Create → Invoice on the dashboard.
The draft already has:
- the next number of your series;
- today as the issue date, and a due date that adds your default payment terms;
- your default currency, language and VAT rate.
The language decides the layout:
- Bulgarian — the form looks like the invoice itself, with the supplier on the left and the recipient on the right.
- English — the form is a list of sections: Invoice Details, Customer Information, Invoice Items, Additional Information.
The rest of this article uses the English names; the Bulgarian form has the same fields under their Bulgarian names.
Who receives it
In Customer Information:
- Contact — the person. Picking a contact fills in their company too.
- Company — the company invoiced. When the contact has a company, the invoice is made out to the company — its name, ЕИК, ДДС № and address — and the person is printed as the contact.
- No contact or No company — you can invoice a company without a person, or a person without a company.
- Owner — the colleague responsible for the invoice; by default you.
The lines
In Invoice Items click Add Item for each line:
| Column | What it is |
|---|---|
| Product/Service | Type to search your products; a product fills in its name, unit, price and VAT. Or type your own line. |
| Qty | The quantity. |
| Unit Price | The price without VAT. A product without a set price shows Set price. |
| Tax % | The VAT rate of this line. |
| Disc % | A discount on this line. |
| Total | Calculated. |
Below the line you can add a description. When a line has both your own name and a description, both are kept, as Name — description.
The totals at the bottom are the subtotal without VAT, the VAT and the amount to pay.
Terms and notes
In Additional Information:
- Payment Terms (days) — how many days the customer has to pay. Printed on the invoice.
- Notes (Internal) — for your team only. They are never printed or shown to the customer.
- Terms & Conditions — printed on the invoice for the customer.
If your workspace has invoice custom fields, they appear under Custom Fields; a required one must be filled in. See Invoicing settings.
Click Create Invoice. The invoice opens as a draft.
Issue it
A draft becomes an issued invoice when you:
- send it — see Send an invoice;
- or click Mark as Sent, if you deliver it another way.
Only then does it count as owed in Receivables and get payment reminders.
If something doesn't work
Please add at least one item to the invoice.
An invoice needs at least one line. Click Add Item.
The invoice number must end in exactly 10 digits (e.g. 0000000001), per Bulgarian VAT regulations. An optional non-numeric prefix is allowed.
You changed the number by hand. Leave the number CRM suggested, or keep ten digits at the end.
This number is already used by another invoice or a credit/debit note.
Invoices and notes share one series. Leave the suggested number.
The supplier's company name, ЕИК, address are missing — fill them in under Settings → Invoicing settings → Company before issuing (чл. 114 ЗДДС). The draft is kept.
Your company details are incomplete — see Before your first invoice.
Please fill in "…".
A required custom field is empty. Fill it in and save again.