Before you send your first invoice, some basic information should be in place so the invoice is correct and the customer knows where to pay. Here's the checklist.
1. Company details
Fill in the company's basic information under Administration → Company details: name, organisation number, address and email. You can also upload a logo (separate tab), which appears on the invoice. See the separate guide: "How to set up company details".
2. Bank account (account number) – required
You must have entered an account number under Administration → Bank before you can invoice – the customer needs to know where to pay. Enter the company's bank account there, and choose which account should be the Invoice bank account. This is the account shown on the invoice. If you've got a new bank account, see Changing the bank account on your invoices.
3. Invoice setup
Go to Administration → Invoicing and check:
Next invoice no. – the number the next invoice will get. If you're continuing an existing number series, you can adjust it here.
Invoice message – the default text included with the invoice (e.g. "Thank you for your business!").
Delivery and payments – activate what you need: EHF invoicing, eFaktura (Consumer) and/or KID number. (Costs may apply when activating and using these.)
4. At least one customer
You need a customer to invoice. Create the customer via New customer (the Customers module), or start typing the customer name in the Customer field when you create the invoice – the customer is then created there.
An address is required for every customer, regardless of delivery method – including EHF. If the address is missing, you'll get an error when you try to invoice.
For EHF the customer must additionally have an organisation number and be registered as a recipient in the Peppol registry. Catacloud checks Peppol automatically on every lookup – there is no separate "EHF" toggle on the customer record that you need to switch on.
5. At least one product
Every order line needs a product, a quantity and a net price. The VAT code comes from the product and can't be changed on the invoice line – to use a different VAT rate, change it on the product. You can use an existing product, or create a new one directly on the invoice line: type the name in the Product field and choose New product: <the name>. See How do I create a product in Catacloud?
How to create the invoice
Once the points above are in place:
Click New sale at the top of the left-hand menu in Invoicing.
In Create invoice, fill in the required fields (marked with an asterisk): Type, Customer and Delivery method.
Add one or more order lines (product, quantity and price – the VAT code comes from the product).
Check the Preview, and choose Save draft or Send invoice.
Common reasons something is missing
EHF is missing or greyed out as a delivery method: If the customer has no organisation number, EHF disappears from the list entirely. If the customer has an organisation number but isn't registered as a recipient in Peppol, EHF still shows – but disabled, with an explanatory error message. See more here: Sending and receiving EHF: requirements, activation and troubleshooting.
Error about address: the customer has no address – add it on the customer record.
The invoice doesn't add up / is missing a total: check that the order line has a quantity and a net price.
When should you contact us?
If something unexpectedly doesn't work as it should, get in touch. Tell us which client and customer it concerns, and what you were trying to do, so we can help you faster.