1. Fill in your account details
To configure your business data in Holded, follow these steps:
Enter the information of your account , including company name, NIF, email, telephone and profile picture
Add the billing address , city, postal code, province and country.
Select the currency you want to work in and set your date and language preferences .
Finally, access the terms and conditions, privacy and cookie policy, and data protection law.
Click " Save ".
2. Select a template and upload your logo
Holded allows you to customize your brand image using templates :
Additional Template Options
Templates such as "Clean2" and "Mino2" allow you to upload and manage two images—a primary logo and a secondary image, such as a certification seal. These templates enable enhanced customization for branding purposes.
In the menu Document Templates , click "Template 1" or "New Template"
Browse and choose your preferences regarding the template or logo features, customize the document format, as well as other additional fields and more details.
Click "Save"
You will be able to apply the templates saved in " Format of documents ".
In the menu Document Templates , click "Template 1" or "New Template"
Browse and choose your preferences regarding the template or logo features, customize the document format, as well as other additional fields and more details.
When uploading a logo, ensure it is in PNG or JPG format with a maximum size of 500x500px. For templates that support dual images, you can manage both the primary logo and an additional image under the logo configuration section.
Click "Save"
You will be able to apply the templates saved in " Format of documents ". For businesses using multiple brands under the same company, you can create or duplicate templates to include different logos. When generating documents, simply select the appropriate template to match each specific brand.
Advanced Customization
For users needing more flexibility, Holded offers HTML editing for templates. This allows custom positioning or resizing of logos beyond predefined options. Basic HTML knowledge or assistance from a specialist is recommended.
3. Add a bank and your payment methods
In the section " Banks ", click +Add Account to add a bank account, credit card, payment gateway or cash. We recommend synchronizing it, since you will need it later to have more control of your company. Learn more here about managing your banks:
Once you have a bank and a cash account, you can enter the payment methods. In Billing > Payment Methods Two default payment methods are created: bank transfer and payment in cash .
Customize them by clicking the three dots button, including the text you want to appear on the invoices, and add or connect the bank you created above for the IBAN be reported directly.
Choose, also through the three-point pontoon, your default cash payment method.
Once the payment methods are created, you can choose between them when creating an invoice. Learn more about payment methods here .
4. Adjust internal document numbering
From Menu > Preferences > Billing > Preferences you can configure the numbering of the different types of documents that you issue in your company, such as invoices, waybills or estimates.
In the "Document numbering" section, you can specify the numbering format, the start number and the end number. You can also select if you want the numbering to be automatic or manual. In this way, the following invoices that you generate in Holded will follow this numerical correlation.
📚 Learn here how to manage the numbering of your documents
5. Create a test sales invoice
To create a sales invoice in Holded, follow these steps:
Go to Sales > Invoices
Click the "New Invoice" button
Select or create the contact to whom you want to issue the invoice and put a due date
Detail the concepts you want to invoice with the number of units, the price and the taxes of each of them
Add a message, if desired.
Select the payment method
Specifies the sales account
Verify that all the information on the invoice is correct and click the "Save" button
You can check all your sales invoices at Sales > Invoices.
📚 Learn how to create a sales invoice
6. Send the test invoice
Once the test invoice is created, you can practice sending it:
Select the invoice from the listing
On the invoice detail page, click Submit
Enter a recipient . As it is a test, you can send it to one of your emails or to your colleagues to see how it looks
Modify the message if you wish
💡 The message contains a link to the invoice on the customer portal that you can copy to share with your contacts in the way you prefer
Select the sending method you prefer (email or post), and press Send.
📚 Learn how to send invoices from your email address
✨ When you're done, remember to delete your test invoice so it doesn't throw off your accounting. Learn here how to do it.
7. Import previous sales invoices
Importing the invoices you have previously created into Holded allows you to continue your billing process naturally. Follow these steps to import them, or check out this article to learn how to do it:
Access the invoice list from Sales > Invoices
Click "Import" in the 3-dot menu, top right
Download the import template
Complete the corresponding data taking into account that not all information is necessary
Once saved, drag the file or press File Upload
Check that all information has been imported correctly from Sales > Invoices