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Invoicing: a guide to getting started
Invoicing: a guide to getting started

The first steps to start billing in Holded

Héctor Emperador avatar
Written by Héctor Emperador
Updated over a week ago

1. Fill in your account details

To configure your business data in Holded, follow these steps:

  1. Enter the information of your account , including company name, NIF, email, telephone and profile picture

  2. Add the billing address , city, postal code, province and country.

  3. Select the currency you want to work in and set your date and language preferences .

  4. Finally, access the terms and conditions, privacy and cookie policy, and data protection law.

  5. Click " Save ".

2. Select a template and upload your logo

Holded allows you to customize your brand image using templates :

  1. In the menu Document Templates , click "Template 1" or "New Template"

  2. Browse and choose your preferences regarding the template or logo features, customize the document format, as well as other additional fields and more details.

  3. Click "Save"

You will be able to apply the templates saved in " Format of documents ".

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:

  1. Click the "New Invoice" button

  2. Select or create the contact to whom you want to issue the invoice and put a due date

  3. Detail the concepts you want to invoice with the number of units, the price and the taxes of each of them

  4. Add a message, if desired.

  5. Select the payment method

  6. Specifies the sales account

  7. 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.

6. Send the test invoice

Once the test invoice is created, you can practice sending it:

  1. Select the invoice from the listing

  2. On the invoice detail page, click Submit

  3. 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

  4. 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

  5. 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:

  1. Access the invoice list from Sales > Invoices

  2. Click "Import" in the 3-dot menu, top right

  3. Download the import template

  4. Complete the corresponding data taking into account that not all information is necessary

  5. Once saved, drag the file or press File Upload

  6. Check that all information has been imported correctly from Sales > Invoices

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