Before you start:
Go to Sales > Invoices
Click New Invoice top right or press the N key
Whether you're creating an invoice, a sales receipt (or simplified invoice), a quote, a proforma, or a credit/correction sale, you'll find the same layout with three areas: one for tax information, another for line items covering concepts, prices and taxes, and finally an area to complete payment and accounting details.
Some invoice fields, such as taxes or accounting accounts, will be filled in automatically following a priority order: first the contact's preferences, then the product's, and finally the company's.
1. Tax information
Select the contact you want to issue the invoice to. If they're not registered yet, you can type their name and click + Add to create a new one.
Choose whether to display the contact's tax address on the invoice, and how.
The document number field is filled in automatically based on your Invoicing Preferences settings.
The date defaults to today's date, while you set the due date yourself. If you need to add more than one due date, click Due date and press the Multiple dates button.
Add the Transaction date (used for tax purposes in tax model calculations, as the accounting entry date, and in the SII/TicketBAI and Verifactu fields) by clicking the Date field and selecting Transaction date.
2. Item, prices and taxes
In the item field, add the products or services you want to include. You can select existing items or create new ones by typing the name and clicking the + icon.
Add a description.
Set quantities, prices, and select the corresponding tax. You can manage the available tax types in the corresponding section.
To apply a discount, click + Add discount, check the relevant box — whether on the item or on the total — and enter the percentage to discount.
The total amount will be calculated automatically.
Once you've added a product or service, clicking on the cost information lets you decide whether to calculate the sale price automatically or not. This data is private.
If needed, you can write a message that will be visible at the bottom of the invoice, include some type of text, and add any previously configured custom fields.
Adding lines, headings, disbursements and scanning products
Open the dropdown just below the item line to add a new line to your invoice, group items under headings, include information about disbursements, and even scan products.
3. Payment methods and categorization
Select a previously configured payment method. You can also instantly connect one of your payment gateways.
Assign a sales accounting account. If needed, you can link different accounts to your invoice lines by checking the Account per item box.
Add Tags to better classify your documents. You can also diversify tags by checking the Tags per item box.
Assign the invoice to a user with the sales agent role. By default, the invoice will be assigned to the person creating the document. Note that the ability to assign invoices is only available from the Standard plan onward.
Link a Project to more easily track its billing.
Once you've completed all the fields, click Preview to review and verify that all the invoice information is correct, and if you're not happy with the document's design, click Edit design to select another template.
To approve the invoice instantly, click Approve. Keep in mind that once approved, the invoice cannot be edited or deleted, although you can void it.
If you need to make changes, you'll need to issue a correcting invoice. If you'd rather review it calmly first, select Save as draft and approve it later.
📚 Learn more about mandatory draft mode in the corresponding article.
Advanced options
Some details of your invoice come pre-set based on your configuration. However, from the Options menu you can customize your invoice depending on the situation.
Warehouse
Link a different warehouse to the stock of the product you're selling.Numbering
Select a different numbering sequence or assign a number manually. Remember that you can configure your invoice numbering in the document format section.Language
Choose the language in which you want the document to be displayed.
Currency
If you choose a currency different from the one assigned to your Holded account, the corresponding exchange rate for today will be applied. If needed, you can edit the exchange rate manually.Email template
Select the email template to send.
Show all accounting accounts
Disabling this option lets you link a single accounting account to your invoice.Design template
Choose a different template for this document.
Note that the preferences you select will only apply to the document you're currently creating.
Verifactu/Factura-e / TicketBai / SII fields
To manage the invoicing fields for Verifactu, FacturaE, TicketBAI or SII, go to the Options menu (top right), select the solution you need from among these four, and fill in all the fields required to correctly process your invoices with the relevant regional tax authorities (Haciendas Forales) or other administrative bodies.