Invoicing: an advanced guide

Become a billing expert at Holded.

Camilla avatar
Written by Camilla
Updated over a week ago

1. Connect your bank

If you haven't already done so, adding a bank or payment gateway will allow you to synchronise your bank transactions and then reconcile them in just a few clicks.

  1. Go to Banks from the toolbar and select Banks.

  2. Click on + Add account

  3. Select the option Banks

  4. Choose the country from the drop-down menu

  5. Type the name of your bank in the search bar

  6. Select your bank

  7. Enter your login details and click Continue

  8. Click Continue

2. Customise the sales accounts

The sales accounts have a double function: on the one hand, they allow you to classify and analyse your income in order to define specific objectives, and, on the other hand, they are essential for your accounting to meet all the requirements.

In Analytics>Targets you will find all the accounts you have created. You can create a new one by clicking on the + button at the top right, or customise the ones you already have.

  1. From the Accounts section, click on Sales . Note that the accounts in this list are only those that belong to group 7 of Sales & Revenue.

  2. Select the account you want to customise

  3. From the pop-up window, select the type of account, modify its name and numbering as you see fit, and finally, assign a colour to make it stand out more in your searches.

3. Set sales targets

Defining your annual or monthly sales targets is a fundamental step for your business strategy. Holded gives you the possibility to assign your targets per account, using fixed or incremental values.

  1. Go to Targets

  2. Click on the Assign targets button on the top right hand side

  3. Choose between monthly or yearly targets Select a sales account from the list

  4. Manually enter the amount you are aiming to achieve

If you need to set the forecast based on the last months data, click on the magic wand icon and set more precise forecast values, such as increment, decrement, date and quantity.

4. Add Tags

Tags, or labels, allow you to mark items for easy reference and analysis. Create and assign them according to your needs.

  1. Click on Add Tag

  2. Name the tag as you see fit.

  3. Click on the Create button

Tags must always be in lower case and without symbols, accents or spaces.

5. Select and configure the submission system

In Holded you have the possibility to choose between three different sending systems: you can use our servers, configure the sending from your SMTP email server or use your email campaign provider.

  1. In the Sending emails section, select the sending system from the drop-down menu.

  2. Fill in the fields as explained here

  3. Click on Save

6. Configure the email templates

Using an email template helps you to optimise your time by personalising the content of your messages. Create as many as you need and assign them to your documents.

  1. In the Email Templates section, click on the + New Template button.

  2. Follow the steps below

  3. Click on Save

7. Create a custom field in the document templates

Custom fields are used to include additional information to your documents. You can add them when generating an invoice or create them from your templates.

  1. Click on Document Templates

  2. Click on the New template button at the top right of your screen.

  3. From the left sidebar, go to Fields

  4. Click on + Add Fields and name your custom field.
    Remember that it will be visible in the document.

  5. Click Save

8. Reconcile the collection of an invoice

Bank reconciliation allows you to account for all payments and receipts on your bank statement so that the data about your business is accurate.

  1. Go to Banks

  2. Select the account you want to do the reconciliation on

  3. Click on the Go to reconciliation button

  4. From Bank Statement, click on the transaction you want to reconcile

  5. Go to the section that will appear on the right hand side

  6. Filter by Payments and Receivables

  7. Select the document to perform the reconciliation

9. Remove the collection from an invoice

To avoid mismatches, deleting the collection of an invoice will also delete the related accounting entry.

  1. Go to Sales and click on Invoices.

  2. Select the invoice from the list

  3. Click on the payment, just below Payments in the bar on the right hand side of the document.

  4. In the pop-up window, click on the recycle bin icon

  5. Confirm the action

10. Add a sales account to an invoice

You can assign a sales account to your invoice, both when creating and editing it, as well as include tags to make it easier to find.

  1. Go to Sales and click on Invoices.

  2. Select the invoice from the list

  3. Open the three-dot menu (⋮) and select Edit

  4. In the Categorisation section, select the sales account

  5. Add the previously configured tags to refine the categorisation.

11. Visit the Customer Portal

The Customer Portal is a space where your customers or suppliers can consult, download the documents shared with them, as well as make a payment. You can access a specific customer's portal at any time to check that everything is in order and to configure the display language or the access password.

  1. Go to Contacts from the navigation bar

  2. Select the contact you want to consult

  3. In the sidebar that opens, click on More

  4. On the next screen, scroll down until you find the Portal section on the left-hand side.

  5. Click on the View customer portal button

12. View sales targets

Holded provides you with a graph so that you can visualise the evolution of your sales targets in relation to the goals previously set. Consult it to establish real forecasts.

  1. Go to Targets

  2. In the top right corner of the graph, choose the visualisation that suits you best.

Click on the eye icon to filter the data you want to visualise.

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