You can create a new document on three ways:
- with the plus button above the document list
- with the duplicate button above the document preview of another document
- with the 'create reminder' button above the document preview of another document
The plus button above the document list creates a new blank document. This document is opened automatically and its details are displayed. First, you should decide which type your document should be: letter, offer, invoice, royalty note or reminder. This is the selection to the left of the document number.
A letter has only a document date. No invoice items are printed.
An offer, is structured as an invoice and has a document and a validity date. To an expired offer, you will be reminded by a notification. An offer is displayed with a question mark in the icon in the document list.
An invoice and royalty note are identically structured and differ only by the term 'royalty note'.
In contrast to the invoice, a reminder does not contain a delivery date. It is displayed with an exclamation mark at the icon in the document list.
Alternatively, you can also use the duplicate button above the document preview for an existing document to create a new one.
When you create a new document, or double-click in the document list, the Document Details window opens.
It displays the details of a document on multiple tabs (e.g., items, amount, recipient, ...).
First, enter a conclusively comprehensible document number.
In addition, you can change the document type between invoice, letter, offer, royalty note and reminder.
On the Item tab, you create and edit the items of an invoice, offer, royalty note and reminder.
The item list contains a plus button for creating new items, as well as a trash button for deleting items.
You can edit the details of an item directly in the table by clicking on the values of an item.
The subtotal under the item list gives you a preview of the approximate amount.
Once you are done with the Items-Tab, click the Next button at the bottom right.
On the amount tab, enter more details for the amount.
If you want to give a discount or surcharge , you can specify this percentage here.
If you offer a payment date cash discount, enter the number of days and the discount percentages. A note with the cash discount amount will be printed below the invoice items on the document.
Do you need to declare VAT? Then enter the VAT percentage here.
The total sum will be updated automatically and you can use the popup button to create invoices in different currencies.
Do you need another currency? Please let us know through an email to support, we will add that currency to the list.
Once you are done with the Amount-Tab, click the Next button at the bottom right.
On the recipient tab, select the recipient from the list or enter a new recipient address.
Please ensure correct and complete information so that your document arrives by mail.
If you have imported your working hours from our app 'Taptile Timetracking 3' and you were filtering a unique client, the client address is output in an extra text field under the recipient address data.
You can then easily copy the client address into the recipient address data fields using copy-and-paste to create the recipient. You only have to do this once, afterwards the recipient is stored in our Invoice app.
Once you are done with the Recipient-Tab, click the Next button at the bottom right.
On the sender tab, select your sender name from the list or enter new details, including: your bank account and your tax number.
Pay attention to correct and complete information, so that your invoices can be paid by the recipient without demand.
In addition to your address data, you can also drag and drop a logo and a signature image file, which will be printed on the documents,
Pay attention to the correct bank account details, so that the money is transfered to the correct account.
Once you are done with the Sender-Tab, click the Next button at the bottom right.
On the Text tab, you can place all the other required information.
The salutation appears directly below the title line and above the invoice items.
In addition, you can print additional text over and under the invoice items.
No invoice items are printed on letters.
If you want to enter a line break in the text boxes, use the key combination ALT-Return.
Once you are done with the Text-Tab, click the Next button at the bottom right.
On the Date & Layout tab, enter the Document, Delivery, Due and Validity Date.
Letters, offers, invoices, royalty notes and reminders use different dates.
In addition, you can choose between different document layouts.
Once you are done with the Date & Layout-Tab, click the Next button at the bottom right.
If you close the Document Details window, you will see the document with the selected layout in the Document Preview View.
Above the Document Preview view, you have buttons for Duplicate, Create Reminder (only for invoices!), Mark Sent, PDF Export, and Print for this invoice.