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Billing Guide

1. How to sign up 2. Invoices 2.a editare 2.b status 2.c search 2.d payments and receipts 2.e predefined values 3. Proforma invoices 4. Notices 5. Receipts 6. Numbering Schemes 6.a Invoice document schemes example 7. Conversion and copying 7.a Generate invoices from proforma and notices 7.b Copy invoices 8. Products 9. Clients 10. Recurrents 10.a Defining a new recurrent 10.b Add clients to recurrent 12.c Automatic issue 11. Standard documents (de ex. contracts) 11.a how to add a standard document template 11.b how to generate a standard document 12. Informations about my company 12.a Fiscal data and contract data 12.b Bank accounts 12.c Logo 12.d Branch offices 12.e online-billing-service.com subscription 13. Templates 14. Messages 15. Add project 16. How to add a work log 17. Issuing an invoice based on the work-logs 18. Users and rights 19. Permission system 19.a Activate permissions system 20. Automated email backup 21. Default values 21.a Default values for explanations/ notes 22. Document templates 23. Notices configurations 23.a Notifications for due invoices 23.b Notifications when sending invoices, proformas etc. 23.c Payment confirmation message 23.d Reminder message for late payment 24. Full data export 25. Delete account 27. Special reports 28. Invoices and proforma invoices reports 29. Notices and receipts reports 30. How to change document layout 32. Import document positions from documents into your invoice 33. Import clients 34. Import products 35. Document Layout setting 36. Delete all lines from your invoice 37. User interface layout setting 38. Choose user interface theme 39. Set user interface language 40. Documents lower annotation 41. Advanced settings when sending documents via email 41.a Custom From and subject 41.b Using a custom e-mail server
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1. How to sign up

To register your company, all you have to do is fill out the application form with its details. Once this step is completed, you will receive an email to activate your account. Once the account is confirmed, it becomes active and you can issue invoices, proforma, notices and receipts.

Information required to register:

Company's name;

the tax identification code (UID);

account name (used for sign in);

primary user data (first name , last name , username, password, email);

contact details of the company (address, phone number).


2. Invoices

Invoices are generated as PDF files that can be downloaded, printed or emailed. PDF files can be viewed with Adobe Reader . To generate invoices you must first define a numbering scheme for invoices. Details about:


2.a Invoices editing

Invoice editing is done in two steps. First the buyer is chosen and the invoice details are defined (date, numbering scheme, number, possibly the data on the notice) and the products / services delivered ('lines'). You can also define the currency, due date, penalties as well as annotations and explanations that appear on the invoice above and/or under the table of products / services.

When adding a new line to the invoice, one of the products already defined can be chosen (see details about products ) or a blank line can be entered where all data is filled manually. In case of inserting a product, the data of this product is copied on the bill; here they can be modified without affecting the product data. You do not need to define products to issue invoices.

For companies paying VAT prices will be entered without VAT and the VAT rate will be indicated. Non-VAT firms will issue VAT-free invoices.


2.b Invoices states

Each invoice is in a certain state that designates what has been done with the respective invoice so far. This information will help you to better manage your bills.

Draft : This is the initial state of an invoice. In this state the invoice can be modified.

Open : After you verify the invoice data you can issue it. The invoices issued can be printed or sent by email.

Closed : Once the invoice amount has been paid, you can pass the invoice in the closed state.

You can always pass an invoice from one state to another.

Careful!

If an invoice is due, you register the payment but do not close the invoice, it will remain overdue and the customer will receive a notification message if you automatically send reminder messages late in payment.


Invoices can be searched by a complete set of parameters:

Invoice state

Payment state

Invoice date

Payment date

Due date

Client

Invoice numbering schemes

Invoice number

Currency

Author

Keywords

The invoice search result can be grouped by customer, numbering scheme, currency and author. The invoices found can then be downloaded: as MS Excel, as ZIP archive, as PDF, as JSON, as XML and as SAGA. You can also download a single PDF file that contains all the invoices resulting from the search.


2.d Payments and receipts

For each invoice you can record more payments or receipts. By recording the payments and receipts you can keep a record of outstanding amounts owed by customers. Both partial and full payments can be made. The invoice can be automatically closed in the time of the collection of the whole amount. More about receipts here .


2.e Default values ​​for invoices

For the following fields, default values ​​can be set which will be automatically passed on each invoice (however on each invoice they can be modified):

VAT (percent)

Currency

Payment deadline

Penalties

Annotations


3. Proforma invoices

Generation and administration of proforma invoices works similar to those of invoices. The only difference is that the due date (on invoices) is replaced by the expiration date (proforma invoices). An invoice can be generated automatically from a proforma invoice. Read more about processing and copying invoices here .


4. Notices

The generation and administration of notices works similar to those of invoices. The only notable differences are that on notices VAT information does not appear and the delegate specified on it must be one of the employees of the company or of the users online-billing-service.com . (details )


5. Receipts

Receipts can be generated for cash payments. Their generation and management work similar to other types of documents. The sums on the receipts are added to the sums of the other payments, resulting in the total amount collected for each invoice.


6. Numbering Schemes

Each document (invoice, proforma, notice, receipt) is identified by a numbering scheme and a number. There cannot be more documents with the same numbering scheme and the same number (verification is done automatically). A numbering scheme consists of a prefix, a start number, a separator and optionally a suffix. The document number is automatically generated. When a document is deleted, the number becomes available.

To add a numbering scheme, go to the section "Configurations", where you select from the submenu Numbering Schemes.

For example, for invoices, click on the button Add new invoice numbering scheme, where do you set:

Year

Prefix (optional)

Separator

Suffix (optional)

Start number

The same procedure should be followed for adding a new numbering scheme for a proforma invoice, receipt or notice.

Once the numbering scheme is added, it can be edited or deleted at any time if you have not assigned it to a document. Buttons to perform these actions can be found next to the respective numbering scheme, on the right side. Also there is a button which helps you identify discontinuities (gaps) in the numbering schemes.

Also in this window is a quick search for a numbering scheme, in the top right.

CAREFUL! The numbering scheme can no longer be modified or deleted if it has documents assigned.


6.a Invoice document schemes example

prefix: 202000A start: 1 separator: - suffix: IP

The invoices will have a label / number: 202000A-1-IP , 202000A-2-IP , 202000A-3-IP ...


7. Conversion and copying

Many times you will want to issue several very similar invoices. It is also very useful to be able to generate invoices based on proformas or notices. In both cases you are exempt from re-entering the data manually by using conversion and copying functions.


7.a Generate invoices from proforma and notices

If you have created a proforma invoice or a notice and have passed it in the issued state, you will see the "Generate invoice" button on the right side of the invoice view page. Clicking that button will open a new invoice with all data and lines in the current proforma invoice or opened notice. You just have to save it and issue it.

Similar features are available to create proforma invoices from notices, invoice notices and proforma invoices.


7.b Copy invoices

On the invoice view page you will see the "Copy" button in the left menu. Clicking that button will open a new invoice with all data and lines in the current invoice. You can make the necessary changes, save and issue it. Copy functions are available for: invoices, proforma invoices, notices and receipts.


8. Products

For a faster generation of invoices, proforma invoices and notices, you can enter the products / services of your company. These will then be available when editing invoices. The data of a product / service are:

Code/Number - this is the code used in your company. It doesn't appear on the invoice, but it helps you search

Description

Unit of measurement

Standard quantity

Price

VAT

Currency

Products can be edited or deleted anytime.

You can import products from external apps (ex. Excel).


9. Clients

Customers can be both legal and natural persons. The data of a client are:

Name

UID

VAT indicator and Company Registration Number

Address (street, city, state, postal code, country)

Contact data (phone, fax, email, site)

For each client, you can enter multiple contact persons.

When sending an invoice by email, the email address of the company and the defined contact persons will be used automatically.


10. Recurrents

Recurrents are used to periodically issue invoices to your clients. You can define any number of subscriptions and associate them with your clients. The recurrents will create / issue the invoices of the associated recurrent jobs following its running.

Recurrents are very useful in the following cases:

you have to issue bills for rents

you have to issue invoices for access to the Internet, telephony, cable, etc ...

you have to issue hosting or maintenance bills

you have to bill support services, consultancy - billed monthly / quarterly or annually

or other services on a regular basis


10.a Defining a new recurrent

Enter the "Recurrents" section and press the "Add a new recurrent" button.

Complete the form to create the recurrent.

Explanations to the most important fields of the form:

Invoicing period: The interval at which invoices will be issued (in months).

For example: if you enter 1 - the recurrent invoices will be issued monthly, if you enter 6 - the recurrent invoices will be issued semiannually.

Invoicing Mode: The time when the invoice will be issued.

This can be:

  • before the service invoicing period - Anticipated

  • during the period the services are invoiced - Current period

  • after the period the services are invoiced - Subsequently

For example - suppose you have to rent on a monthly basis:

If you want the invoice to be issued automatically before the period for which you are billing the rent - select Advance.

The day of issue of the invoices: The day of the month in which the recurrent invoices will be issued. Prior to this day the recurrent invoices will not be generated.

Here you can select the first day of the month, the last day of the month or any other day of the month.

For example: Suppose you define an Internet recurrent (advance billing mode) and select day 15 on the day of issue.

If you run the recurrent job before the 15th day of the month the invoice for the next month will not be generated. If you run the subscription on the 15th day of the month or later the respective invoice will be generated.

Numbering Scheme Prefix: The prefix of the numbering scheme that will be used to generate the recurrent invoices. Careful! You must enter the prefix of a numbering scheme for invoices.

You will see a list of all available numbering schemes if you hover your mouse over the help icon.

Penalties: If you want the penalties of the previous invoices debts to appear on the invoice generated by subscription, you can select this option

The penalties will be calculated automatically from the payments and the status of the previous invoices of the same customer.

Previous balance: If you want the penalties of the previous invoices debts to appear on the invoice generated by subscription, you can select this option.

The previous balance, the payment status and the total payment will be calculated automatically from the payments and the status of the previous invoices of the same customer.

After completing the form you will need to define the invoice template for the recurrent.

This template will be used to generate invoices for the subscribers of this recurrent. The numbering scheme defined in the previous step will be used.

The invoice template is completed as a normal invoice with the following exceptions:

  • You can directly select the currency in which the invoices will be issued

  • You can select the language of the invoices

In the fields "Name" and "Annotations" you can use the following expressions that will be automatically replaced by their corresponding values:

BEGIN_OF_PERIOD - the beginning of the billing period

END_OF_PERIOD - end of billing period

EXCHANGE_RATE - exchange rate for invoices with a foreign currency

CONTRACT - contract number and date - defined for each client member of this one recurrent

If you want the penalties and balance information to be calculated automatically and included in invoices, then you must enter the deadline and the late payment penalties per day.

After saving the recurrent model you can start associating clients with the recurrents.


10.b Add clients to recurrent

If you have created a recurrent you must add subscribers (customers) to it.

Enter the section Recurrents and select recurrent.

The subscribers list of this recurrent will appear on the screen.

Now you have to press the "New subscriber" button and fill in the form that will appear.

Explanations to the most important fields of the form:

Issue day: The day of the month in which the recurrent invoices will be issued. Prior to this day the recurrent invoices will not be generated.

If you do not select a day here, it will automatically take the day of the broadcast you selected when you created the recurrent.

This feature can be useful if you want a recurrent to generate invoices for different customers on different days of the month.

Start date: Here you select the month in which the first invoice will be issued to the subscriber.

Careful! The date entered here must necessarily be the first day of the month.

End date: The date on which the recurrent ends.

Invoiced up to: Here you can manually change the date the customer was billed. This date is automatically updated on each subscription invoice issued.

After saving, the new subscriber is added in recurrent.


10.c Running the recurrent / automatically issuing the recurrent invoices

For now, a recurrent does not issue invoices to subscribers alone, but you must run it. At the time of running the recurrent will analyze all subscribers and will generate invoices for each subscriber.

To run a recurrent you have to go by itself and click to recurrent that you want to run.

Now you have to press the button "Run the recurrent".

The recurrent runs following the steps:

  1. Specify exchange rate (if the recurrent is in a foreign currency).

  2. There will be a list with all invoices generated by the recurrent. You have to select invoices that you want to issue.

    If an invoice that will be generated has penalties, you will be notified about the amount of penalties and you can decide whether to include it in the invoice or not.

  3. All invoices selected in the previous step will be generated and the list of created invoices will appear on the screen.


11. Standard documents (de ex. contracts)

The Standard Documents feature is used to automate the generation of standard documents for your customers. You can define any standard document templates.

The standard document template contains markers that can be replaced with customer data and other values ​​that will be entered when creating a standard document for a client.


11.a Adding a standard document template

The standard document template is a word, rtf, or OpenOffice document that contains the text of the standard document. Markers can be used within the text of the document. The markers must be of the form ### XYZ_123 ###. They have to contain only uppercase letters, numbers and delimitation characters: '_', '-'.

When creating a standard document template you must enter a name, optional a description and mandatory the source file which contains the text of the standard document in one of the formats: .doc, .docx, .rtf, .odt

When saved, the source document is analyzed and the markers are extracted. Now you have the opportunity to enter default values ​​for these fields. This step is optional.


11.b Generating a standard document

When selecting the "Add standard document" action, a form will appear in which you will have to select / complete the following information:

standard document templates

the client for which you want to create the standard document

Standard document number (or name) - to be replaced in ### DOCUMENT_NUMBER ### (or ### CONTRACT_NUMBER ###)

Date of standard document - to be replaced in ###DOCUMENT_DATE (or ###CONTRACT_DATE###)

When you have chosen a standard document template and a client, the fields that you have to complete will appear at the bottom of the form. These fields are generated by the markers in the standard document template.

Next fields will be AUTOMATICALLY COMPLETED with client data:

CLIENT_CONTACT_PERSON

CLIENT_NAME

CLIENT_FULL_ADDRESS

CLIENT_ADDRESS

CLIENT_ADDRESS_CCONT

CLIENT_ZIP

CLIENT_CITY

CLIENT_STATE

CLIENT_COUNTRY

CLIENT_UID

CLIENT_REGISTRATION_ID

CLIENT_BANK

CLIENT_BANK_ACCOUNT

CLIENT_EMAIL

CLIENT_PHONE

CLIENT_WWW

Fields ###DOCUMENT_NUMBER### (or ###CONTRACT_NUMBER###) and ###DOCUMENT_DATE### (or ###CONTRACT_DATE###) they will also be automatically replaced with the corresponding values ​​entered at the top of the form.
After saving standard document you can download it in one of the formats:

doc (MS Word)

odt (OpenOffice/LibreOffice Writer)

pdf (Adobe Reader)

rtf (Rich Text File)

txt (Text)


12. Informations about my company


12.a Fiscal data and contract data

Fiscal data refers to:

Name

UID

Com. Reg. No.

EUID European Unique Identifier

Share capital

Also, in this section you have the boxes 'VAT payer' and 'VAT payment at checkout' which you tick or uncheck them depending on the situation of your company. If you're not sure about your situation regarding VAT payment, consult your accountant.

Contact details require filling in the fields:

Address

City

State

Country

Postal code

Phone

Fax

Email

Site

Fields marked with * are mandatory.


12.b Bank accounts

You can define the bank accounts of your company. These will appear on invoices depending on the selection made by you - you can select one, more or all the added bank accounts to the information of your company.

The selection is made when the invoice is edited and the option will be kept later. If you have defined a bank account after the creation of an invoice and you want that account to appear on the invoice, re-open it and you'll find the account in the lower-right corner of the page where you tick the box next to it.


12.c Logo

An important part of branding is the logo. You can add it all from 'Company profile', then 'Logo'. We recommend using a logo with a width of at least 400px. After saving, the logo will appear on all the documents issued by you. You can delete it at any time or replace it with another.


12.d Branch offices

If you have more than one branch office, you may want to specify one on the invoice, any of them. You add them in 'Company profile', 'Branch offices', fill in the data:

Name

Address

State

City

Postal code

Phone

Fax

After completing the saved data and if you want to add another workspace, After completing the saved data and if you want to add another workspace, click on the 'Add branch office' button. On the invoice you select it from the specific field when editing the invoice.

Fields marked with * are mandatory.


12.e online-billing-service.com subscription

From the 'Subscription online-billing-service.com ' section, you can take action in connection with the contract, the subscription you have for online-billing-service.com .

Specifically, if you have not yet created a membership agreement, you can do so from this section and if you have already generated a contract and have a paid subscription to us, here you can change (subscription type, payment range) or you can update the contract in case where, for example, the name of your company has changed.

Also here, you can export data, delete or close your account. The account deletion is irrevocable and after deletion the data will no longer be recoverable. We recommend closing the account for data storage.


13. Templates

For each type of document, you can choose a template that defines the graphic aspect of the generated invoice.

An image with the company logo can be uploaded. It will be positioned on the document according to the template.


14. Messages

You can define different standard messages that will be sent to customers via email with the invoice, late payment or a check-in.


15. Add project

In order to be able to enter working hours into the time system, you must first define a project.

Enter the section “Projects”, and then click the button "Add project", complete the form and choose:

client

users who can enter work logs

price per hour

currency in which you want to bill

language in which you want to bill

project description, for example: ”Maintenance of IT client systems”.

You can enter in the same form Explanations that will appear on the invoice.

Once you have added the project, you can proceed to the next phase, namely the actual work-logs.


16. How to add a work log

Enter the section Work logs, where you click Work logs. Here you fill in the date and time worked in hours and minutes, as well as the punctual person, the punctual project and the description.

Click on Add work log, and then you can bill the hours worked.


17. Issuing an invoice based on the work-logs

Following the addition of the project, the introduction of working hours in the punctual system, you can issue the invoice.

From section Work Logs click on Issue the invoice, where you select:

client

period

projects

if you want it in detail or summary

After selecting these details, you can choose to issue the final invoice or proforma.

Click on Issue the invoice, then you can complete the invoice numbering scheme and the due date, the rest of the data being filled in automatically.


18. Users and rights

Depending on the subscription type, a company has the possibility to add a certain number of users. Each user will use the company account with full rights. As for the employees, their number is unlimited.

The difference between the two classes of accounts is the possibility of users to authenticate on billing.ro, implicitly to use the service. The data required for adding a user / employee are:

first name and last name;

email;

username (required for log in);

password (just for users).

Once it has issued documents, a user can no longer be deleted. In this case, he will be transformed into an employee by withdrawing his password used for authentication.


19. Permission system

The system is only available for Standard, Business and Premium subscriptions.

By default, the account is disabled to prevent the application from running. Specifically, each user has administrator rights. If you want to limit the access of some users to certain resources, you can activate the permissions system.

Access the menu “Company profile”, followed by the submenu “Users and rights”. Once the permissions system is activated, you only have to withdraw the administrator rights for each user you want to restrict.

Limiting access can also be done for each document. Above the document save field, you will notice the box "Limits access". You will access a list of users who can be withdrawn or given control rights of the document, ticking or unchecking the desired option.

Good to know: The rights of the administrator or the issuer of a document cannot be revoked!


19.a Activate permissions system

To activate the permissions system, go to the menu "Company profile" (top right), followed by the submenu "Users and rights". After activating the permissions system, all users of the account will receive administrator status. In the Users / Rights table an additional column will appear indicating whether a user is an administrator.

In order to use the benefits of the permissions system, you need to remove the administrator rights for the users who want, it had certain restrictions, leaving as administrators only users who will have access to any resource (document, setting, configuration, decision, etc.)

Once you've activated the permissions system and downgraded some of your users, you can limit access to a document or numbering schemes of documents. Limiting access to a document is checked by checking the "Limit access" box, which is immediately above the button saving a document. A list of users who can be granted or granted permissions on the document will be displayed by ticking or clearing the appropriate box.

The rights to a document can never be revoked to an administrator or the issuer of that document!

A similar mechanism is available for document numbering schemes. A user who does not have permissions on a particular numbering scheme will not be able to add a document in that numbering scheme. This limitation can be useful when you have defined one numbering scheme per branch office and you want to isolate access according to this norm.


20. Automated email backup

If you would like to receive an email backup, go to the section "Configurations" and select "Backup" from submenu.

By clicking on the box to the right of the text "Send backup by email", enable the backup option.

After this selection it is mandatory to enter the email address you want receive it, as well as the backup range, which can be:

Weekly (every Monday for the previous week)

Monthly (on the first day of the month for the previous month)

Next to each field you have an "I" button, which, by holding the mouse over it, provides additional details about that field.

After entering the above settings, press the button Save or Cancel, in case you have changed your mind.


21. Default values

For easier and faster billing, we recommend setting default values. For this eventual, go to the section "Configurations" options "Default values" from the submenu.

There you can set Default values for invoicing, for instance:

Currency (default EUR)

VAT RATE (percent) by default for companies paying VAT

Exchange rate

Deadline in days (for new invoices or proformas issued)

Penalties in percentages per day (for invoices where you want to use this option)

By ticking the box below these fields, select the option to add the product code to the invoice / proforma / notice.


21.a Default values for explanations/ notes

You can also set default values ​​for explanations / mentions, which will be added to all documents created (invoices, proforma invoices, receipts, notices). They will appear according to the product / service table of the created document.

Here you can enter, for example, more complex rules of penalties, reasons for the VAT exemption, references to contracts, laws, etc.

For automatic adding to the field Notes of the invoice of the data of the user issuing the document or of the exchange rate on the invoice, number of lines, total quantity, you can use the following markers that will be automatically replaced with their corresponding values:

QTY_TOTAL will be replaced by total quantity of products / services

LINES_COUNT will be replaced by number of lines on the invoice

USER_FIRST_NAME will be replaced by surname of the user issuing the document

USER_LAST_NAME will be replaced by the name of the user issuing the document

EXCHANGE_RATE will be replaced by exchange rate for this invoice

CURRENCY will be replaced by this documents currency

Default language is english, but you can set Default explanations/notes be in Romanian, Spanish, Italian, French, German or Hungarian.

Once you have set the desired values, you can save by clicking the button Save or if you've changed your mind, you can cancel by clicking the button Cancel.


22. Document templates

For each type of document, you can choose a template that defines the graphic aspect of the generated invoice.

The default template is the classic one. You can change the default template for each document type.

To make the change, go to the section "Configurations", then choose from the submenu "Templates".

From here you can set a template for any type of document, respectively:

Invoices

Proforma invoices

Receipts

Notices

Depending on the type of document, you can opt for several different templates / samples.

The template is chosen according to your needs: if you have many products in one invoice, if you want the invoice in a smaller format, if you want to get more copies on the same page or if you want the invoice and receipt on the same page.

There is also a quick search button if you want to find the desired template faster, on the top right.

CAREFUL! The size of the font chosen may influence the placement of the invoice text on the page. For example, if you notice that it does not fit everything on a page, set a smaller font size.

No further saving is required, just select the desired template with a single click.


23. Notices configurations

You can define different standard messages that will be sent to customers via email with the invoice at late payment or when registering a receipt.


23.a Automatic submission of payment notifications for outstanding invoices

Due invoices can be sent automatically to customers by e-mail. You will receive an email with the list of invoices sent.

From section "Notification settings" thick the box "Enable automatic notification", then select when you want to be sent, ie how many days before the due date by filling in the field "Send invoices with ... days before due date" and at what interval after the due date, by completing the field "And then once ... days."

You can also include the document viewing and payment link online in the email, by checking the box "Enable link insertion in emails". Thus, when you send an invoice via email a secure link will automatically be inserted and your client will be able to view it and Download it in PDF format. If the online billing feature is enabled, then the link will contain the online payment button also.

After you have made the desired settings click on the button Save or if you want to cancel everything click the button Cancel.


23.b Notification message when sending invoices, proformas, notices and receipts by e-mail

This message is contained in the email the customer will receive when you send a document (invoice, proforma, receipt, notice). Modifying this standard message is done by editing the form in the section "Notification settings".

In the notification text you can use the following markers which will be automatically replaced with their corresponding values:

INVOICE_DATE will be replaced by invoice date

INVOICE_NUMBER will be replaced by invoice number

COMPANY_NAME will be replaced by your company name

USER_NAME will be replaced by your name

RECEIPT_DATE will be replaced by receipt date

RECEIPT_NUMBER will be replaced by receipt number

NOTICE_DATE will be replaced by notice date

NOTICE_NUMBER will be replaced by notice number

Default language is english, but you can set message to be in Romanian, Spanish, Italian, French, German or Hungarian.

Once you have modified the text, you can save it by clicking the button Save or if you've changed your mind, you can cancel by clicking the button Cancel.


23.c Payment confirmation message

You can send this message to the customer after you make a payment.

The standard message is modified by editing the form in the section "Notification settings".

The details of the document are established by completing the form with parameters such as:

INVOICE_DATE will be replaced by invoice date

INVOICE_NUMBER will be replaced by invoice number

COMPANY_NAME will be replaced by your company name

USER_NAME will be replaced by your name

Default language is English, but you can select messate to be in Romanian, Spanish, Italian, French, German or Hungarian.

După ce ai modificat textul, poți salva dând click pe butonul Save or if you've changed your mind, you can cancel by clicking the button Cancel.


23.d Reminder message for late payment

This message is sent to the customer when the payment deadline has passed.

The standard message is modified by editing the form in the section "Notification settings".

The details of the document are established by completing the form with parameters such as:

INVOICE_DATE will be replaced by invoice date

INVOICE_NUMBER will be replaced by invoice number

COMPANY_NAME will be replaced by your company name

USER_NAME will be replaced by your name

The default language is English, but you can select as the message be in Romanian, Spanish, Italian, French, German or Hungarian.

Once you have modified the text, you can save it by clicking the button Save or if you've changed your mind, you can cancel by clicking the button Cancel.


24. Full data export

You can export the data associated with your account at any time. From the section "Company profile" or "User profile" click on " online-billing-service.com subscription", where you find the button "Export date".

Then a window will open with informations about:

the full export of the data associated with your account

the format in which they will be exported

the email address at which the data will be exported

After you have read the information carefully all you have to do is confirm by clicking the button Confirm. If you change your mind click on the button Cancel.


25. Delete account

You can always cancel your account at online-billing-service.com and delete the data associated with it.

From section "Company Profile" or "User Profile" click on " online-billing-service.com subscription". Click on the button "Delete account".

A window will open with informations about deleting all the data associated with your account. Will be requested further confirmation from an authorized person to prevent any misunderstandings or attempted fraud.

After you have read the information carefully all you have to do is confirm by clicking the button Confirm. If you change your mind click on the button Cancel.


26. Cancel account

You can cancel your online-billing-service.com account at any time.

From section "Company Profile" or "User Profile" click on " online-billing-service.com subscription". Click on the button "Cancel account".

A window will open with informations about closing your account. Your account will be deactivated, but the data associated with it will not be deleted, with the possibility of reactivation at a later date, by requesting an authorized person.

After you have read the information carefully, all you have to do is confirm, by clicking the button Confirm. If you change your mind, click on the button Cancel.


27. Special reports

From the menu select "Others" and go to the section "Reports". after accesing. "Reports", all you have to do is select the period you want the report to be.

The special reports fall into two categories:

Client reports

  • Customer statistics and indicators (metrics)
  • Distribution of customers by activity areas (CAEN codes)
  • Distribution of customers by turnover
  • Distribution of customers according to the number of employees

Total Billing and Revenue Evolution Reports (CASHFLOW)

  • The report includes invoiced, collected, outstanding totals grouped by months and years.

Once you have selected the period, click on the button Download, after which the report will be downloaded in MS Excel format (.xlsx).


28. Invoices and proforma invoices reports

From the menu select Invoices or Proforma Invoices depending on the report you want.

After accessing, on the left column you have a long list of criteria according to which the report is generated:

State

Payment

Date

Payment date

Due date

Client

Numbering Scheme

Number

Currency

User

Keywords

You can also group the result by:

Client

Currency

Numbering Scheme

User

After generating the report you can delete the resulting invoices, you can download them, send them by e-mail (both invoices and receipts and reminder messages) or even export them.

The formats in which you can download the report are varied:

MS Excel

ZIP

PDF

JSON

XML

SAGA

On the top right you have exports for all the results of the report. By selecting the checkboxes from the left you can select the specific results you can export with the button in the upper left of the table.

Above formats are available for report export.


29. Notices and receipts reports

From the menu select Notices or Receipts depending on the report you want.

After accessing, on the left column you have a long list of criteria according to which the report is generated:

State

Date

Client

Numbering Scheme

Number

Currency

User

Keywords

You can group the results:

Client

Currency

Numbering Scheme

User

After generating the report you can send the documents by e-mail or export them.

The formats in which you can download the report are varied:

MS Excel

ZIP

PDF

JSON

XML

SAGA

On the top right you have exports for all the results of the report. By selecting the checkboxes from the left you can select the specific results you can export with the button in the upper left of the table.

The formats listed above are also valid for export of the report.


30. How to change document layout

Setting or modifying the document design can be done by accessing the section "Configurations", then from the submenu select Colors & Fonts.

You can change colors at any time:

The general text of the documents

Titles

Links

Table margins

The rows seem

Odd rows

Each box contains a color code expressed in hexadecimal. When you click on the box, a small window opens where you can choose absolutely what color you want or you can manually enter color in hex.


31. Modify fonts setting

The font type can be changed at any time:

Invoice date

Table content

You can change the size of different fonts:

Font size in the table (VAT invoices, proformas, notices)

Font size in the table on VAT invoices

Font size table head (VAT invoices, proformas, notices)

Size font table head on VAT invoices

Font size for customer, supplier, billing, other information

Font size "(large text)

Font size "subtitles" (medium texts)

Font size text for mentions, shipping data, etc ...

After you make all the changes you want, you have the button Save or Cancel.

Immediately below these buttons you can preview in real time the changes of the settings made on a example invoice. If you like what it looks like, save it, otherwise cancel the action or make other changes.


32. Import document positions from documents into your invoice

You can import lines from documents into your invoice when editing it. To perform this import it is necessary to prepare a file in advance with the desired lines.

By pressing the button "Import positions" a window will open with the option to "Choose file". After you choose the file from your device, press the button "Upload file".

After the file has been uploaded, a table with different association boxes will open columns of the import file in the fields in the line list of the displayed invoice.

What this means? Select the meaning of the data in the column using the selectors in the table header. Next to the first column, tick the boxes that you want to be imported into the invoice. After you have made the desired pairings, click on the button "Import selected lines".


33. Import clients

You can import a list of your clients directly from your computer / device. It is a useful function because you save effort and time.

Importing clients can be done by accessing the section "Clients" and then press the button "Import".

To perform this import it is necessary to prepare a file in advance with the desired lines. You can download an example document from the link in the import section. Files are supported in one of the formats: XLSX, XLSM, ODS, CSV, XLS, XLM. Click on "Choose file", and then "Upload file".


34. Import products

You can import a list of products from your computer/device.

Products import can be done by accessing the section "Products", then press the button "Import".

To perform this import it is necessary to prepare a file in advance with the desired lines. You can download an example document from the link in the import section. Files are supported in one of the formats: XLSX, XLSM, ODS, CSV, XLS, XLM. Click on "Choose file" and after this selection "Upload file".


35. Document Layout setting

You can exclude certain information from the invoice. From "Configurations", then "Documents layout" you can select or deselect the fields that will appear on the invoice.

The fields refer to:

Registration number at the Commerce Registry

Tax identification code

EUID

Address

The capital of the company

Phone

E-mail

Web address

Bank accounts

Branch offices

To do this, go to the section "Configurations", then "Documents layout". Here you will find the table for both Seller and Buyer. Select the fields with the arrows (yellow buttons), or drag and drop and then save.

Also here, in addition to the field options already available, you can add any text you want, a slogan, a logo, etc., in the box available immediately below the table. After you add the desired text, Press the button "+", and it will 'go' to the selection table.

If you do not make any of the above settings, the data that will appear on the invoice are the default ones


36. Delete all lines from your invoice

Another function that makes your activity more efficient is deleting all the lines in your invoice. "X" - above the billing lines, deletes all lines (positions).


37. User interface layout setting

We offer you two layout options, namely:

Standard (default one)

Simplified control panel (where we give up charts, logs and statistics)

You can make the setting from "My account", then "Interface settings" and from "UI layout" set the desired option. Save by clicking "Change user".

The simplified control panel 'hides' recent activity, evolution charts and the situation over the last three months.


38. Choose user interface theme

The tastes differ, which is why the app offers more user interface themes.

You can make the setting from "My account", then "Interface settings" and from "User interface theme" set the desired option.

We offer you the possibility to choose from the following topics:

Compact (compact / cramped display)

Theme Standard of the user interface

Minimum (which includes the minimum required)

Retro (interface similar to the old application)

The theme will also be set to a new login. Save the information by clicking "Modify user".


39. Set user interface language

The possibility of using the application in English makes it understandable to everyone.

The steps are simple: click "Company profile", then "Interface settings" and from "Language of the user interface" you can select another language, the default one being English.

Selected language is also set to a new login. Save the information by clicking "Modifiy user".


40. Documents lower annotation

For a complete design, through our application you can set a footnote for your documents.

The setting is made by accessing "Settings" then "Document Layout" and the last step is to tick the box above the box "Show footer", then select the desired fields. You also set "Number of columns" that you want to appear in the basement of your documents.

For example, if you select Company name, Tax ID, Address, Telephone, Company e-mail address and Site, these will appear in the bottom of the invoice depending on the number of columns chosen (if you set 3 columns for example, the information distributed on three columns will appear).


41. Advanced settings when sending documents via email

Our application allows you to offer a further customization of your business with the help function "Advanced settings for sending documents by email" and "Set up your own email server for sending documents by email".


41.a Custom From and subject

The first step is to access the section "Settings" then "White label".

From here you can set the sender's name and subject prefix when you send a document via email. For example, if you set COMPANY_NAME, it will be replaced with your business name.


41.b Using a custom e-mail server to send invoices

In order to use your own email server to send invoices, you must first Check the box and fill in the fields regarding your email address and SMTP server.

Fields marked with * are mandatory.

After completing you save and immediately after that a text will appear to simplify the testing of the address and the SMTP server.

Now that you know everything about billing, create a free account!

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