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Issuing an invoice

From a closed order to a PDF in your client’s inbox.

In this article · 3 sections
  1. Issuing
  2. Sending and payment
  3. Collective invoice
Who it’s forOwner · Accountant
WhereSales invoices → New invoice (Faktury sprzedaży → Nowa faktura)
Time neededA few minutes
Have these ready
  • Company details filled in, including the bank account
  • The client with their NIP (tax ID) in your database

Issuing

  1. 1
    Go to Sales invoices (Faktury sprzedaży)If there are orders without an invoice, a bar at the top of the list tells you — it’s the quickest way to issue one.
  2. 2
    Click New invoice (Nowa faktura)
  3. 3
    Choose the Invoice type * and the Client *The rest of the client’s details fill in by themselves, including their currency and payment term.
  4. 4
    Set the datesIssue date *, sale date and payment due date *. You can give the due date in days — the date works itself out.
  5. 5
    Add the Invoice items (Pozycje faktury)Service name, quantity, price and VAT rate. The net total and gross total update as you go, under the table.
  6. 6
    With a foreign currency, check the rateCurrency *, rate to PLN, NBP table and NBP rate date fill in from the NBP (National Bank of Poland) rate for the day before the issue date. You can override them if your contract says otherwise.
  7. 7
    Add notes if neededNotes visible on the invoice go on the document. Internal notes, not visible to the client, stay with you.
  8. 8
    Save invoice (Zapisz fakturę)

Sending and payment

From the invoice list, under the action button on each row:

  • Download PDF (Pobierz PDF) — a document ready to print.
  • Send email (Wyślij email) — with a CC field and your own subject line if you want to change the default.
  • Mark as paid (Oznacz zapłaconą) — once the transfer has arrived.
  • Cancel invoice (Anuluj fakturę) — with a reason.

The tabs above the list filter what matters most: Receivables (Należności), Paid (Opłacona), Overdue (Po terminie), Cancelled (Anulowana). “Overdue” is this week’s list of calls to make.

Note

You send payment reminders from the same list — no writing an email from scratch or hunting for who you’ve already reminded.

Collective invoice

When a client wants one invoice for many orders, use collective mode: you pick the client and the period, the system lists the orders not yet invoiced, and you confirm the summary.

Useful next
Adding a clientEnter a client once and they’re suggested in orders and invoices, with their own currency and payment term.Export to accounting softwareOne file, in a format your accountant can import without retyping.
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