Invoices

Teamdock turns an order into an invoice and sends it to the customer. Business customers on Peppol receive the invoice as an e-invoice straight into their accounting software; all other customers receive it by email, with the PDF and a link to view the invoice online. The invoices are made in Invoice Ninja, the invoicing program that comes with your workspace. You do not need to work in it yourself.

Setting up invoicing

Do this once.

1. Fill in your company details under Settings → Account → Legal entity: legal name, address, VAT number, KvK number, IBAN, BIC and account holder. The address and bank details go on your invoices.
2. Go to Settings → Invoices. If Invoicing & Peppol says “Not connected”, click Connect.
3. Click Sync company details to Invoice Ninja. Teamdock saves your settings and puts your company name, VAT number, address, KvK number and bank details into the invoicing program.
4. Under Company logo on invoices, choose a logo (PNG, JPG or SVG) and click Upload to Invoice Ninja. The logo is printed on the PDF invoice.
5. If you want to send e-invoices, tick Enable Peppol e-invoicing. See Peppol e-invoices.
6. Click Save.

Tip

If you change your company details later, click Sync company details to Invoice Ninja again. Otherwise the old details still appear on your invoices.

The same page has Payment methods in Teamdock: your shop’s payment methods that Teamdock offers on a new order. Untick what you do not use at the counter. This is saved straight away.

Sending automatically

With Automatically send on completed order (B2B only) Teamdock sends the invoice as soon as you set an order to Completed in Teamdock. This is only available when Peppol is on. A customer who cannot be reached over Peppol receives the invoice by email.

Want more control, for example only for orders from the Netherlands or above a certain amount? Then create an automation with the action that sends a Peppol invoice. See Automation.

Sending an invoice from an order

1. Open the order.
2. In the Peppol-factuur (Peppol invoice) block, click Peppol-factuur verzenden (send Peppol invoice).
3. Teamdock makes the invoice and sends it. The block then shows Verzonden (sent), the invoice number and the date.

The invoice number is WC- followed by the order number, so order 1234 becomes WC-1234. If the customer has payment terms (see Customers), the invoice gets a due date. If the order has already been paid, the invoice is marked paid straight away.

An invoice is only sent once. If you click again, Teamdock does not send it to the customer again. A cancelled, refunded or deleted order cannot be invoiced.

Who the email comes from

If you have set up email sending for your shop, the invoice email comes from your own domain, in your own branding. If that is not set up yet, the invoicing program sends the email itself, so the customer still gets the invoice.

The Invoices page

Orders → Invoices shows your recent orders with their invoice. At the top you see whether invoicing is connected, whether Peppol is on and how many credits are left. Use the search field to search by order number, customer name or invoice number.

For each order you see:

• Status: Sent, Failed, Draft or Not sent. For a Peppol invoice the delivery is shown underneath, see Peppol e-invoices.
• Payment: Paid, Partial or Unpaid, with the outstanding amount and the due date. A due date in the past is highlighted.
• Sent at: when the invoice went out.

And the actions:

• Send invoice for an order without a sent invoice.
• Mark paid when the customer paid another way, for example by bank transfer. Teamdock then also sets the order to Processing if it was not paid yet.
• Complete sets the order to Completed once the invoice is sent and paid.
• Under More actions: Download PDF and Sync status.

Teamdock fetches the payment status itself every minute. When a customer pays their invoice online, the invoice moves to Paid and the order to Processing by itself. Sync status does this immediately.

How customers pay their invoice online is explained in Online payment of invoices.

Making a standalone invoice

For something that is not an order in your shop, such as a service or a repair, make a standalone invoice.

1. On the Invoices page, click Nieuwe factuur (new invoice).
2. Under Client details, fill in the customer. For a Dutch company, enter the KvK number and click Search: name, VAT number and address are filled in. Name and Email are required. Leave Business ticked for a company.
3. Under Lines, enter the description, quantity, Price excl. and VAT %. + Add line adds more lines.
4. Optionally choose the Currency, a Due date and Notes / footer.
5. Tick Send directly via Peppol / email if the invoice should go to the customer right away.
6. Click Create & send, or Create draft if you left the box unticked.

Standalone invoices appear on the page under Manual invoices, with the same actions: Mark paid, Download PDF and Sync status.

Who can do what

Sending, marking paid and making a standalone invoice need full access to Invoices. With less access you can still view the invoices. See Members and roles.

Troubleshooting

The status is Failed. The error message is shown under the status. Often something is missing, such as an email address on the order. Fix it and click Opnieuw verzenden (send again) in the order.

I do not see a Peppol-factuur block in the order. Invoicing is not connected yet. Go to Settings → Invoices and click Connect.

The invoice shows an old address. Update your details under Legal entity and click Sync company details to Invoice Ninja. An invoice that has already been sent does not change.

The customer was refunded. Make the refund with a credit note, see Refunds and exchanges.