Finance
Creating and Finding Invoices for Customers
Where to find your invoices to customers, how to create one from an appointment or manually, mark it as paid, send it via email, and cancel it.
In the dashboard
- Menu
- Financials → Reports → Invoices
- Who
- Managers with the “View Basic Financial Reports” permission, in the Complete POS plan. After the POS session ends, invoices remain viewable, but new ones can no longer be created.
This section covers invoices that your location issues to customers. The invoices you receive from Terminz for your subscription are located elsewhere: Subscription and Terminz Invoices.
Where to View Your Invoices
In the menu, open Financials → Reports → Invoices. The list shows each invoice with the invoice number, customer, invoice date, total, and status. At the top, you can filter by Status and Date range; with Show archived, you can also view archived invoices.
The statuses:
- Draft: Created, not yet sent.
- Sent: Sent via email or marked as sent.
- Paid: The payment has been received and posted.
- Canceled: Settled via a credit memo. The credit memo itself is marked with Cancellation.
Create an Invoice
Tap Create invoice. There are two options, shown as tabs at the top.
From appointment
- Search for the appointment by customer name or service. The system displays appointments from the last twelve months that are confirmed, in progress, or completed.
- Tap the appointment. Terminz automatically pulls the customer, services, and amount from the appointment.
- If the amount exceeds €250, the invoice requires the customer's full name and address. If this information is missing from the customer's record, enter Customer name and Customer address directly here.
- Optional: Payment terms (for example, “Payable within 14 days”), Due date, and Notes / payment reference.
- Tap Create invoice.
Manual
| Field | Required | What to enter |
|---|---|---|
| Customer name | yes | Name of the person or company. |
| Customer address | no | Address, multi-line. |
| Customer VAT ID | no | Only for business customers who provide it. |
| Invoice date | yes | Default is today. |
| Service date | yes | When the service was provided. Default is today. |
| Due Date | no | By when payment is due. |
| Tax type | yes | Standard 19% (default), Reduced 7%, or Tax exempt. A small business location has a fixed Kleinunternehmer (§19 UStG); invoices issued from there do not include sales tax. |
| Line items | yes | At least one. For each line item, a Description, a Qty, and a End price (incl. tax). With Add line item, another one is added. |
| Notes / Purpose | no | Free text on the invoice. |
| Payment terms | no | For example, “Payable within 14 days.” |
Below the line items, Terminz displays the net amount, tax, and total.
With Add product, you add a product from your inventory to the invoice. The price is then taken from the product, and the quantity is limited to the available inventory. Products are not tax-exempt under § 4 UStG; for “Tax exempt”, Terminz requires a tax rate. If a product has a different tax rate than the invoice, you must list it on a separate invoice.
What Happens After Creation
The invoice appears as Draft in the list and already has a number. The numbers are sequential, so an invoice cannot be deleted.
Each row includes the following actions:
- View PDF: The PDF is the receipt sent to the customer and the tax advisor. It is retained for ten years and remains accessible even after a cancellation. A draft that was never sent does not have a PDF.
- Send by email: Sent to the customer's email address or one you enter. If the person has not consented to receiving emails from your business, the email will not be sent. In that case, download the PDF and give it to them directly.
- Mark as sent: If you've delivered the invoice by another means.
- Mark as paid: Select payment method Bank transfer, Cash, or Card payment. This posts the invoice to the general ledger, so don't set the status until the payment has been received.
- Cancel invoice: A draft is simply canceled. A sent invoice automatically generates a cancellation invoice that is sent to the customer. After that, you create a new one.
- Archive: Hides the invoice from the list; it remains in the system.
Frequently Asked Questions
How do I correct an incorrect invoice? Cancel it and create a new one. You cannot edit it; this is required by GoBD regulations.
Can I delete an invoice? No. A missing invoice number is the first thing an audit looks for.
Where can I find the receipt for a cash payment? A till receipt is not an invoice from this list. You can find receipts under Financials → Daily → Payments.
Can I create an invoice with reverse charge (§ 13b)? Not in the form. Contact us at Help → Messages if you need to do this.