Taking your invoicing to the next level has never been easier.
This Getting Started guide for Invoicing will help you set up everything you need to get your invoices with the information you need, a customized design, and keep track of your customer transactions.
Set up what you need
1. Payment methods
To begin with, we advise you to add your bank or the payment gateway you use.
Although it is not a mandatory step, adding this information allows your customers to have a payment method included in the invoice.
Go to the Banking section > Banks > Add your first bank
When adding your bank, please note that if you choose to synchronize transactions, you will need to enter the same credentials as your online bank. Skip synchronization if you only want to add IBAN information.
2. Configure the VAT on your invoices
The Sales and Expenses configuration will allow you to define the due date of your invoices and the sales taxes. In addition, you will be able to choose the bookkeeping accounts that you want to associate your invoices with.
Please note that this is the default setting. You can always change it when creating an invoice or define a default configuration per contact.
Where to configure it?
From the Control menu, in the upper right corner, select Settings > Invoicing > Sales and Purchases.
3. Design and assign invoice templates
All the documents you generate in Holded (such as invoices, proformas, waybills, and more) are customizable, so you can include things like your company logo and any additional data you want to add.
Your documents not only need a design, but also an editable and recognizable document numbering according to their characteristics, and it is here that you will be able to define it.
Once the numbering is established, it is time to create and associate templates for the documents you generate in Holded.
If you click on the Advanced options button within a template, you will find more editable sections to include and customize your document.
Where to find it?
From the Control menu, in the upper right corner, select Settings > Invoicing > Documents.
4. Configuration (Email templates)
When sending an invoice through Holded, you can select which email template to use. In the Mailing templates section, you can create and save the templates for the emails you send with your attachments.
Holded includes the use of dynamic words when editing text, so you can quickly write your emails.
Where to find it?
From the Control menu, select Settings > Invoicing > Mailing templates.
5. Configuration (Sending emails)
Holded gives you the possibility to integrate your email to the platform to send documents.
You can choose to which address you will receive the replies, the name assigned to your email, who you want in visible copy and not, and which sending server to support.
Where to find it?
From the Control menu, select Settings > System > Email
If you have already set up everything you need to start invoicing, here's what you need to do.
To create a new sales invoice, you can use the 'Create' button on the navigation bar or, also, from Sales > Invoices you can click on the 'New invoice' button at the top right of your screen.
Are you a fan of keyboard shortcuts? Use option+f (on Mac) or alt+f (on Windows) to easily open the invoice editor.
Elements of an invoice in Holded
In order to analyze the elements that make up an invoice in Holded, let's divide our screen into 3 parts.
- In the upper part, we find the basic fields such as Contact, Document number, date, and due date.
- In the middle are those sections that detail an invoice (Determining fields) such as Concept, Description, Amount, Units, Price, Taxes, and Total.
- In the third part are the Additional fields, such as a message that will be visible on the invoice, the payment information set, and the categorization by account.
From the Options button at the top right, you can customize the invoice according to your current needs.
Once you have filled in all the fields, you can choose to Preview, Save as draft, or Approve the invoice.
What to do with an invoice in Holded
Once you have created an Invoice, Holded allows you to do different things, for example, convert it into a waybill, a recurring invoice, or a credit note, as well as add a payment or send it.
Selecting an invoice from the list will additionally open its detailed view with information about its statistics, related messages, and history.