Create an invoice

An invoice always starts as a draft. While it is a draft you can change anything about it: add lines, adjust amounts, switch the customer. Only when you issue it does it get a final number and lock. That distinction explains almost everything this screen does.

In short

1. Go to Sales → Invoices and click New invoice.
2. Pick the customer.
3. Add lines — usually through Add from appointments; loose lines you type yourself, and Schedulinq searches your services and articles as you go.
4. Check the amounts and click Create. You now have a draft.
5. Click Issue once it is right, then Send.

Step by step

1. Open your invoices

   Sales → Invoices lists every invoice, newest first. You can search, filter by status and by year, and use the switch at the top to move between Invoices and Credit notes.

   The Source column reads Schedulinq for every invoice you make here: it was numbered and is kept in Schedulinq. Bookkeeping is for an invoice a connected bookkeeping package keeps, and no bookkeeping package can be connected yet.

   

2. Start a new invoice

   Click New invoice at the top right. You get an empty form with one blank line.

   

   That blue note says something important: a draft has no dates yet. The invoice date is set on the day you issue it, and the due date follows the payment term you set under Invoicing → Invoice settings. So there is nothing to fill in — and a draft that sits around for a week simply gets the date of the day you finally issue it.

3. Pick the customer

   Start typing in the Customer field. You search by name, and each suggestion shows the address so you can tell two customers with the same name apart.

   The customer's details are captured onto the invoice at the moment you issue it. If your customer moves next year, this invoice keeps today's address — which is exactly what you want, because a sent invoice should not change retroactively.

4. Add lines

   Above the lines are two buttons. The third way in is the empty line itself.

   

   • Add from appointments — the one you will use most. It only works once you have picked a customer.
   • Add line — puts an empty line at the bottom. Whatever you type into its description is a search straight away: a service from your catalogue, an article, or simply free text if you pick nothing. How that works is under Searching a line below.

   Add from appointments shows every completed appointment for that customer that has not been invoiced yet. Tick the ones that belong on this invoice.

   

   Each appointment becomes one line, with that appointment's add-ons indented underneath. Under the description sit the service's category, where the appointment took place and the date — Maintenance · At the customer · 1 Oct 2026. Instead of At the customer it can also say a location's name, Video call or Phone call. That line stays as it was, even if the appointment changes later, and it is only shown in Schedulinq, not on the PDF. Drag the handle on the left to reorder; an add-on stays attached to its appointment.

   If the appointment carries a travel cost or a surcharge an article added itself, they come along: a surcharge as a line under the appointment — Evening surcharge (25%) — and the travel cost as a group of its own with the kilometres, as with travel costs on the invoice. The amount in the list of appointments already counts them. An appointment booked before the article added itself gets them at that moment after all; see Articles that add themselves.

   

   Forgot an add-on? Under the appointment is an Add-on button. It lists the add-ons of that appointment type at their current price; pick one and it is indented under the appointment. An add-on that is already there is not offered again, and a type without add-ons says No add-ons for this appointment type. A service you pick from the search gets the same button.

   

5. Check the totals and save

   Schedulinq totals everything up live, underneath the lines.

   

   Below the totals is a Notes field. What you type there is printed under the totals, on the invoice in Schedulinq and on the PDF — a project or order reference your customer asked for, say.

   If it looks right, click Create. You now have a draft: saved, but without a number or dates, and still fully editable.

Searching a line: service, article or free text

An empty line has no menu for choosing what kind of line it becomes. You type into the description, and Schedulinq searches two lists at once.

• Services from your catalogue, with their category in front (Installation → Air conditioning install) and the price excluding VAT. You can search on the service's name, on its category or on the name of a location. If you work both on location and at the customer's, each service also says where it takes place.
• Articles — parts, products and travel costs — with their code and price. How to create them is in Articles.

Pick something from the list, with the mouse or with the arrow keys and Enter, and the description, unit price and VAT rate are filled in. Pick nothing and what you typed simply stays as a free line — for a deposit or something that is not in your catalogue.

Pick a travel cost and something extra happens: Schedulinq works out the distance to the customer and puts the fixed fee and the kilometres down as two lines. That is explained in Articles → On the invoice.

The lines, field by field

Description

Required

What your customer reads on the invoice. A line taken from an appointment, a service or an article arrives with the name already filled in; you may change it.

Why

This is the only text your customer sees about what was delivered. "Maintenance service" is clearer than the appointment type's internal code, and saves questions from your customer's bookkeeper.

Qty

One by default. Raise it for something you deliver more than once. On the kilometres line of a travel cost it reads km, and the unit price / km.

Why

Two identical lines of one and a single line of two add up the same, but the second reads better on the PDF — and is less work when you need to change it.

Unit price (excl.)

The amount excluding VAT, per unit. Zero or more; only a discount line is zero or less. A negative amount on an ordinary line turns red, and the invoice saves only once you have changed it.

Why

Prices in your catalogue can be stored including or excluding VAT, but an invoice always builds up from the amount excluding VAT — that is how an invoice is meant to be composed. A line taken from an appointment is converted for you.

VAT

The rate for this line. Every line carries its own.

Why

Per line, not per invoice — so labour at the low rate and materials at the high rate can share one invoice. The totals are broken down per rate at the bottom.

VAT reverse-charged

Automatic

Invoice a Business customer with a VAT number and an address in another EU country than yours, and Schedulinq reverse-charges the VAT: when you save the draft, every line's VAT becomes 0%, whichever rate it had. Under the totals the invoice then says VAT reverse-charged ("btw verlegd"), with the legal basis beneath it, and so does the PDF.

Why

Between businesses in two EU countries, your customer accounts for the VAT in their own country, so you charge none. Schedulinq decides it from the customer record (customer type, VAT number, country) and the country in your company details, again on every save. So if the invoice is reverse-charged when it should not be, correct the customer record, open the draft, set the VAT of each line back and save: the 0% stays on a line until you change it.

Discounts and gift vouchers on the invoice

When a customer got a discount when booking, or paid with a gift voucher, you do not copy that over yourself: it comes along with Add from appointments.

• A discount is a line of its own, indented under the appointment, such as Discount code WELCOME10 (10%) with a negative amount at the VAT rate of what it takes off. On a draft you can change its description and amount, or delete the line. The amount stays zero or below; enter an amount above zero and the line says A discount line takes something off: its unit price is 0 or lower.
• A gift voucher is not a line but a payment. The appointment is on the invoice at the full price, with the VAT over it. Below the total is Paid with gift voucher with the code and the amount, and below that Amount due. See Gift vouchers.
• An invoice that sells a gift voucher has one line with no VAT in the VAT column, and a note under the totals saying why. You make that invoice from the voucher's page; see An invoice for the buyer.

You cannot add a discount by hand: an ordinary line may not be negative. To charge a customer less anyway, change the amount of the line itself.

Draft or final

An invoice moves through a few states, and only the first is freely editable.

This is what a saved draft looks like. There is no number above it yet, the top-right button reads Issue, and Actions holds whatever else is possible.

Issuing is the point of no return, so Schedulinq asks explicitly:

Three things happen at once: the invoice takes the next number in the sequence, the invoice date becomes today, and the due date is your payment term after that.

Numbering, and why you cannot simply delete

Invoice numbers must form an unbroken sequence. Every deletion rule on this screen follows from that:

• A draft can always be thrown away. It has no number, so no gap appears.
• An issued invoice can only be deleted if it is the highest one. Its number rolls back and gets reused.
• Any other issued invoice cannot be deleted. If something is wrong with it, see Correcting a mistake.

That is also why only drafts have a tick box in the overview: bulk deletion could break the sequence.

Frequently asked questions

Can I invoice without an appointment? Yes. Pick a customer and add blank lines. Useful for materials, a deposit, or anything delivered outside your calendar.

Why is there no payment link on my invoice? Online payment is not switched on in Schedulinq yet. For now, put your bank details on the invoice, for example in the footer under Invoicing → Invoice template.

I sent an invoice with a mistake in it. If it is not paid and is still your latest invoice number, revert it to draft, correct it and issue it again. If it has been paid, credit it and raise a new one. Is it unpaid but overdue, or no longer your latest number? Then see Correcting a mistake.

Where do I change the invoice number or the payment term? Under Invoicing → Invoice settings. The look of the PDF is under Invoice template.