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Frequently asked questions
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Start by creating a free account. You will have access to 3 invoices per month on the Free plan.
After signing up, complete your profile with your personal and business information. You can validate your VAT number via VIES for auto-fill.
Add your clients to the system. When you provide a VAT number, the data will be validated automatically via VIES and filled in for you.
Create your first invoice by selecting a client and adding items and amounts. The system will automatically calculate VAT or apply reverse charge when needed.
Generate a professional PDF of your invoice and send it to your client. The PDF is compliant with EU VAT rules.
Go to Dashboard → Settings and confirm your company legal name, VAT number, and address. Then review invoice defaults (currency, numbering/prefix). After that, create at least one client and issue a test invoice to validate the PDF output.
At minimum: legal company name, full address (including postal code), country, and billing email. Add the VAT number for EU clients whenever applicable, because it affects VAT/reverse charge rules.
VIES is the EU VAT Information Exchange System. Validating a VAT number helps ensure the client VAT status is correct and is a key input for applying the correct VAT rule on cross-border EU invoices (e.g., reverse charge in B2B scenarios).
Reverse charge typically applies to EU cross-border B2B invoices when both parties are VAT-registered in different EU countries (subject to local rules). In that case VAT is not charged on the invoice and a legal clause may be included. Always confirm the client country and VAT number/VIES status.
Templates save frequently used line items (name, description, quantity, unit price, currency). Use one template per recurring service/product to speed up invoice creation and keep descriptions consistent across invoices.
Go to Dashboard → Templates (or Item Templates). There you can create, edit, and reuse your most common line items when issuing invoices.
Prefer duplicating issued/sent invoices to create a corrected version, rather than editing the original. This preserves the audit trail and avoids inconsistencies in accounting history.
Define a clear numbering scheme in Dashboard → Settings (if available), such as YEAR-SEQUENCE (e.g., 2026-0001). Avoid changing the scheme mid-year to keep reporting and audits consistent.
Draft is not finalized, Sent indicates it was issued/shared, Paid indicates it was settled, and Overdue indicates it passed the due date. Keep statuses consistent with your payment confirmations to keep reports accurate.
Use PDF for most client delivery and archiving. Use UBL (EN16931) XML when a customer or an e-invoicing/government platform requires a structured e-invoice format for submission or automated processing.
Paid usually means invoices marked as paid/settled. Outstanding (or open) means invoices not yet paid. If you use online payments, verify that invoice statuses align with payment confirmations.
Keep comparisons in a single currency. Use report filters or export separate datasets per currency to avoid misleading totals when mixing amounts in different currencies.
Receipts/proofs are supporting documents attached to invoices (e.g., expense proofs, delivery proofs). Depending on your plan, retention policies may apply. Keep offline backups if you need long-term storage for compliance.
Open the invoice and look for the receipts/attachments area (if available in your plan). Upload the file and verify it is linked to the correct invoice before sharing the invoice with the client.
Go to Dashboard → Team and invite members by email. Assign the appropriate role (owner/admin/member) so users only access what they need. Remove access immediately when someone leaves.
Include invoice ID/number, client name, what you expected vs what happened, steps to reproduce, approximate time (and timezone), browser/device, and screenshots of the page or PDF. For VAT/VIES issues, include the client VAT number and country used.
Upgrade before issuing urgent invoices to avoid workflow interruptions. You can review plan features and limits in Dashboard → Subscription/Billing.
Go to Dashboard → Subscription/Billing to review your current plan, limits, and upgrade options. If you manage multiple companies, ensure you are on the correct company before upgrading.
Go to Dashboard → Settings and connect/finish Stripe onboarding (Stripe Connect). After that, enable payments for the invoice (if available) and share the payment link with your client.
Open the invoice and look for the payment section/action. If payments are enabled and Stripe is connected, the app can generate a checkout/payment link to share with your client.
You need UBL (EN16931) or Peppol workflows when a customer or a government/e-invoicing platform requires a structured e-invoice format. For most customers, PDF is enough.
Yes. EU Invoice supports multi-language PDFs and multiple currencies. EU VAT/VIES rules mainly apply to EU VAT scenarios, so confirm the right tax treatment for non-EU clients with your accountant.
Avoid sending sensitive data in chat. Mask values (e.g., [VAT], [IBAN]) and use Dashboard → Settings for company updates. For confidential issues, open a support ticket with minimal necessary details.
Confirm the invoice total is valid, payments are enabled, and the checkout/payment link is present. Also verify you completed Stripe onboarding and that the invoice is not already marked as paid.
Refunds and chargebacks are handled in Stripe. After issuing a refund in Stripe, update the invoice status in the app to keep reports consistent (and consider issuing a credit note according to your accounting rules).
Many workflows require issuing a credit note or a correction document instead of editing a sent invoice. If the app does not provide credit notes yet, duplicate the invoice to create a corrected version and consult your accountant for the proper legal/accounting procedure in your country.
Open the invoice and use the action to create a credit note (if available). The app generates a new document with a credit note number and negative line items/totals, linked to the original invoice. Review dates/notes, then issue/share the credit note according to your accounting process.
Use the reports/export options (if available) to export your data (CSV/Excel/JSON/PDF). If you use multiple currencies, export per currency to avoid mixing totals.
Keep due dates accurate, mark invoices as paid only after confirmation, and send reminders on a predictable schedule (e.g., 1 day after due date, then 7 days). Include the invoice number, due date, and payment link in the reminder.
If reminders are enabled for your workspace, the system can email clients automatically around the due date for non-draft invoices that are not fully paid. Reminders are typically sent a few days before the due date, on the due date, and at multiple overdue milestones. If a reminder was already sent for the same invoice and milestone, it won’t be sent again.
Always check the selected company/workspace before creating invoices. Keep company branding (logo/name) distinct and review the “From” section on the invoice preview/PDF before sending.
Limits can vary by plan (e.g., monthly uploads and retention). If you are close to a limit, download and store long-term documents externally and upgrade if you need higher volume.
Reports typically sum values within the same currency. If you need consolidated reporting across currencies, export data and convert using your accounting exchange-rate policy.
First confirm the VAT number format and country code. VIES can also be temporarily unavailable. Try again later, and if needed, proceed by entering the client data manually and keeping evidence of the VAT number provided by the client.
Check your template settings (logo size, long descriptions, and address fields). Use consistent line item naming and avoid extremely long unbroken text. If the issue persists, include a screenshot/PDF and your browser/device details in a support ticket.
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