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Creating and sending invoices

This article helps to explain how to charge sales to a customer account, set up invoicing, and how to send these to customers in one tap.

Invoicing with Tebi gives your customers flexible payment options on location including card and cash, or when sending an invoice they can easily pay with an online payment (QR code and payment link are directly on the PDF). Or you can set up the option to send invoices straight to an external bookkeeping system.

Settings for invoices

Turn on Invoice as payment method: Go to the Tebi Back Office > Settings > Payments and turn on the Invoice switch.

Go to Sales > Settings

  • Combine Sales

    • Turned on (toggle is green): Products purchased from multiple sales are combined into a single summary invoice. And then each sale is shown as singular line with the assigned invoice number.
    • Turned off (toggle is grey): Each sale is shown as singular line with the assigned invoice number. And then each specification page refers to a separate sale.

  • Manage invoice payment externally:

    Only if you want to handle payments and reconciliation outside of Tebi for invoices. When enabled, you must fill in an external email address(es) under Send a copy to.

    • When you send an invoice with this option enabled, this will immediately mark an invoice as ‘Paid externally’ and no further action is required in Tebi. The sale will be seen as closed and paid for, so it is your responsibility to receive the payment for this invoice.
    • Send a copy to: a copy of each invoice is sent to your administration email or to external systems like accounting systems.
    • Note: if this feature is enabled, you cannot send invoice directly to customers from Tebi, it all happens externally.

  • Use the business details section to add required invoice information such as your address, VAT number, and chamber of commerce

  • In Appearance, you can add notes to be included on every invoice, add invoice prefixes, and adjust the logo.

  • Save changes

  • Click on Toggle Preview Invoice to view the invoice format you’ve created.

Charge a sale to a customer account

  • Go in the Tebi App
  • Create a sale and press the green Pay button to go to the payment method screen
  • Select Invoice as payment method
  • Select a customer or add a new customer by tapping the Customer field
  • Select whether you want to charge the sale to a new invoice or add this sale to an existing invoice.
  • Select whether you want to issue invoice now or defer sending invoice
  • Optional: add a note for the customer shown on this invoice
  • Tap the green Invoice button
  • The sale will be closed in the Sales List (⁝≡) and will be visible in the Invoicing tab as an Open invoice.

Review invoices

In the App

  • Go to the Tebi App > Menu > under Management you can select the Invoices view.
  • Search or scroll through the list:
    • Status open: invoices have not been sent to the customer.
    • Status sent: invoices have been sent but payment is outstanding.
    • Status overdue: invoices have been sent but payment is outstanding and overdue.
  • You can tap an invoice to view the invoice(s) and the specification of the sale: products ordered.

In the Back Office

  • Go to the Back Office > Sales > Accounts receivable.
  • View invoices by status open / sent / overdue
    • Option to filter by status
    • Option to filter by customer type
  • View closed invoice by clicking on the button in the top right. This will direct you to the Sales list and will automatically filter on closed invoices.

Send an invoice

In the App

  • Go to Menu > Invoices
  • Status open:
    • Tap the … on the invoice line and then tap Send invoice.
    • Tap the … in the top right of the screen and Send all open invoices in one go.
  • Status sent and overdue: tap the … and then tap Send payment reminder.
  • Tap the … in the top right of the screen and tap Selection mode to select multiple invoices and send invoices and reminders in one go.
  • An email will be sent to the customer’s email address with a link to pay the sale as well as a PDF with all the information about the sales applied to their account. The PDF will also include a QR code for them to scan with their camera to pay for the invoice
  • When an invoice has been paid for by the customer, it will automatically close within Tebi.

In the Back Office

  • Go to Sales > Accounts receivable
  • Status open:
    • Click on the Invoice line, this will show the preview of the invoice, and then tap Send invoice.
    • Click on the button Send all open at the bottom of the screen to send all open invoices in one go.
  • Select multiple to select multiple invoices and send invoices and reminders in one go.
  • When an invoice has been paid for by the customer, it will automatically close within Tebi.

Pay for an invoice on location

If the customer is at your business and wants to pay directly for an invoice, this is possible. They can also pay their invoice(s) using cash, card, external payment (see below) or online payment.

  • In the App > Menu > Invoices.
  • Find and click on the customer invoice line.
  • Tap Pay and proceed to the payment method screen and pay as you would a regular sale.

Close externally paid invoice

If you receive a payment for an invoice externally, for example by bank transfer, you can log an invoice as paid externally within the Tebi app.

  • In the App > Menu > Invoices.
  • Find and click on the customer invoice line.
  • Tap Pay and proceed to the payment method screen and select the payment method External payment.

Tips & Tricks

Customer accounts don’t have a cut off. That means you can keep adding to them even after the end of a month or after you’ve sent a payment reminder.