How the fields work
The form is split into two columns: on the left, the invoice information, and on the right, adding the lines (products or services).
Invoice information
| Field | Description |
|---|---|
| Invoice or credit note? | Toggle. Determines the type of document. If Credit note is enabled, an additional Linked invoice no. field appears. |
| Linked invoice no. (credit notes only) | Reference of the original invoice that this credit note corrects. |
| Invoice no. | Invoice number. Automatically generated by the system upon validation (read-only at creation). |
| Invoice date | Date printed on the PDF. Defaults to today's date. |
| Due date | Payment term in days after the invoice date. Format D+30, D+60, etc. The actual due date is calculated automatically. |
| VAT | VAT rate applied to all lines of the invoice. The legal notices are updated automatically based on the chosen rate. |
| Billing company | Issuing company. Required in multi-company setups. |
| Bank details | Taken from the company record. Can be adjusted for this specific invoice. Appears on the PDF. |
| Billed company or customer? | Toggle. Determines whether the buyer is a customer (CRM) or a company in your organization (internal sale case). |
| Customer / Billed company | Auto-complete on the database. Required. |
| Hide the delivery address on the invoice? | Lets you hide the delivery address on the invoice. |
| Delivery address | Selected from the customer's list of addresses (if there are several). |
| Payment method | Free text ("Bank transfer", "Card", "Check"…). Appears on the PDF. Taken directly from the customer record if filled in. |
| Legal notices | Selected from configured values. The value can be refined depending on the chosen VAT rate. |
| Comment (configured) | Value created from the "Attributes" menu, also shown on the PDF. |
| Custom comment | Free text. Added at the bottom of the invoice. |
| Logo | Logo of the issuing company to print on the PDF. Taken from the company record by default, can be adjusted for this invoice. |
Legal notices and automatic comment based on VAT
When you change the VAT on the form, the system automatically suggests the matching legal notices and comment (reverse charge for intra-EU VAT exemption, margin scheme notice for VAT on margin, etc.). You can overwrite these suggestions with your own text if needed.
Manually adding a line (stock or service)
Add products/services panel (on the right of the form). Three ways to add a line:
1. Add a stock item
- Add a stock item field: auto-complete on the stock units (by internal reference, SKU, model).
- Upon selection:
- The title, SKU and size appear.
- The net selling price is automatically suggested (based on the purchase price or the public price of the product, depending on your configuration).
- Enter the Quantity (1 by default).
- Enter the net or gross selling price — the other one is recalculated automatically based on the chosen VAT rate. The gross amount you type is kept: rounding is applied to the net amount. The line's gross total is calculated from the net line total (quantity × net unit price), which avoids gaps when the quantity is high. A service line also accepts a gross amount typed directly.
- Add button: the line is added to the Added products/services table below.
2. Add a service
- Select a Service from the drop-down list (services are configured via Tools > Attributes > Services).
- Enter the quantity and selling price.
- Add button.
How do I create a new service?
Services are stored as values of a dedicated attribute. To add a new service:
- Go to Tools > Attributes.
- Find the Services attribute in the list, then click View values.
- New button: enter the service name (e.g. "Customization", "Advice", "Return fee", "Refurbishing fee").
- Save.
The new service will immediately appear in the drop-down list on the invoice form.
3. Reset the fields
Reset fields button: clears the entry form so you can add another line without mistakes.
Good to know — The limit is 1000 lines per invoice. Beyond that, create several invoices.
Adding lines by importing internal identifiers
Or import a file of internal identifiers panel: handy for invoicing a large batch of products for which you have a list of internal references (barcodes).
- Prepare a CSV file with 2 columns separated by
;: - Internal ID — Internal reference of the stock unit.
- Selling price — Unit price in euros (net or gross, depending on the toggle, see below).
- Are the prices gross (incl. tax)? toggle:
- Enabled → the prices in the file are read as gross. The system calculates the net amount from the invoice's VAT rate.
- Disabled → the prices in the file are read as net.
- Upload the file in the List of internal IDs field.
- Click Add: the lines are added to the table all at once.
The system checks each line:
- That the unit exists.
- That it has a size.
- That it has a purchase VAT rate set.
- That the price is numeric and greater than 0.
Adding lines by importing partner identifiers
Import a file of partner or internal identifiers panel: used to invoice a batch of units identified by their partner ID (an external reference at a consignor — typically coming from a Consignment listing shipment).
- Prepare a CSV file with 2 columns separated by
;: - Partner ID — Identifier at the consignor (e.g. GOAT ID, StockX ID, consignment store reference).
- Selling price — Net unit price in euros.
- Upload the file in the List of partner IDs field.
- Click Add.
The system automatically finds the stock units matching each partner ID (a field filled in when entering the Consignment listing shipment) and adds them as invoice lines. The same checks as for the internal ID import apply.
Typical use — When a partner (GOAT, StockX, a consignment reseller) pays you back the proceeds of actual sales, they usually send you a file with their listing identifiers and the amounts to invoice. You can import it directly here without having to look up the units one by one (provided you have linked the relevant products in stock to these platform identifiers).
Save buttons
- Create — Creates the invoice as a Draft and stays on the page.
- Create and return — Creates the invoice and goes back to the list.
- Create and new — Creates the invoice and opens a blank form.
Once lines have been added, Bulk pricing applies a net selling price by SKU, or by SKU and size (see Bulk pricing). The matching gross price is shown, except for margin VAT.
At this point, the invoice is in Draft status: all fields and lines remain editable. You can preview the PDF (French / English) via the action buttons on the list.
To validate the invoice (make it final, assign the invoice number, generate the official PDF), move it to the Next status from the list.