# Welcome

Welcome to the [onFact.eu](https://www.onfact.eu/) documentation platform! Here you will find step-by-step manuals for all features of onFact. 

Have you just started using onFact? Then be sure to take a look at our [tutorial](/tutorial-1-the-basics). There you will find all the basic steps for setting up your onFact environment quickly. If you miss anything or have any questions about a particular step/process, don't hesitate to [contact us](mailto:support@onfact.eu). Our customer service is available to you via email or the [contact form on our website](https://www.onfact.eu/contact).

<figure><img src="https://documentatie.onfact.be/~gitbook/image?url=https%3A%2F%2F314188480-files.gitbook.io%2F%7E%2Ffiles%2Fv0%2Fb%2Fgitbook-x-prod.appspot.com%2Fo%2Fspaces%252F-LbFbWXYUfv9pv0DhG23-887967055%252Fuploads%252FAvqvR79fEdWK3rHEsWNk%252Fsupport-team-3.svg%3Falt%3Dmedia%26token%3D728cdb3e-545e-4c25-960d-5c028eac00a2&#x26;width=768&#x26;dpr=4&#x26;quality=100&#x26;sign=63ecd185&#x26;sv=2" alt="" width="188"><figcaption></figcaption></figure>

## Where can I find ...

* :book: Navigate through the various sections using the menu on the left.&#x20;
* :mag: At the top right you can use the search bar to look for documentation on a particular subject.&#x20;
* :man\_raising\_hand: Check our overview of [frequently asked questions](/frequently-asked-questions-f.a.q./overview-f.a.q.).


# Tutorial 1: The Basics

Get started with BestInvoicing quickly: simply follow the steps in this tutorial to get started with the basic functionalities.

{% content-ref url="/pages/-MiRKPZXWncbanXpEq7V" %}
[1. Create an Account](/tutorial-1-the-basics/1.-create-an-account)
{% endcontent-ref %}

{% content-ref url="/pages/-MiRKT-HiVGtUiSu0ZWd" %}
[2. Create a Customer](/tutorial-1-the-basics/2.-create-a-customer)
{% endcontent-ref %}

{% content-ref url="/pages/-MiRKVbH4fL\_38f6blpR" %}
[3. Create a Product](/tutorial-1-the-basics/3.-create-a-product)
{% endcontent-ref %}

{% content-ref url="/pages/-MiRKYfe5Mt845z32PSr" %}
[4. Create an Invoice](/tutorial-1-the-basics/4.-create-an-invoice)
{% endcontent-ref %}

{% content-ref url="/pages/-MiRK\_z97nKcE-TKEkf0" %}
[5. Configure the Layout](/tutorial-1-the-basics/5.-configure-the-layout)
{% endcontent-ref %}

{% content-ref url="/pages/-MiRKdvPQIRnEesFtWjm" %}
[6. Payment Follow-up](/tutorial-1-the-basics/6.-payment-follow-up)
{% endcontent-ref %}

{% content-ref url="/pages/-MiRKk8mx7Z5Py22WnkD" %}
[7. Let's Roll](/tutorial-1-the-basics/7.-lets-roll)
{% endcontent-ref %}


# 1. Create an Account

To create an onFact account, go to [https://www.onfact.eu](https://www.onfact.eu/)

* Do you already have an account? Enter your email address and password to log in.
* As a new user, click 'Register' to create a new account.

<figure><img src="/files/mPlItwrqAyltlLxhp6U0" alt=""><figcaption></figcaption></figure>

Enter your company name and email address, then choose a password. Don't forget to accept the General Terms and Conditions and click 'Create an Account'.

In order to create your first invoice immediately, some additional company details are required. These will be displayed on your invoice. As you fill in more details, you will see the preview in the top right corner become more complete. Once you have filled in your details, click on the ‘Complete your registration’ button at the bottom.

{% hint style="success" %}
If you provide the URL to your website, onFact will collect visual information to match the document layout to the look and feel of your corporate website.
{% endhint %}

<figure><img src="/files/YrLhn85mSLX11tLNxKnx" alt=""><figcaption></figcaption></figure>

You can already make some adjustments to the template (= the layout of your documents) in this step. More advanced personalization settings are available after registration.

<figure><img src="/files/r8bAsET45XT3eyzMkKww" alt=""><figcaption></figcaption></figure>

Click the green button at the top right to complete your registration. You will be directed to the onFact dashboard:

<figure><img src="/files/BFGeF7F5iluEF3AhXBeS" alt=""><figcaption></figcaption></figure>

You are now ready to create your first customer!


# 2. Create a Customer

To create a new customer, navigate to 'Customers' in the BestInvoicing menu to the left:

![](/files/qGEsQw1OXRdey7GUzz21)

You can add a new customer via the green button at the top right. A customer number is automatically assigned. If you have completed all the information fields, click the green 'Add' button at the bottom.

{% hint style="success" %}
Adding a professional customer? Automatically add company data with just one click via the customer's VAT number -> then click 'Validate'.
{% endhint %}

![](/files/PQKiOJ4KFGIW232AIfYe)

Your customer has been successfully created and a customer file is rendered (detail view):

![](/files/WL7G6uMl7xNJAUqCYO1G)

Want to add more customers?&#x20;

1. Click the white 'Back' button at the top right corner
2. You will now be redirected to the customer list and can create another customer from there: click the green button 'Add Customer'.

![](/files/KQmTPOHc7Vpecb9SAz6Y)

You are now ready to create the products or services you want to sell.


# 3. Create a Product

To create a new product, navigate to 'Products' in the BestInvoicing menu to the left:

![](/files/hOrTqrG61Z8TQZFo6IEm)

In [BestInvoicing](https://www.bestinvoing.com), a **product** always belongs to a **product group**. How you name a product group and which products you link to it will depend on your business type and commercial activities.&#x20;

A product group may relate to specific products, but also to more general services. Some examples:

| PRODUCT GROUP  | PRODUCT                             |
| -------------- | ----------------------------------- |
| Flour          | Cornflour                           |
|                | Whole wheat flour                   |
| Shipping costs | < 10 km radius                      |
|                | 10 km - 50 km radius                |
| Certificates   | Conformity check fire extinguishers |
|                | Conformity sprinkler system         |
| Labor          | Tiling                              |
|                | Leveling                            |

### Creating a Product Group&#x20;

The first step is creating a product group.

1. Click the green button 'Add Product Group' at the top right corner
2. Give your Product Group a name and click 'Add'

In this tutorial, the BestInvoicing user is a fictional telecom company. A first product group is called 'Appliances'.

![](/files/o6Wux0dvG5QPTc4zPPT1)

### Creating a Product&#x20;

You can now add individual products. Click the blue 'View' button - located next to the name of your product group. You'll see that there are no products in the list yet: you can create these by clicking the green button 'Add Product' at the top right corner.&#x20;

The product automatically receives a serial number and the product group name is completed (if you have already created multiple product groups, you can select another product group from the drop-down menu).&#x20;

Name your product and (optionally) provide a description. If desired, you can also enter the purchase price, sales price, appropriate VAT percentage, ...

{% hint style="success" %}
Here you'll automatically see the default VAT percentage, if you use e.g. co-contracting or intra-community transactions on the invoice, this will be adjusted automatically.
{% endhint %}

<mark style="background-color:green;">The abovementioned VAT systems are related to specific EU-regulations. For more country-specific options, refer to a local version of the Software.</mark>

{% hint style="info" %}
Is the price of your product variable? Then price it at $0 or give it a commonly used price, and manually adjust this later per invoice.
{% endhint %}

![](/files/9c99Pa2Wk21haxGWlTPW)

Click the green button 'Add' at the bottom to save your product. You are now directed to the completed product file (in this example: a router).

![](/files/6SSoIPn69h8ephyLt77d)

To go back to the overview of your product group, click the white 'Back' button at the top. Your product group (example: Appliances) will now already contain one product (example: Router).

![](/files/tmBgvMKl8bmiWztAOtL2)

To add additional products within this group, click the green "Add Product" button at the top right.&#x20;

### Create Additional Products/Groups&#x20;

Do you want to add another product group?&#x20;

1. Click 'Products' in the menu to the left to display the overview of existing product groups.&#x20;
2. Create a new product group by clicking the green button 'Add Product Group' at the top.
3. Name this group: you're ready to add products to it.&#x20;

In the example below, a second product group called 'Labor' was created. This includes e.g. the services provided by the company: installation and connection of the appliances.

![](/files/QudDxboKXtGyD04S9pfF)

Once the products or services you need are entered, you are ready to create an invoice.


# 4. Create an Invoice

To create a new invoice, navigate to 'Invoices' in the BestInvoicing menu to the left:

![](/files/ulDJ7HS6y44xHpSG1y6d)

As you didn't create an invoice yet, the overview is empty. Create a new invoice by clicking the green button 'Create Invoice' at the top right.

![](/files/B0dWMyopnvB2nMEx1D0L)

The invoicing interface now opens and consists of four blocks of information, regarding:

1. Your customer information: who are you billing?&#x20;
2. Your products/services: what are you invoicing and at what price?&#x20;
3. The bottom text: the request for payment to the customer with account number and payment reference information.
4. The invoice itself: serial number, date, discount options, ...

### Your Customer Information

![](/files/7o0aEIAQxjvM7stiaf1W)

Here you specify to whom you want to address the invoice. You can enter the details of a new customer by typing in the blank fields. However, you can also retrieve an existing customer from the customer files you created earlier (see Step 2: [Creating a Customer](/tutorial-1-the-basics/2.-create-a-customer)). For example, if you type the name 'Anthony' in the field 'Customer', BestInvoicing will immediately look for the customer with the corresponding name and copy the existing customer file information into the invoice.

![](/files/oJBS2HXwhgAuQrhOppAO)

You will see that this invoice is now linked to customer record 'C00001', the number of Anthony Simmons' customer file.

{% hint style="info" %}
Starting from scratch? Simply enter the new customer data directly into the invoice (manually) and check the box 'Save as new customer'.
{% endhint %}

### Your Products or Services

![](/files/S45Wr9C554t7drpakqpo)

By default, your invoice contains no products or services yet. Per new line you can add a new product or service. Add your services or products in the text fields. In the example below, a router is being sold:

![](/files/LVlNAFTz1NtMP4kmeMUD)

Just like retrieving a customer, BestInvoicing recognizes the product you want to add from your product database. A router was entered as a product in the previous step '3. [Create a Product](/tutorial-1-the-basics/3.-create-a-product)'. The data about this product will automatically be transferred to the invoice. A new blank line appears below this product, where you can add a second product.&#x20;

In the example above, a product is added which has not been created yet in the product database. Manually type the description in the 'Service or Product' field and enter a price.&#x20;

{% hint style="success" %}
Want to save this newly entered product for future use? Simply click the blue button with three white dots to the left of the product line. Then select 'Create product' to open a product page pop up, add more information to it, and save your newly created product.
{% endhint %}

### The Bottom Text&#x20;

The bottom text informs your customer about e.g. payment instructions. By default, the bottom text asks to *"transfer the invoice amount within xx days to account number xx, stating the invoice number xx."*

![](/files/XXI6Ogo8XrhuNIEwrpAx)

During the first step, '[1. Create Account](/tutorial-1-the-basics/1.-create-an-account)' you entered the bank account number of your company. This is the number that will be included in this bottom text. In principle you do not need to change anything in this text field; all information is reused from the data you entered in BestInvoicing.&#x20;

{% hint style="info" %}
Would you like to change this bottom text for all your invoices at once? [Read here](/settings/default-values#default-bottom-texts-on-documents) how to do it.
{% endhint %}

### Document Properties&#x20;

Before saving and generating the invoice, you can make a few other choices.

![](/files/rcaZoZPAJzDfa7JcsLOr)

In this section you can:&#x20;

* change the date of your invoice, if desired;&#x20;
* apply a general discount to the entire invoice amount;&#x20;
* enter the payment term, and/or select 'End of month'.&#x20;

{% hint style="success" %}
Have you already created invoices this year? Then you can set the appropriate serial number for your first invoice via BestInvoicing. Afterwards BestInvoicing will continue the numbering automatically. [Click here to learn about numbering.](/settings/numbering/my-last-invoice-had-no.-115-how-can-i-start-in-onfact-with-invoice-no.-116)
{% endhint %}

You can generate (= save) your invoice using the green 'Add' button. You will see the summary screen of your generated invoice:

![](/files/JaOVKLUrWUpHTtJttfso)

If you click the grey 'View Print Version' button at the top right, a new window will open where you can see what the invoice looks like to your customer:

![](/files/cf9AN23IfJ1GDZdqAjKQ)

Did you notice an error in the invoice, or do you wish to adjust something? That's possible.

1. In the summary screen of your invoice, click 'Edit Invoice' in the left menu next to 'Timeline'.&#x20;
2. You can edit the invoice section by section using the yellow 'Edit' pencil buttons (e.g. you only wish to edit the customer information, or the information about your listed products/services, ...).

![](/files/viwv2leNTuGtdk67Q393)

### Sending an Invoice&#x20;

If the invoice is complete, you can easily [send it via email](/more-features/send-documents-by-email) from the invoice summary:

![](/files/w4Gyw4ZgKjxafJdrv4gs)

To the right of 'Timeline' you see a yellow 'Send via Email' button. This opens a window where you can send your invoice to the pertaining customer, with an accompanying message.

![](/files/Hj56uxypXksdaXHi4J7g)

The customer's email address is automatically retrieved from the customer file, or can be entered manually. You can choose to also send a copy to yourself, or use options cc: and bcc:. The subject of the email can be customized, as well as the accompanying text. It is also possible to enter multiple email addresses by placing a comma between them.&#x20;

The email is sent by clicking the green 'Send Email' button at the bottom of the page.


# 5. Configure the Layout

In BestInvoicing you can easily change the layout of your invoices. This is done via the Company Settings.&#x20;

1. Click your e-mail address at the top right of the BestInvoicing window; a drop-down menu appears.&#x20;
2. Select 'Company Settings'. You will see the general page with your company information.&#x20;
3. To set the layout of documents, navigate to the fourth choice in the middle menu; 'Templates'.&#x20;
4. To customize the current template, click the yellow pencil button 'Personalize Template'.

![](/files/zkqIWYtAZhVUFB3SCMdC)

In the middle section you can make adjustments to the template. In the right side of the window, you can simultaneously see a preview of your documents. After each change, click the blue button at the top right ('Refresh Preview') to view your changes.&#x20;

## Choose Your Logo&#x20;

One of the most significant customizations is the display of your company logo. Click 'Logo - Select file' to upload a logo. In the example below, the company logo was uploaded:

![](/files/vZzTv3fNLOOTUbgws7mf)

Use the slider below 'Settings' to make the logo larger or smaller.&#x20;

{% hint style="info" %}
Don't forget to hit 'Refresh Preview' to reflect the changes on your preview document.&#x20;
{% endhint %}

## Choose Your Background&#x20;

It is also possible to upload not just a logo, but also a complete background. However, you will need to have a ready-made image available for this. In the example below, a background was uploaded.

![](/files/a6rYGTD2ACSNJw6FARzM)

Invoice appearance before and after adding a background:

![](/files/2gkLDWTMWgLUZvfy2XSc)

You can make some more adjustments under the heading 'Settings', such as&#x20;

* make the logo larger or smaller;&#x20;
* increase or decrease the margin between the different lines;&#x20;
* adjust the size of the font.

![](/files/uEDzxzrYQr6cLxfGTggK)

## Choose Your Font

BestInvoicing offers you to choose between a few fonts:

![](/files/f8wtxk33NYCcGWXMItri)

## Choose Your Colors

BestInvoicing also offers color options for bars and text in the product table. By clicking the colored blocks, you open a color selection wheel. You can click on any color or manually enter the hex code of the color.

<img src="/files/rO7Dq06wS3YufERHgHqF" alt="" data-size="original">

Below is an example before and after color adjustments:

![](/files/mTmzi9DO5uiXjTDceVLR)

The selected colors then look like this in the BestInvoicing menu:

![](/files/mmNxCAGvWx0O2tCuFLkP)

{% hint style="success" %}
Do you want more customization? With some technical know-how you can make changes to the internal code of the template via html and css. For a complete custom layout, you can [contact us](mailto:support@bestinvoicing.com): we will provide you with a free price quote (no obligations).
{% endhint %}

## Get Started!&#x20;

You can create and save several templates to give almost every document a different look and feel. Experiment with the possibilities of bringing your corporate identity to life in BestInvoicing!


# 6. Payment Follow-up

In the example below, one of our created invoices was marked as 'paid' (green button).

![](/files/bQ3fA8sSTcsYrxD9fsrD)

BestInvoicing offers a few ways to track the payment status of your invoices:&#x20;

* manually&#x20;
* via direct connection with your bank account
* by sending out payment reminders

### Manual Follow-up&#x20;

To mark your invoice as 'paid' with just one click, click the green 'Change status to paid' button in the invoice summary screen.

![](/files/pcZxjLr6nZQFq1UnzmB4)

However, in order to optimally use the functionalities of BestInvoicing, it is advised to manually add more information about the actual payment. To do so, click the blue 'Action' button. Then select 'Create payment manually' from the drop down menu.

![](/files/FYmMdWFgOS2VvSmlCb6a)

A pop-up window will open to enter payment information:

![](/files/khrM8d4Z01a1rsR9eVyI)

* Payment account: this can be your company's bank account or, for example, your cash register. Indicate in this field how the payment was made.&#x20;
* Date: indicate when the payments was received.
* Counterparty name: preset to customer name on the invoice, can be overwritten.&#x20;
* Message: preset to invoice serial number, can be overwritten.&#x20;
* Amount: the amount you received **in this transaction**. Maybe the customer only paid half of the invoiced amount today, or the payment is incomplete.&#x20;

Click 'Create Payment' to confirm and record the payment information.&#x20;

![](/files/JJXT2lZYX20xPUCtQKl1)

{% hint style="info" %}
Entering the different payment accounts for your company only has to be done once. [Read here](/settings/journals#financial-journal) how to do it.
{% endhint %}

### Link with the Bank&#x20;

The payment follow-up can also be done directly via your bank. [Click here](/connections/connect-your-bank-account) to learn how this works.

### The Payment Reminder&#x20;

It is possible to create a reminder for an outstanding invoice.&#x20;

1. To set this up, go to 'Reminders', on the left of your invoice summary screen.
2. Click the green button 'Create Reminder'.

![](/files/IsYaifzGL431vgm3rWf0)

A default message is used to urge your customer to pay. You can enter the new payment term, any reminder costs and interest. Click 'Add' to save.

![](/files/z9JrdkZKeBcyQZiw7dbD)

The reminder is created and can now be sent by email or printed out.

![](/files/8Oqm5SbJvhQW90QOT6pd)

{% hint style="info" %}
You can also set automatic reminders at company level. [Read how to do this](/settings/automatic-payment-reminders) here.
{% endhint %}


# 7. Let's Roll

Once you have completed the previous steps, you are ready to get started with BestInvoicing. To become a real BestInvoicing-pro, the documentation contains some tutorials to help you step up your game. We highlight a few of them below.&#x20;

By automating as much as possible, you actually make BestInvoicing do the work for you! Connect your bank account, let your customers pay online and set up automatic payment reminders:

{% content-ref url="/pages/Il1Rdy8rRVQ7JHBI8xkI" %}
[Tutorial 2: Automate to Save Time](/tutorial-2-automate-to-save-time)
{% endcontent-ref %}

Manage your entire financial picture in BestInvoicing by also processing your purchase documents:

{% content-ref url="/pages/p9bnJDnMvS5yqVryS8RL" %}
[Tutorial 3: Process your Purchases](/tutorial-3-process-your-purchases)
{% endcontent-ref %}

## We're Happy to Help

If you still can't find what you are looking for, our helpdesk is at your disposal via <support@bestinvoicing.com> or via the livechat function [on our website](https://www.bestinvoicing.com) (during office hours).

![](/files/Tp9vxhZbqdIAu1sTtTns)


# Tutorial 2: Automate to Save Time

By automating as much as possible, you make BestInvoicing work for you. Don't waste any more time thanks to these easily set up actions!&#x20;

## Action 1: Connect your Bank Account

Link BestInvoicing to your bank account. Via partners such as Ponto, your bank transaction data is retrieved from your online banking environment and matched with your documents in BestInvoicing. This way e.g. invoices are automatically marked as 'paid' and you no longer have to follow up on them yourself. Click the link below to read how to set up this connection in BestInvoicing.

{% content-ref url="/pages/AEYlb11Q9fgyFO5gR1nQ" %}
[Connect Your Bank Account](/connections/connect-your-bank-account)
{% endcontent-ref %}

## Action 2: Offer Online Payment

If you include the online payment button in your emails, your customers can immediately pay their invoice securely online. No hassle for the customer and you get paid quickly. Double win! Click the link below to find out how to set up the online payment connection in BestInvoicing.

{% content-ref url="/pages/IrfVBfgAHOw9VRt5fqym" %}
[Connections for Online Payment](/connections/connections-for-online-payment)
{% endcontent-ref %}

## Action 3: Set Up Automatic (Payment) Reminders&#x20;

How much time do you spend following up on outstanding invoices? By using automatic payment reminders in BestInvoicing, this becomes a thing of the past. According to a schedule chosen by you, outstanding invoices are followed up automatically. Click the link below to read how to activate these reminders.

{% content-ref url="/pages/bNyjwTP6dWbTWkBeGavp" %}
[Automatic (Payment) Reminders](/settings/automatic-payment-reminders)
{% endcontent-ref %}

## Action 4: Automatic Forwarding to Accounting Software

Via BestInvoicing you can automatically forward your documents to the accounting software package of your accountant.&#x20;

{% content-ref url="/pages/baVxqRAWSXz11W9y2Pv8" %}
[Connections for Accountancy](/connections/connections-for-accountancy)
{% endcontent-ref %}


# Tutorial 3: Process your Purchases

Manage your entire financial picture in BestInvoicing by also processing your purchase documents. Discover step by step how to easily process your purchases in BestInvoicing.

## Step 1: Upload your Documents to BestInvoicing

Entering your purchase documents into BestInvoicing can be done in several ways:&#x20;

* by uploading a purchase invoice from your device via the general upload window;&#x20;
* by taking a picture of a purchase receipt using your smartphone, when logged in to BestInvoicing;&#x20;
* by forwarding the files via email to your BestInvoicing email address. Hint: often this can also be done directly from your scanner via scan-to-email function.
* by receiving the files in your [PEPPOL](/more-features/peppol/sending-documents-via-peppol) inbox so that BestInvoicing automatically processes them for you.

{% hint style="success" %}
Read more about how to submit your [purchase documents here](/more-features/processing-lists).
{% endhint %}

## Step 2: Book/Process Invoices&#x20;

Your supplied purchase documents will appear in a processing list (cogwheel icon in the upper right corner of BestInvoicing). Once the files are in this list, the OCR ([Optical Character Recognition](https://en.wikipedia.org/wiki/Optical_character_recognition)) software starts scanning them. OCR reads the information on the purchase documents and adds the retrieved data to your purchase.

The information extracted from your purchase document by means of OCR can be completed with additional purchase information such as type (invoice or credit note), payment term, self-set purchase category, ... via the blue 'Process' button.&#x20;

{% hint style="success" %}
Read more about how to process your [purchase documents here](/apps-integrations/purchases).
{% endhint %}

## Step 3: Paying your Purchases

Your incoming purchase invoices can also be paid directly from BestInvoicing. One condition is that IBAN and BIC numbers of the supplier are entered. You can choose from three payment methods:&#x20;

* Direct payment via a **QR code** that you can read with your banking app.&#x20;
* Did you connect your bank account via Ponto? Then you can also use the **Ponto payment button** to make your transfer.&#x20;
* Want to prepare or execute multiple payments at the same time? You can export scheduled payments to a **SEPA file** to be uploaded to your own online banking environment. This way, you can schedule a number of payments in one go. Each payment can also have its own designated payment date.&#x20;

{% hint style="success" %}
Read more about how you can pay your purchase [documents from BestInvoicing here](/apps-integrations/purchases#paying-purchases-from-within-bestinvoicing).
{% endhint %}

## Step 4: Forwarding Documents to your Accountant&#x20;

The entered purchases can also be forwarded to your accountant. This can be done via a direct connection with an accounting package or delivery platform, or via exchange of [UBL files](/connections/connections-for-accountancy#delivery-of-files-in-ubl-format).&#x20;

{% hint style="success" %}
Read more about how you can deliver your purchase [documents to the accountant here](/connections/connections-for-accountancy).
{% endhint %}

## Step 5: The Most Efficient Way

You can truly minimize the time spent on processing your purchases. This can be achieved as follows:&#x20;

1. Join the [PEPPOL network](/more-features/peppol/sending-documents-via-peppol) and ask your suppliers to deliver their invoices via PEPPOL as well.
2. Did you receive an invoice via PEPPOL? Click the link in the email you receive and choose&#x20;
   1. to accept immediately (invoice will be automatically processed in BestInvoicing);&#x20;
   2. to pay immediately via [Ponto](/connections/connect-your-bank-account/ponto). No more typing or copying the payment information.&#x20;
3. Activate 'automatically forward to accountant' via your designated accounting package configuration so that all processed purchase documents are automatically forwarded to your accountant overnight.&#x20;
4. Done!&#x20;

{% hint style="success" %}
Need help setting up this efficient configuration? Contact us via <support@bestinvoicing.com>.
{% endhint %}


# Customers

In the customer module, customer files are managed. These customer files contain all the information about the customer and can be used throughout the software, such as when creating documents.

![](/files/gVVM8KitvnqGSHLB6pLq)

## Basic Module&#x20;

### Create Basic Customer File

To create a new customer, navigate to 'Contacts' and select "Customers" in the onFact menu to the left:

![](/files/lmi4MPKQdaJ7bo1c2HyV)

You can add a new customer via the green button at the top right "Add Customer". The information on your customer (name, address, contact details, ...) is filled in in the blank customer file.

{% hint style="success" %}
It is also possible to retrieve all company data with just one click via the customer's VAT number. This data retrieval works by linking the [European VIES database](https://ec.europa.eu/taxation_customs/vies/?locale=en).
{% endhint %}

A customer number is automatically assigned. You can also set the numbering structure yourself; [read here how to do that](/settings/numbering).&#x20;

At customer level, you can already indicate which VAT regime is applicable. By default the 'standard rate' of the pertaining country is set, but you can also indicate other regimes. The applied VAT regime can also be entered or altered when creating a document (proposal, invoice, ...).

{% hint style="info" %}
Adjusting the standard VAT regime for your entire organization? [Read here how](/settings/default-values#default-vat-settings-and-available-vat-percentages) to do it.
{% endhint %}

If you have completed all the information, click the green 'Add' button at the bottom. You can edit the customer file, just like other entities in onFact, at any time via the yellow 'Edit' button.&#x20;

{% hint style="success" %}
You can decide to only enter your customer data at the moment of creating a new document. The customer data that's entered directly in a document can easily be 'Saved as new customer' to create a customer file.
{% endhint %}

### Add More Options per Customer&#x20;

The basic information per customer can be extended with additional fields. These can be found at the bottom of the customer file, behind the button 'More Options'. The following fields are available:

![](/files/IHEagmdLyj1kJFVlSDVK)

Examples of additional settings per customer:&#x20;

* specific payment term&#x20;
* discount (financial discount or general discount)&#x20;
* default Peppol schematic and identifier fields you want to assign for this customer

Alternative email addresses for specific documents can also be specified here. For example, a customer may request that invoices or order forms should not be sent to <info@thiscompany.com>, but to <finance@thiscompany.com>. The available types of documents listed here depend on how many document modules you have activated.

{% hint style="warning" %}
Specific payment term: this overwrites the default general payment term, set at company level. If the default payment term is 14 days but you assign 30 days to this particular customer, the documents linked to this customer will have 30 days instead of 14 days payment term. This also applies to any [automatic payment reminders](/settings/automatic-payment-reminders) that would be sent out for this customer.
{% endhint %}

### Adding Extra Information Fields

It is also possible to create your own information fields for your contacts. In these fields you can add extra information on contact level (suppliers and/or customers), which may be important only to your specific business. This type of field can also be displayed on your documents, if desired. Read the documentation on '[Custom fields for contacts](/settings/custom-fields-for-contacts)'  to learn how to create and use these fields.&#x20;

### Overview Customer Data&#x20;

As part of the customer file, you will see a field 'Internal note': this is a free text field. You can use this field e.g. to enter specific customer details. Internal note information is **not displayed** on your documents and will only be visible in the BestInvoicing interface.

![](/files/EyvD35dcN5uUvh7piYMU)

At the bottom of the customer record, the general turnover linked to this customer will appear, as well as the turnover per product bought by this customer. onFact uses the data from created invoices + cash register tickets - credit notes for this purpose.

<figure><img src="/files/tSVNjcfXhbcz9ZZhQinZ" alt=""><figcaption></figcaption></figure>

Using the 'Full Report' button (above the 'Revenue by Product' chart), you can see the products sold to this customer in a report.

<figure><img src="/files/QVJ79AQO1EHm1uu9fJf5" alt=""><figcaption></figcaption></figure>

## Managing Contacts&#x20;

If your customer is a company, you can add a specific department or contact person within that company via the green button 'Add Contact'.

{% hint style="info" %}
In the field 'Attn.' of an invoice, the specific information of a contact person/department can be included. If you entered a different address for your contact person than the address for your 'Customer', the address data of your 'Customer' **will be overwritten** with those of the specific contact person or department.
{% endhint %}

![](/files/9aO7MUmdymu8mudFlQAf)

## Import/Export Customers&#x20;

### Importing Customers&#x20;

Based on a simple Excel- or [csv file](https://en.wikipedia.org/wiki/Comma-separated_values), you can import an existing customer list into onFact. In just three steps you have already uploaded your entire contact list. Such an import is also possible for a list of suppliers, or products. How to perform an import [can be read here](/settings/importing-data).

![](/files/yOsJnPDkL6JQpA9tzZ26)

### Exporting Customers

You can also [export your customers](/more-features/exporting-data#customers-suppliers) from onFact with one click. Click the blue button 'Actions' at the top right to export and download a csv-file. This file can be opened with any spreadsheet software (such as Excel).

![](/files/Svb7a1ThWNcq08FjdTJu)

## Attachments&#x20;

It is possible to link a certain attachment document to your client file (e.g. contract - signed or pending, special conditions, ...).&#x20;

In the example below, a signed contract is uploaded. Other possible uses:&#x20;

* Photos of the follow-up of the work, to be forwarded to your client afterwards
* A prepared quality certificate, to be sent together with your invoice to your client

![](/files/F5ipVT5C6GuE5caS96bi)

You can also upload attachments at company level. This may be applicable for "General Terms and Conditions". [Read here how to set this up](/settings/attachments).&#x20;

## One Invoice from Multiple Delivery Notes

Some customers may receive multiple deliveries from your company per time period (e.g. 1 month). It is then convenient to send them an invoice just once a month. In onFact you can easily combine the products and prices from multiple delivery notes into one invoice, directly from the customer file.

![](/files/H5FHnxlQAbqzPm858iE1)

## Extensions&#x20;

### Languages and Currencies&#x20;

It is possible to indicate a different currency or language at  customer level. If you choose, for example, French, all documents created (proposal, order confirmation, invoice, ...) to this customer will be created in French. The translations of the documents' default texts are provided by onFact.

![](/files/Z6SHhQ4qF6p03A15wOKZ)

This means that e.g. the standard bottom text on an invoice will be translated into the customer's language. However, if you have modified this bottom text or are using a custom version, be sure to provide your own translation.&#x20;

{% hint style="warning" %}
The products or services mentioned on the documents are displayed in the language in which you have created or entered them. In order to mention the products on the invoice in French for example, you have to provide a French translation of your product names. [Read here how](/basic-modules/products#translations) you can do this.&#x20;
{% endhint %}

You can manage which languages you want to offer in onFact via the app '[Foreign-Language Customers](/apps-integrations/foreign-language-customers)'. Currencies can be managed via the '[Other Currencies](/apps-integrations/other-currencies)' extension.

### Price Segmentation per Customer

If you have activated the app 'Price Segmentation', you can start applying it to your products. If you use different prices for different customer categories (e.g. business or private), it is possible to create different price segments. Per product you can create several price categories and their corresponding prices. In the customer file you can assign a customer to a certain segment. [Read here](/apps-integrations/price-segmentation) how you to create a price segment.

### MailChimp&#x20;

If you've activated the app 'MailChimp', you can synchronize your customer list with a list in MailChimp. This way you can easily send newsletters to your current onFact customer base via MailChimp. [Read here](/apps-integrations/mailchimp) how to use this application.


# Products

In onFact a **product** always belongs to a **product group**. How you name a product group and which products you link to it will depend on your specific business and commercial activities.&#x20;

It can be about specific products, but also about more general services. Some examples:

| PRODUCT GROUP  | PRODUCT                             |
| -------------- | ----------------------------------- |
| Flour          | Cornflour                           |
|                | Whole wheat flour                   |
| Shipping costs | < 10 km radius                      |
|                | 10 km - 50 km radius                |
| Certificates   | Conformity check fire extinguishers |
|                | Conformity sprinkler system         |
| Labour         | Tiling                              |
|                | Leveling                            |

## Basic Module

### Adding a Product Group

Via the tab 'Products' (left menu) you get an overview of the existing product groups.

![](/files/opKadoHySO59O9c71Q52)

{% hint style="info" %}
Do you want to see a full overview of all of your products, regardless of their product group? Click the blue button 'Full Product List' at the top right corner to display the full list.
{% endhint %}

In this video a new product group is added:

![](/files/9wwbJk1gsoTp5Mtjb9TM)

Per product group you can see the revenue during a certain period. You can also display numbers based on total sales:

![](/files/hQFnI08VHSUt6rySoUXc)

### Adding a Product to the Product List

In the newly added product group, you can immediately create products.

![](/files/tBr4KOIrYGOgqW25rlGd)

A product number is assigned automatically. Via the 'Edit' button you can also enter the article code of your product, or another type of numbering.&#x20;

{% hint style="success" %}
Do you want to use your own product numbers or change the default numbering? That's possible: [read here](/settings/numbering) how to do that.&#x20;
{% endhint %}

### Adding a Product Directly from a Document

It is also possible to create/save a new product from a document, e.g. invoice or delivery note while creating it. This way you don't always have to return to the product overview.&#x20;

When creating a document, a number of product lines appear. In these boxes you can enter the basic product information (name, price, ...). At the left side of a product line a white dotted blue button appears. Click it to open a drop down menu.

![](/files/tOkDpo2PTcpJfhbMQPG9)

Click the last option, '+ Create product'. A pop-up window will open where you can enter the necessary product information, in analogy to entering it via the product overview.

![](/files/L9sOY0glLW1XBqwstHck)

Depending on which [Apps and Integrations](/apps-integrations/activating-apps-and-integrations) you activated (see below under 'Extensions'), more or less available input fields will be visible. Click the green 'Add' button at the bottom to add your product to your product list.&#x20;

If the product was successfully added, a message will appear and the link to the product will be made. Under the name of your newly added product, the connecting message appears: *"This line is linked to product (xyz)"*.

![](/files/wDD7n1IIY7d3KnGh1yoo)

## Extensions

### Translations

For non-native customers, the default texts are translated in onFact. However, you will have to provide translations for the products you entered.

![](/files/3JnV5yDnkjc9iCQoxqBW)

You can enter the translation manually per product or via a csv file containing several products and their translation(s). [Read here how to do that](/settings/importing-data#products).

### Product Photo

In BestInvoicing, you can add a photo to your product and also show it on your documents.

![](/files/yP13UdlBgKzLajzXpNnR)

To make use of this feature, you need to activate the extension 'Product photos'. [Read how to do that here](/apps-integrations/product-photo).

### Report

You can display a sales graph for each product. This is displayed based on general turnover or number of sales (choice).

![](/files/ImmLBf96IGe2qar21IBR)

### Price Segmentation

If you have activated the app 'Price Segmentation', you can assign segments to your product here. If you use different prices for different customer categories, it is possible to display multiple prices in one product file. Per product you can create segmented prices. [Read here](/apps-integrations/price-segmentation) how to do this.

### Stock Management

If you have activated the 'Stock Management' app, you can start using it for your products. The stock is increased when purchases or corrections are made and decreased based on delivery notes or invoices (configurable). The virtual stock takes into account open customer orders so that you can place timely orders with your suppliers to replenish the stock. [Read more](/apps-integrations/stock-management) about stock management.

### Empty Goods

If you have activated the 'Empty Goods' app, you can start using it for your products. Charge empties to the products sold. These empty goods are listed separately on your documents. [Read more](/apps-integrations/empty-goods) about empty goods in BestInvoicing.

### Units of Measure

If you have activated the Units of Measure app, you can start using it for your products. Add units of measurement to the products on your documents. [Read more](/apps-integrations/units-of-measure) about units of measurement.

### General Ledger Accounts

If you have activated the General Ledger Accounts app, you can start using it for your products. Set up general ledger accounts for products: invoices immediately receive the appropriate general ledger account number when forwarded to accounting software. [Read here](/apps-integrations/general-ledger-accounts) how you can set this up.&#x20;

{% hint style="warning" %}
Attention: not every accounting package can process this ledger data. So make sure to check with your accountant first!
{% endhint %}


# How Can I Update My Product List (e.g. Price Changes)?

In onFact it is possible to update your entire product list in case of price changes. The easiest way is to work with an [export](/more-features/exporting-data) of your products, followed by an [import](/settings/importing-data) containing the update information. How does this work?

## Exporting Data

1. Go to your overview of Products. At the top right, click the blue button 'Full Product List'.&#x20;
2. At the top right corner, you'll see another blue button 'Actions'. Click it to open a menu and select 'Export to xlsx (Excel)'.&#x20;
3. The download will start: a message will appear telling you that your download is ready. Save it locally.&#x20;

<figure><img src="/files/A7RpwoV8XUnlCMC6HNSE" alt=""><figcaption></figcaption></figure>

This Excelfile can be filtered, sorted, ... however you'd like. Indicate the new price in the column(s) containing price information.&#x20;

The file needs to be uploaded into onFact again, containing the updated prices: this happens via the import function.&#x20;

{% hint style="warning" %}
ATTENTION: Do not change any data in the '**Unique external ID**' column! Based on this column, onFact will know to overwrite the existing products when importing the data. If you change this unique external ID, onFact will consider the file as new products and your list will be duplicated instead of updated.
{% endhint %}

## Importing Data

Importing data into onFact is done based on a csv file, which is a derivative of Excel. To create a csv file, choose 'Save as ....' from your Excel file and select file type 'csv'.

1. Navigate once again to your full product list and click the blue button 'Actions'.
2. Now click the bottom option: 'Import Products'.
3. Click the green button 'Import Data', located top right on the Import page.

You are now taken to the first import step.

![](/files/cYHs4yA6cXCLRk1du4UD)

1. Upload your csv file via 'Choose File'.&#x20;
2. Indicate the type of data: Products.
3. Indicate what separator is used in your csv file. By default, the semicolon is used. However, you may also have used a comma, in which case you must enter the comma character here.&#x20;
4. Name your import; by default the date of the current day is used. You can also enter the name of a new or existing product group (see below).&#x20;
5. Indicate which separator is used for decimals (e.g. purchase price = 74.50 USD).
6. Indicate whether the first row of the file contains titles or not.
7. Click 'Next'.

## Matching Data to onFact Fields

Once your file is uploaded, this can take a few minutes analyzing the data. You need to match the columns from your file, to the available data fields in onFact.

For example, if you click the line next to the 'Name' field in onFact, all column names from your import file will appear. Select 'Column 0: Name' as a match for the BestInvoicing field 'Name'. For the field 'Postal Code', select 'Column 3: Postal Code', etc. until all your fields are matched.

![](/files/YdP9GFUoC999xSez738C)

{% hint style="warning" %}
Please verify that you explicitly match the column '**Unique external ID**': these values must be matched correctly, see earlier, in order to avoid double submissions!
{% endhint %}

The matched result may look like this:&#x20;

![](/files/YdP9GFUoC999xSez738C)

Click 'Next' to start the import. This process may take a few minutes. After import you will see how many customers have been created or updated.

![](/files/My7Y1FMv6PbEXff5UaGm)


# Proposals

## Basic Module

Via the proposals module you can make price offers for your customers. The document structure is similar to that of an invoice. For the detailed information per field we therefore refer to the manual '[Invoices](/basic-modules/invoices)'.

![](/files/v394LcT3j66aU2NtfYzy)

Once your proposal is created, additional functions are available through the blue 'Action' button and the green 'Copy To' button.&#x20;

### Actions&#x20;

Via the blue 'Actions' button you can:

* send your proposal (via Peppol, [via e-mail](/more-features/send-documents-by-email) or [regular mail](/more-features/send-documents-by-mail));&#x20;
* change the status of your proposal to 'Sent';&#x20;
* change the status of your proposal to 'Refused';&#x20;
* change the status of your proposal to 'Accepted'.

![](/files/qygkuW8erGBaXFzCGNLL)

### Copy to&#x20;

Using the green 'Copy to' button, you can easily copy your proposal to:&#x20;

* a new proposal;&#x20;
* a new advance invoice;&#x20;
* a new invoice.&#x20;

{% hint style="success" %}
You can also copy proposals to an [order confirmation](/apps-integrations/order-confirmations), [delivery note](/apps-integrations/delivery-notes), [cash register ticket](/apps-integrations/cash-register-tickets), [payment request](/apps-integrations/payment-requests), [purchase order](/apps-integrations/purchase-orders) or [task](/apps-integrations/tasks) but these are extensions that you need to activate first in onFact.
{% endhint %}

![](/files/m1en8tSuB98tgiV9L6fp)

## Advance Payments&#x20;

Advance invoices are not considered separate documents in onFact, but they're actually regular invoices. However, they're made available in onFact to facilitate follow-up. You can create one or more advance invoices from a proposal and choose a fixed price or percentage amount as advance invoice.&#x20;

1. This advance invoice ends up in the list of regular invoices, where you can also use the options for [payment follow-up](/tutorial-1-the-basics/6.-payment-follow-up).&#x20;
2. When you want to create a final invoice after delivery of the products or services, go back to the original proposal and copy it to a regular invoice.&#x20;
3. The advance payment amount(s) will automatically be deducted, so that the sum of both invoices equals the proposal amount.&#x20;
4. You can also create multiple advance invoices if payment is made over multiple installments.

![](/files/Mu2ldPuufC7qq8RcEW3A)

## Sign Documents Online

onFact allows a customer to digitally sign a proposal; this works based on a sign button that's automatically generated in an email.&#x20;

In the customer's mailbox, such email may look like this:

![](/files/MD5We5OVHYX56t4MwDiC)

When the customer clicks the blue button in the email, the invoice opens in a onFact-styled tab. To the left there's a signature window, where the customer can add a signature via mouse movement or touchpad. He/she will also need to type in their full name, then click 'Agree and Sign Document'.

![](/files/mGIb9LtKdieQbjMQzupo)

After signing, the status of the proposal in onFact automatically changes to 'Accepted'. You will also be notified by email of the signature/acceptance.&#x20;

Once the customer accepts the proposal by online signature, you can no longer modify it (see padlock symbol).

![](/files/t37M1uVHiXEElRv3hA2t)

However, by clicking the padlock you can unlock the document again. The status of the document remains 'Accepted', but the signature of the customer **will be removed**. Pay special attention to this!

![](/files/cC2LP80WtTw6FmwFXrFU)

{% hint style="success" %}
A more correct way to modify or update an accepted proposal is to copy the existing proposal to a new one, and have it signed again.
{% endhint %}

## Extensions

### **Extra Text Field above Product Table**

onFact offers the possibility to add additional text at the top of your documents (e.g. your invoice). This can be done via an additional free text field at the top of the document where you can enter any kind of information. This text field is located between the general document data and the table with product lines. [Read more](/apps-integrations/additional-text-fields#extra-text-field-above-product-table) about the activation of this additional text field.

### Add a Site or Delivery Address&#x20;

It is possible to display a construction/installation site address or a delivery address on your proposals, if it differs from the billing address or customer address. Activating these fields will then display the construction site or delivery address, next to the actual billing address. [Read here](/apps-integrations/delivery-address) how to add such alternative addresses.&#x20;

### Price Segments

If you have activated the 'Price Segmentation' app, your proposal price will automatically be adjusted based on the price segment to which your customer belongs. You can create different price segments per product. [Read here](/apps-integrations/price-segmentation) how to do this.&#x20;

### Units of Measure

If you have activated the app 'Units of Measure', you may use it with the products in your proposals. Add units of measurement to the quantities on your price offers. [Read more](/apps-integrations/units-of-measure) about units of measure.


# Invoices

## Basic Module

To create a new invoice, navigate to 'Invoices' in the onFact menu to the left:

![](/files/R9fGkEUTvdWyjA1IIFku)

Create a new invoice by clicking the green button '+ Create Invoice' at the top right.

![](/files/VygM1WPzm2gex9yRpO0I)

The invoicing window now opens and consists of four blocks of information, regarding:&#x20;

1. Your customer: who are you billing?&#x20;
2. Your products/services: what are you invoicing and at what price?&#x20;
3. The bottom text: the request for payment to the customer, stating your account number and payment reference.&#x20;
4. The invoice itself: serial number, date, any discount.&#x20;

### Customer Information&#x20;

#### From Customer File&#x20;

Here you specify to whom you want to address the invoice. You can retrieve customer information from the customer file(s) you created earlier (see [Tutorial Step 2: Creating Customers](/tutorial-1-the-basics)).&#x20;

* For example, if you type the name 'Meredith' in the field 'Customer', onFact will immediately look for the customer with the corresponding data and copy the information from the entered customer file into the invoice.&#x20;
* You can also search the customer files by clicking the magnifying glass. The complete list of customers will now open, for you to select the appropriate customer.

![](/files/ZIPr0m7HuLnZVIqSyDGn)

This invoice will now be linked to customer record 'C00001', the number of 'Meredith van Dop' customer file.&#x20;

#### Directly in Invoice&#x20;

If you have not yet created a customer file, you can also record the data of a new customer by typing directly in the fields. You may then 'Save as new customer' (this way, a new customer file will be created). When you check the box 'Save as new customer', the fields 'E-mail address' and 'Telephone number' also appear to be completed.

![](/files/ecDFB1F0qqv8ZBuULRai)

{% hint style="info" %}
In the field 'Attn.' the specific information of a contact person can be included. If you have entered an address for your contact person that differs from the address of your 'Customer', the address details of your 'Customer' **will be overwritten** with those of the specific contact person.
{% endhint %}

### Products or Services

![](/files/FZoXqGHYE8oxRqSDmDZD)

By default, no products or services are added to your invoice yet. Per new line you can add a new product or service. Enter in the text field under 'Service or product' what you want to invoice. In the example below, a router is sold:

![](/files/UItTkg9BaqAwDneo4tkw)

Just like retrieving a customer, onFact recognizes the product you want to add from your product database. In this example, a router was entered as a product in a previous step. The data about this stored product will be transferred to the invoice. A new blank line appears below this product, where you can add a second product.&#x20;

In the example also product is added which has not been created yet in the product database. In such case, manually type the description in the 'Service or Product' field and enter a price.&#x20;

{% hint style="success" %}
Want to save this newly entered product information as a new product file for future reference? Simply click the blue button with three white dots to the left of the product line. Then choose 'Create product' to open a product file, add more information to it, and save your entered product.
{% endhint %}

If you click the magnifying glass on the left-hand side of a product line, you can open the **full product list**. From this list you can also select a product:

![](/files/qcGbMReoBQgoxZwc4MMn)

For each product line you may assign a discount. To do so, click on the yellow 'More' button. The field 'Line discount' appears. It is possible to grant the discount as a percentage, or in the chosen currency.

![](/files/3Wv1FB0Gth1UpdZywY6C)

### Structuring a Document with Titles and Extra Info

It is possible to insert titles between your different product lines to further structure or break down the document.

Via the green button 'Add line' you can choose from three types of lines in the table:&#x20;

* Add a product or service line (see previous section);&#x20;
* Add a section with title;&#x20;
* Add a (free) text line.

![](/files/LgLqkPnAYzebLF8KQblh)

#### Add Section with Title&#x20;

The title consists of one line, with preset formatting. You can use the arrows to place the title more up or down in the document.

![](/files/9RsAqmeUiB44EBw3Pa4A)

{% hint style="info" %}
Per section created, a subtotal of this section will appear on your document.
{% endhint %}

#### Add (Free) Text Line

It is also possible to add an extra line of text above or below products. Unlike a title, this one can be formatted with the basic editor. You can also use the arrows to move the field up or down in the table.

#### Example&#x20;

On an invoice, this might look as such:

![](/files/i3Aywryb1NfpfVZBridF)

### The Bottom Text&#x20;

Your customer may learn from the bottom text how the invoice should be paid. By default, the text asks to *"transfer the invoice amount within xx days to account number xx, stating the invoice number xx."*

![](/files/XXI6Ogo8XrhuNIEwrpAx)

During the registration process, you entered the bank account number of your company. This is the number that will be included in the bottom text. In principle you do not need to change anything in this text; all information is taken from the data you entered in onFact. This is done for any value between '%' characters (e.g. *%company\_name%*), called 'tags'. [Read more](/more-features/tags) about the use of tags in onFact.&#x20;

{% hint style="info" %}
Would you like to change this bottom text for all your invoices at once? [Read here](/settings/default-values#default-bottom-texts-on-documents) how to do it.
{% endhint %}

### Document Properties&#x20;

Before you can save the invoice, you're offered a few other choices.

![](/files/vK3lPHnNNqpDa8QbAdWN)

In this section you can:&#x20;

* change the date of your invoice, if desired;&#x20;
* apply a general discount to the entire invoice amount;&#x20;
* enter the payment term, and/or check the box 'End of month';
* enter a order reference number.

{% hint style="success" %}
Have you already created invoices this year? Then you can set the appropriate serial number for your first invoice via onFact. Afterwards onFact will continue the numbering automatically. [Click here to learn about numbering.](/settings/numbering/my-last-invoice-had-no.-115-how-can-i-start-in-onfact-with-invoice-no.-116)
{% endhint %}

Once you have done all this, you can generate (= save) your invoice using the green 'Add' button. You will now see the summary of your generated invoice:

![](/files/43rM4LaHWF16PysMpJgP)

### Actions&#x20;

From the overview of invoices, you can directly perform some bulk actions via the blue 'Action' button.&#x20;

* Export data: to csv (Excel), combine all documents into one PDF file, to a ZIP file with all documents, or export to accounting packages. [Read more](/more-features/exporting-data) about these different exports.&#x20;
* Select some (or all) invoices and change their status to 'Sent'.&#x20;
* Select some (or all) invoices and change their status to 'Paid'.&#x20;
* Select one or more invoices and copy them to a new delivery note.&#x20;
* Select one or more invoices and copy them to a new credit note.

![](/files/i9QPWt7qcLPjiBpEXSrn)

## View Print Version

If you click the grey 'View Print Version' button at the top right, a new window will open where you can see what the invoice will look like. You can also download the invoice as a PDF file.

![](/files/FjDU1GEaqCgkASt3dKwo)

## Edit Invoice

Did you notice an error in the invoice, or do you wish to adjust something? That's possible.

1. In the summary screen of your invoice, click 'Edit Invoice' in the left menu next to 'Timeline'.&#x20;
2. You can edit the invoice section by section using the yellow 'Edit' pencil buttons (e.g. you only wish to edit the customer information, or the information about your listed products/services, ...).

![](/files/FPzQD5I3CToKeCzejzJp)

{% hint style="warning" %}
Please note that you can edit your invoices as long as they were not sent from onFact [to your accountant](/connections/connections-for-accountancy). Once they have been transmitted, a message will appear stating that the invoice can no longer be edited or deleted. The invoice content will be 'frozen' and can no longer be modified.
{% endhint %}

## Sending an Invoice&#x20;

If you are satisfied with the invoice, you can easily send it via email. To do so, go to your invoice summary:

![](/files/TGVKqvwd2eEQhFCBlwif)

To the right of 'Timeline' you will see a yellow 'Send via Email' button. This opens a window to send your invoice to the customer, with an accompanying message.

{% hint style="success" %}
You can customize this email message for your entire organisation in one go, and create new default texts if you wish to. [Read how to do this here](/settings/email-settings).
{% endhint %}

![](/files/Xb1y7XhqKncWsO3LN97D)

The customer's email address is automatically retrieved from the customer record, or can be entered manually. You can choose to also send a copy to yourself, or use options cc: and bcc:. The subject of the email can be customized, as well as the accompanying text. It is also possible to enter multiple email addresses by placing a comma between them.&#x20;

The email is sent by clicking the green 'Send Email' button at the bottom of the page.

{% hint style="success" %}
onFact also offers the option of sending invoices by regular mail. [Read here](/more-features/send-documents-by-mail) how that works.
{% endhint %}

Did you send the invoice yourself, using some other method? Then use the blue 'Actions' button to indicate that the invoice has been sent. Select the option 'Change status to sent'.

![](/files/hpyTsgfcCAt6HzNrF11W)

## Advance Invoices

Advance invoices are not considered separate documents in onFact, but they're actually regular invoices. However, they're made available in onFact to facilitate follow-up. You can create an advance invoice from a proposal and choose a fixed price or percentage amount as advance invoice.&#x20;

1. This advance invoice ends up in the list of regular invoices, where you can also use the options for [payment follow-up](/tutorial-1-the-basics/6.-payment-follow-up).&#x20;
2. When you want to create a final invoice after delivery of the products or services, go back to the original proposal and copy it to a regular invoice.&#x20;
3. The advance payment amount(s) will automatically be deducted, so that the sum of both invoices equals the proposal amount.&#x20;
4. You can also create multiple advance invoices if payment is made over multiple installments.

![](/files/3I8bo2LUyGUehYWk4PrA)

## Payment Follow-up

### Via Overview of Invoices

In the general overview of invoices, you can immediately follow up on payments with just one look. At the top of the page, the invoices created are visually divided using colors:

* Red: the outstanding amount of the past due (overdue) invoices. The due date is calculated on the values that you have set yourself in BestInvoicing.&#x20;
* Yellow: the total outstanding amount of all invoices sent.&#x20;
* Green: your total turnover this month.

![](/files/La35V50htDSQjmbXCoUa)

In the invoice list, the same colors are used to indicate the payment status per invoice.&#x20;

* Red: invoice is not yet paid and already outside the payment period.&#x20;
* Yellow: invoice has been sent and is waiting for payment.&#x20;
* Green: invoice has been paid.&#x20;
* Blue: invoice is still in draft status; you haven't sent it to the customer yet.&#x20;

{% hint style="success" %}
Payment tracking can also be done directly via your bank. [Read here how this works](/connections/connect-your-bank-account). The status of a payment will then automatically be adjusted based on the retrieved bank transaction details; the colors and indications will automatically change accordingly.
{% endhint %}

### Via Invoice Detail Card

To manually mark your invoice as 'paid', click the green button 'Change status to paid' in the summary of your invoice.

![](/files/dmqJoidUQqbi7rdup4iQ)

However, in order to fully use the functionalities of onFact, it is best to add the information about the actual payment. Click the blue 'Action' button and select 'Create payment manually'.

![](/files/xJdNjpzjZpcIWrumlem1)

A pop-up window will open to enter the payment information:

![](/files/28O8h9rAsDlHkZnuOCLi)

* Payment account: this can be your company's bank account or, for example, your cash register. You indicate how the payment was made.&#x20;
* Date: indicate when the payments was received.&#x20;
* Counterparty name: preset to name invoiced, can be overwritten.&#x20;
* Notice: preset to invoice serial number, can be overwritten.&#x20;
* Amount: the amount you received in this transaction. Maybe the customer only paid 1/2 of the invoiced amount today, or the payment is incomplete.&#x20;

Click 'Create Payment' to confirm and record the payment information.&#x20;

![](/files/aEMcOjiQNs6XsgUBGozS)

{% hint style="success" %}
Entering the different payment accounts for your company has to be done only once. [Read here](/settings/journals#financial-journal) how to do it.
{% endhint %}

### (Payment) Reminders&#x20;

It is possible to create an (automatic) payment reminder for an outstanding invoice.&#x20;

1. To set this up, go to the 'Reminders' tab, in the summary screen of your invoice to the left.&#x20;
2. Click the green button 'Create Reminder'.

![](/files/9pjsCag5Zuhwg7tD3Js1)

A default message is used to urge your customer to pay. You can enter the term of payment, any reminder costs and interest. When finalised, click 'Add'.

![](/files/2ghzpHbqpyL2l2JljjBN)

The reminder is created and can now be sent by email or printed out.

![](/files/xtReAjsL9Vza8kJhkhD1)

{% hint style="success" %}
You can also set automatic reminders at the company level. [Learn more about this feature](/settings/automatic-payment-reminders).
{% endhint %}

## Copy To

From the invoice summary, you can easily copy the details of this invoice:&#x20;

* to a new invoice;&#x20;
* to a new credit note.&#x20;

{% hint style="success" %}
You can also copy an invoice to a new [delivery note](/apps-integrations/delivery-notes), but this is an extension that you need to activate first.
{% endhint %}

![](/files/QlHtz73T3tX1v03MyGct)

Via the 'Edit' button you can make changes to the new invoice or credit note once it is created.

## Attachments&#x20;

The attachments to your invoice are usually your General Terms and Conditions. You can upload these and set them up at company level. [Read here](/settings/attachments#general-terms-and-conditions) how to do this.&#x20;

## Extensions&#x20;

### Connect Your Bank Account

By linking your onFact account to your bank account via e.g. [Ponto](/connections/connect-your-bank-account/ponto), we retrieve your bank statements daily and compare them with your outstanding invoices using a smart algorithm. If a match is found, the payment is processed automatically, and you no longer have to follow up on payments. Would you like to offer your customers an online pay button to pay the invoice? That is also possible in onFact. [Read here how it works](/connections/connections-for-online-payment).&#x20;

### Connect with Your Accountant

onFact enables you to send your invoices directly to your accountant. [Click here](/connections/connections-for-accountancy) to learn what connections are available.

### **Extra Text Field above Product Table**

onFact offers the possibility to include additional text at the top of your documents (e.g. your invoice). This can be done via an extra text field at the top of the document where you can enter free text information. This text field is located between the general document data and the table with product lines. [Read more](/apps-integrations/additional-text-fields#extra-text-field-above-product-table) about the activation of this extra text field.&#x20;

### Add a Site or Delivery Address&#x20;

It is possible to display a construction/installation site address or a delivery address on your proposals that is different from the billing address or customer address. [Read here](/apps-integrations/delivery-address) how to add such alternative addresses.&#x20;

### Delivery Date&#x20;

In addition to the invoice date, enter the delivery date of the goods when creating an invoice. [Learn how to activate this field.](/apps-integrations/delivery-date)&#x20;

### Order Reference&#x20;

Display a customer order reference on your invoices. [Read here](/apps-integrations/order-reference) how to activate this field.&#x20;

### General Ledger Accounts&#x20;

If you have activated the 'General ledger accounts' app, you can also use it in your invoicing. Set up  general ledger accounts for products. This way, the invoices immediately receive the appropriate general ledger account number when they are transmitted to accounting software packages. [Read here](/apps-integrations/general-ledger-accounts) how to set this up.&#x20;

{% hint style="info" %}
Attention: not every accounting package can process this general ledger data. So make sure to check with your accountant first!&#x20;
{% endhint %}

### Discounts&#x20;

Besides the line discount on an invoice, onFact also provides other discount options. You can e.g. activate the app 'Prompt Payment Discount' (grant your customers a discount if they pay within a certain period) or work with price segments (grant discounts per type of customer; e.g. private or professional). [Read more](/apps-integrations/discounts#prompt-payment-discount) about the additional possibilities.&#x20;

### Payment Requests&#x20;

You can use payment requests to have customers pay upfront before creating an invoice. You can also use payment requests as pro forma invoices. A payment request can easily be copied to a final invoice. [Read more](/apps-integrations/payment-requests) about using payment requests.


# Credit Notes

## Basic Module&#x20;

The credit notes module allows you to credit invoices. There are two ways to create a credit note: based on an existing invoice or from scratch (manual entry).&#x20;

### Based on an existing invoice&#x20;

From the overview of invoices you can immediately select an invoice and copy it to a new credit note. This can also be done from the detail of the invoice, always using the blue 'Actions' button and select 'Copy to new credit note'.&#x20;

When your credit note is created, you can&#x20;

* View/download it using the grey 'View Print Version' button;&#x20;
* Edit it (contact person, products, ...);&#x20;
* Send it via Peppol, email or regular mail.

![](/files/5wAfL2dgFmZd3dwpoEKT)

{% hint style="success" %}
All settings you used on your original invoice will be retained in the credit note. Example: discounts granted, use of price segments, selected currency, ...
{% endhint %}

### Manual Creation

The structure of a credit note is similar to that of an invoice. For detailed information per field we therefore refer to [the manual 'Invoices'](/basic-modules/invoices). To create a credit note, simply click the green '+ Create Credit Note' button in your overview of credit notes.

![](/files/K2gISZJfHOf7Gk2wrGMT)

Once your credit note is created, functions are available through the blue 'Action' button and the green 'Copy to' button.


# Payments

onFact allows you to manage payments on two levels:&#x20;

* Follow up payment of your outstanding invoices by customers (incoming payments)
* Paying your own purchases (outgoing payments)

onFact offers three ways to follow up your incoming payments (= payments by your customers):

1. Manual payment follow-up
2. Manual upload of digital bank statements
3. Automated connection with your bank via Ponto

{% content-ref url="/pages/q2kYdvbwY6wvrtzIeOMc" %}
[Incoming Payments](/basic-modules/payments/incoming-payments)
{% endcontent-ref %}

onFact offers three ways for executing outgoing payments (= own payment of your purchases):

1. Payment via QR code
2. Payment via Ponto
3. Payment via SEPA file

{% content-ref url="/pages/sNN5CtSERfhe5SEjvul8" %}
[Outgoing Payments (Purchases)](/basic-modules/payments/outgoing-payments-purchases)
{% endcontent-ref %}


# Incoming Payments

onFact offers three ways to follow up your incoming payments (= payments by your customers):

1. Manual payment follow-up
2. Manual upload of digital bank statements
3. Automated connection with your bank via [Ponto](/connections/connect-your-bank-account/ponto)

## Manual Payment Follow-Up

To manually mark your invoice as 'paid', click the button 'Change status to paid' in the summary of your invoice.

![](/files/bMVLihhzrjGYJeGo7xwd)

However, in order to optimally use the functionalities of onFact, it is advised to manually add more information about the actual payment. To do so, click the blue 'Action' button. Then select 'Create payment manually' from the drop down menu.

![](/files/uIHvwj0NUEI6LDGZcDF7)

A pop-up window will open to enter the payment information:

![](/files/4lNXzQI49UzfE1NEVvob)

* Payment account: this can be your company's bank account or, for example, your cash register. You indicate how the payment was made.&#x20;
* Date: indicate when the payments was received.
* Counterparty name: preset to name invoiced, can be overwritten.&#x20;
* Notice: preset to invoice serial number, can be overwritten.&#x20;
* Amount: the amount you received in this transaction. Maybe the customer only paid 1/2 of the invoiced amount today, or the payment is incomplete.&#x20;

Click 'Create Payment' to enter your data. Example of payment entered::

![](/files/TXaADFr2Wt9RME8zRPz2)

{% hint style="success" %}
Entering the different payment accounts for your company only has to be done once. [Read here](/settings/journals#financial-journal) how to do it.
{% endhint %}

## Manual Upload of Digital Bank Statements

There are a number of payment file types that can be uploaded to onFact.&#x20;

1. Navigate to 'Payments' in the menu to the left
2. Click the blue button 'Actions', then select 'Import Payment File'
3. Select the file type of the file you wish to upload

The following file types can be uploaded:

![](/files/yxZPzU36t13KW7tRXBYx)

### MT940&#x20;

An MT940 file is a digital printout of the bank transactions on your account (electronic bank account statement). An MT940 file includes data such as the transaction amount, description and account number of the counterparty.&#x20;

### Mastercard or Visa Statement&#x20;

It is often also possible to export an overview of your web banking transactions, paid with Mastercard or Visa as a PDF file. You can manually upload these files into onFact to link the individual transactions to your payments.&#x20;

{% hint style="danger" %}
Please note that onFact cannot identify which payments you may have already uploaded and which you have not. You need to keep a close eye on this yourself to avoid payments ending up in onFact twice.&#x20;
{% endhint %}

As soon as you have uploaded a payment file, the system will create and link a payment account in onFact. Per payment account, you will see an overview of amounts and their status.&#x20;

In your overview of created invoices, a match will now immediately be made between the payments and the invoice status (open vs. paid). The open invoices will automatically be marked as 'paid' based on the imported bank details.&#x20;

{% hint style="info" %}
In some cases, however, the payment received cannot be immediately matched to an invoice. These unassigned payments end up in the [processing lists](#processing-lists).
{% endhint %}

## Automated Connection with Your Bank via Ponto

[Ponto](https://myponto.com/en) is a tool to share your bank transactions with another software. By connecting your Ponto account to onFact, you can automatically share your transaction data and your bank's payment options with onFact.

![](/files/cKEK1W3X5HeRC1Ks5Cfm)

When onFact is linked to Ponto, all your bank transactions and the balance of your linked bank accounts can be consulted. With this data onFact can then automatically mark invoices as paid, provide a complete overview of all your bank accounts, ...&#x20;

To use this connection in onFact you need to perform three actions yourself:&#x20;

* create a Ponto account;&#x20;
* add your bank accounts to Ponto;&#x20;
* activate the Ponto connection in onFact

{% hint style="info" %}
onFact takes care of the technical connection between onFact and Ponto. For all questions regarding activation, connection with your bank, ... You can [contact Ponto](https://myponto.com/en/contact/support). If you encounter technical problems please contact <support@onfact.eu>.
{% endhint %}

## Create account with Ponto&#x20;

Through Ponto's website you can easily create an account for your company. You will also be able to choose between the different subscription formulas. If you only want to retrieve transactions, 'Account Information' suffices. If you also want to pay your purchases from within onFact, also select 'Payment Initiation'.

![](/files/qyFXh1BoXKpnNcodd4n1)

## Activating the Ponto Connection

To activate the Ponto connection:

1. Go to 'Apps and Integrations', using your email address at the top right of the screen.
2. You will find the Ponto app under the apps for 'Payments'. Click the green 'Activate' button.

![](/files/brzz6XTvA2Vg7cw1BJuE)

3\. Once activated you can start connecting your Ponto account via the yellow 'Configure' button. You will be asked to connect your Ponto account and be redirected to the Ponto environment. There you must give onFact permission to receive your Ponto data.

![](/files/ZXHqYkLDfX5JCTpdygjr)

4\. After you have registered via Ponto, you will see an overview of your account(s) that are transmitting data through Ponto, based on your IBAN number.&#x20;

An additional line will now appear in the overview of your payments (left menu): Ponto. When you click 'View' you can see the list of transactions that have been pulled in via your Ponto connection.&#x20;

{% hint style="success" %}
Ponto collects your transactions hourly and forwards them to onFact. This happens more or less in real time. When setting up the account and connecting to Ponto, Ponto is only going to retrieve the last 10 transactions. Some accounts may have had thousands of transactions before the connection was set up, so onFact is not going to retroactively retrieve them all.&#x20;
{% endhint %}

## Processing Lists

onFact checks the payments for information on, among other things, invoiced amount, invoice number, ... But in some cases unfortunately no match can be found (e.g. if the invoice amount was not paid in full or a wrong reference was mentioned). These unmatched payments are included in the 'Payments' [processing list](/more-features/processing-lists#for-payments). You will find it at the top right of the screen, behind the three cogwheels.

![](/files/2NX5NFSva5l28wCO2Gul)

{% hint style="info" %}
Depending on your activated Apps and Integrations, you will see more or less processing lists here. There is for example a separate processing list for Payments, for Products with low stock or for Incoming purchase documents.&#x20;
{% endhint %}

1. To link a transaction to a document (invoice, cash register ticket, ...) click the blue button 'Process'. A new window opens.&#x20;
2. If e.g. you click 'Link to Invoice', the invoice list will open, and you can select the outstanding invoice and 'Link' via the blue button.&#x20;
3. The linked transaction is now processed and disappears from the processing list.

![](/files/dWgiRluzNcoL1KIDeNBF)

The processing list lists **all transactions** that cannot be linked, based on the bank statements provided (manually or via Ponto). Therefore this list may include other types of transactions, such as an internal transfer from one company account to another, or bank charges. To remove these types of costs from the list, you can simply click the grey 'Ignore' button.&#x20;

Suppose that based on the processing list an invoice payment turned out to be only partially paid, you can e.g. create a payment reminder for the remaining outstanding amount. You can read how to do that in the next section.

## Payment Reminders

### Adding a Manual Payment Reminder&#x20;

It is possible to create a reminder for an outstanding invoice. To set one up, go to 'Reminders' on the left of your invoice summary. Click the green button 'Create Reminder'.

![](/files/9pjsCag5Zuhwg7tD3Js1)

A default message is used to urge your customer to pay.&#x20;

{% hint style="success" %}
You can customize this message for your entire organisation. [Read here](/settings/default-values#default-bottom-texts-on-documents) how to set it up.&#x20;
{% endhint %}

Above the text field you will be asked for 'New term for reminder'. The value in this field will be used in the text as the value of the tag '*%term%*: "*We request that you transfer the amount due to our bank account %iban% as soon as possible, but no later than within the %term% days, mentioning the invoice number.*"&#x20;

{% hint style="info" %}
Read more about using [tags in onFact here](/more-features/tags).
{% endhint %}

Below the text field it is possible to include additional costs:&#x20;

* Dunning costs: costs that effectively cover the formatting and sending of the reminder.
* Interest rate: on an annual basis, must fall within legally reasonable provisions.&#x20;
* Minimum interest: value to be determined freely (amount, no percentage).
* Damage compensation percentage: to be interpreted on the entire invoice amount including VAT.&#x20;
* Minimum compensation: value to be determined (amount, no percentage).&#x20;

An example:

<table data-header-hidden><thead><tr><th width="394.49152542372883"></th><th></th></tr></thead><tbody><tr><td>Total invoice amount incl. VAT</td><td>$ 1000</td></tr><tr><td>Dunning costs</td><td>$ 10</td></tr><tr><td>Interest rate</td><td>12%</td></tr><tr><td>Minimum interest</td><td>$ 5</td></tr><tr><td>Damage compensation percentage</td><td>10%</td></tr><tr><td>Minimum compensation</td><td>$ 3</td></tr></tbody></table>

The result for a reminder of an unpaid invoice after 30 days:

<table data-header-hidden><thead><tr><th width="410.74011790857253"></th><th></th></tr></thead><tbody><tr><td>Total invoice amount incl. VAT</td><td>$ 1000</td></tr><tr><td>Dunning costs</td><td>$ 10</td></tr><tr><td>Interest (at 30 days)</td><td>$ 9.86</td></tr><tr><td>Damage compensation</td><td>$ 100</td></tr></tbody></table>

{% hint style="info" %}
Also describe the additional costs mentioned above in your General Terms and Conditions. [Read how to do that here](/settings/attachments#general-terms-and-conditions).
{% endhint %}

Click 'Add' to save the reminder.

![](/files/2ghzpHbqpyL2l2JljjBN)

The reminder is created and can now be sent by email or printed out.

![](/files/xtReAjsL9Vza8kJhkhD1)

### Set Automatic Payment Reminders

You can immediately set up one or more automatic payment reminders for all your payments, at company level. Read all about it in the tutorial '[Automatic Payment Reminders](/settings/automatic-payment-reminders)'.


# Outgoing Payments (Purchases)

onFact offers three methods for executing outgoing payments (= payment of your purchases):

1. Payment via QR code
2. Payment via [Ponto](/connections/connect-your-bank-account/ponto)
3. Payment via SEPA file

{% hint style="warning" %}
In order to pay your incoming purchase documents, you first need to activate the module 'Purchases' in the list of 'Apps and Integrations'. [Read here how to do this](/apps-integrations/purchases).
{% endhint %}

## Payment Follow Up

In the menu on the left side, a button 'Purchases' will appear. If you click it, you'll see an overview of the purchase documents you've entered. In this overview you'll immediately see which documents have not been paid yet. This is indicated by the labels in the column 'Status'.

* green button 'Paid': the document has already been paid
* yellow button with payment date: the document has not yet been paid, but falls within the preset payment date
* red button with payment date: the document has not yet been paid, and has also surpassed the preset payment date

![](/files/sf381h5xG8DVCLE7WatJ)

## Paying Purchases from Within onFact

onFact offers three methods for executing outgoing payments (= payment of your purchases):

1. Payment via QR code
2. Payment via [Ponto](/connections/connect-your-bank-account/ponto)
3. Payment via SEPA file

{% hint style="warning" %}
In order to use any of these payment methods, you should definitely enter the **IBAN and BIC bank account information from your supplier** in onFact. If this information is missing or incomplete, you will not be able to use any of the payment methods (onFact will display a notification).
{% endhint %}

### Payments from onFact: QR Code

It is possible to directly pay your purchase document after you've processed it in onFact. A QR code is generated based on the registered purchase information (amount, reference, IBAN number supplier, ...).

This code appears at the bottom of the purchase summary, under 'Payments'. By scanning it using your bank app, you can immediately execute the payment to the supplier, based on your purchase data:

![](/files/MK8oyQIet3Ushuu169Hz)

{% hint style="info" %}
Not every bank is able to read and process such SEPA QR code. Please check with the banks in your specific country.
{% endhint %}

* Is your bank account connected via e.g. [Ponto](/connections/connect-your-bank-account/ponto): the payment will automatically be linked and the status of your purchase will automatically change to 'paid' if the payment is received after you fully processed the purchase in onFact.
* If your bank account is not connected, change the status of your purchase manually to 'Paid' (green button at the top in the purchase summary window).

![](/files/9YgKaHWrCSnw30iV6RYk)

### Payments from onFact: Ponto

If you've activated the [connection with Ponto](/connections/connect-your-bank-account/ponto) in onFact for collecting your bank transaction data, a Ponto payment button will appear at the bottom. Select your connected bank account under 'Bank Account'.

![](/files/dUL3qudG6zNuQ6ypFcEp)

Click the green button 'Pay' to be redirected to the online Ponto environment, where you'll be able to confirm and execute the payment.&#x20;

Since your bank account is connected, they payment will automatically be linked to the purchase document and its status will automatically change to 'paid'.&#x20;

### Payments from onFact: SEPA File

From onFact, it is possible to execute multiple payments in one go to be paid via your web banking. This is done by creating a SEPA file. The SEPA file format is the Single Euro Payments Area . xml file format that is commonly used in European countries. You collect all payment information from within onFact, export it in a structured way, import it into your own online banking environment and the payments will be executed on the future payment dates as entered by yourself in onFact.

#### Step 1. Enter the future payment date

When processing your purchase, make sure to add a 'Payment date'. Bank transfers to be executed based on a SEPA file will be executed two days before the date you have recorded as 'Payment date' in onFact.&#x20;

{% hint style="info" %}
In onFact you enter the due date for a payment. You want to transfer at least 1 business day earlier, so that the payment is with the supplier on the due date. If you still want to make your payments later, you have to enter in onFact e.g. the 'due date + 2 days'.
{% endhint %}

![](/files/yofprsUfKBd7B6AhUb99)

#### Step 2. Exporting purchases to SEPA file

In the overview of purchases, select the purchases to be paid.&#x20;

Go to the blue button 'Actions' and select the option 'Export to SEPA payment file' by clicking it. This will download the SEPA file. If you didn't fill the necessary IBAN and BIC information for all your suppliers, onFact will display an error message.&#x20;

![](/files/jOKLEiQMYkjql0W88Pza)

When exporting, you are asked if you want to mark the exported documents as 'planned'.

![](/files/UnwAD8kvmCj9TfLzvXxQ)

If you confirm this choice by clicking 'Yes', the payment will appear as 'Planned' in your purchases list.&#x20;

![](/files/ZpKhwrIMWok7NbvHWH7D)

<figure><img src="/files/CAZ7ogMydB71nvrelvnE" alt=""><figcaption></figcaption></figure>

#### Step 3. Importing the payment file into your online bank environment

The SEPA file is an xml file to be downloaded on your computer. It can subsequently be uploaded to your own online banking environment.&#x20;

Each bank has its own trajectory on how to do this. Please contact your bank in order to understand how you may upload and process a SEPA file.&#x20;

### Matching Bank Transactions to Your Payments

If you use a direct bank connection such as [Ponto](/connections/connect-your-bank-account/ponto), payments that you executed outside of onFact can also be matched to your purchase documents. If for instance you paid a purchase with your banking app or QR code, the bank connection will retrieve the payment data and mark it as 'paid'.&#x20;

Payments that can not be linked to a document, end up in the [processing list](/more-features/processing-lists). From this list you can attribute them manually to the right purchase document.


# ! Activating Apps and Integrations

BestInvoicing allows you to choose from over 20 integrations and apps (additional modules to expand the programme). They can be **activated for free**. An overview can be found in the menu 'Apps and Integrations' behind your email address (top right corner of the interface).

BestInvoicing offers applications specifically related to customers, products or more general settings. You can activate them by simply clicking the green 'Activate' button. For some apps, additional configurations are available.&#x20;

![](/files/ukWw6BKDuCsmAEeYkHxE)

The more apps and integrations you have activated, the more tabs will appear throughout your own BestInvoicing environment. Here you can see the difference between a basic account and an account with multiple activated apps and what it means for a customer file:&#x20;

### Basic account

![](/files/2RKxYsvhPOclQHXvqSXf)

### Account with several active apps and integrations

![](/files/nwlBkX3qTGzdF627sDS5)


# Are All Available Apps and Integrations Available for Free?

The activation of all apps and integrations in BestInvoicing is free. However, behind the connection, outside the BestInvoicing environment, there may be a paid service.&#x20;

Examples are:&#x20;

* Connection with **Ponto**: you will need a Ponto subscription, which may incur a monthly fee.
* Transmission via **PEPPOL**: included in your BestInvoicing subscription, you can send up to 100 documents over this network. Above 100 documents the send price is $ 0.10/document.&#x20;
* Online payment via **Mollie.com**: you will need a Mollie.com subscription. They have different formulas and pricing for transaction fees.&#x20;
* Connection with **MailChimp**: this program offers free or paid subscription formulas, depending on what you want to set up in terms of email campaigns.


# Additional Text Fields

BestInvoicing offers some additional free text fields to include extra information on your documents We provide four options to display additional text on a document (proposal, invoice, ...):&#x20;

* Extra text field at the top of the document&#x20;
* Free text fields above or below invoice line&#x20;
* 'More' text field below invoice line&#x20;
* Bottom text at the end of a document

## Extra Text Field above Product Table

This text field, in which you can freely enter information, appears between the general document (meta)data and the table of product/service lines. In the example below this field is used to display information regarding installation timing:

![](/files/HCotGTAKuLCBfvTMTcj4)

Example: the proposal now contains information on the estimated installation date and its timeframe.

![](/files/HxYNswevyvcykZWCxocv)

In order to add this additional text field to your documents:&#x20;

1. Navigate to your email address at the top right corner
2. Select 'Apps and Integrations', then 'Advanced Settings'
3. Here you can activate the 'Extra Text Field above Product Table'

{% hint style="success" %}
Leaving this field blank will not display it on your documents.
{% endhint %}

![](/files/5yoVYyvzy1l3bQEx40OS)

If you click 'Configure', you can add default texts to this field. Text can be set as default per document type. In the example of the installation, you could set the following as default text for proposals:

![](/files/qWsdpmAalsYECSkIlsrY)

You could immediately complete the corresponding values in your next proposal and save time.

{% hint style="success" %}
Adding a different site address to your document, next to the invoice address? Be sure to activate the module on [Site Addresses](/apps-integrations/site-address).
{% endhint %}

## Free Texts Fields above or below Invoice Line

These text fields, in which you can freely include information, can be placed in the table at will. In the example below, this field is used to explain some of the services listed. This feature does not require the activation of an additional app: you can add such line by clicking the green '+ Add Line' button at the top right, then 'Add Text Line'.

![](/files/z6z0yjylKUl4unx3XqJF)

A new text line appears, in which additional information is e.g. given on the installation:&#x20;

![](/files/Jfn81qHTp0576QJQ0kf5)

Example of what it might look like on the document:&#x20;

![](/files/PiABsmI7uPDzXnBPKqmT)

## Text Field 'More' below Invoice Line

This free text field is by default available beneath each product/service. You can expand/show it by clicking the yellow 'More' button, to the left of each product line. This text field may be used to provide additional information on a specific product or service:&#x20;

![](/files/bqIwLeZVZtm3tfva3h11)

On the document, it might look like this:&#x20;

![](/files/MSJjWwBWwFaj6dedWOg6)

## Bottom Text at the End of the Document

It is also possible to add text at the very end of a document, on every document type. This bottom text may be set per document type, or be used as a general free text field. [Read more](/settings/default-values#default-bottom-texts-on-documents) about configuring and using the bottom text field.


# How Can I Insert Intertitle(s) Into Documents?

In the table with product/service lines, there's a green button at the top right '+ Add Line'. If you expand the button, three choices are offered. One of them is 'Add Section with Title'.&#x20;

![](/files/JOVgrMTUwDUeHYk0cOBi)

If you click it, a 'Section Title' field will open, in which you can add the intertitle. If you now add a new product line, it will automatically appear under this intertitle. You can change the order of lines and titles by using the up or down arrows at the left side of a product line.

![](/files/IXATQxu9d0hv7RqUFuM9)

On a document, it might look as such:&#x20;

![](/files/McTJJ5D1jtn47Tgq11UP)


# Cash Register Tickets

Cash register tickets are very similar to e.g. invoice documents. The biggest difference is in the fact that cash register tickets are mainly created for individuals that don't need to receive an invoice. Cash register tickets can be issued next to regular invoices.&#x20;

## Activating Cash Register Tickets

The document type 'Cash Register Tickets' is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Cash Register Tickets'.&#x20;

As soon as this document type has been activated, it can be used immediately. A new line 'Cash Register Tickets' will appear in the general BestInvoicing menu to the left.&#x20;

## Creating Cash Register Tickets

The structure and layout of a cash register ticket is analogous to that of an invoice.&#x20;

{% hint style="success" %}
Haven't created an invoice yet? Take a look at the documentation about [creating an invoice - basic module](/basic-modules/invoices) and learn how to do this.
{% endhint %}

When creating a cash register ticket, you are asked to indicate which payment method was used (optional). For example, specify 'Cash payments' if you're paid in cash.&#x20;

![](/files/hj9FYY6SZHiy3jObgp8i)

{% hint style="info" %}
Don't you see a drop down menu when clicking the field 'Payment method'? In that case you've probably not set any financial journals in BestInvoicing. [Read here](/settings/journals#financial-journal) how to set this up.
{% endhint %}

## Printing Cash Register Tickets

In the summary window of the cash register ticket, there's a ticket button next to the green 'Copy To' button.&#x20;

![](/files/cOIOtsVg4JPTa5ErP5Y7)

Clicking this ticket button will open a print preview of the cash register ticket as how it would look on a traditional cash register ticket printer. The ticket can then be printed via your connected ticket printer.&#x20;

![](/files/wYnAUvcxvsxPyQYRiZZ0)

## Payment Follow Up Cash Register Ticket

If your cash register ticket has not been paid straightaway, you can also manually add a payment later. Click the blue 'Actions' button in the summary screen. &#x20;

![](/files/1g7yGm8M4wXB3jaFS4cx)

* You can manually change the status to 'paid': BestInvoicing will indicate that no specific payment has been linked to this status.
* You can manually add a payment: this is the way to immediately link the cash register ticket to a payment account. It's best to select this option.&#x20;

### Manually Creating a Payment

If you click this last option, a pop up will appear:

![](/files/vna2Ex51lowAyT2zft8g)

You can now indicate to which payment account you want to link the payment (e.g. 'Cash payments'). You can review the payment details and if need be, correct the amount. Image only a part had been paid, the ticket will remain 'unpaid' in your overviews. Click the green button 'Create Payment'.

You'll see that a payment was created in the summary window of the cash register ticket:&#x20;

![](/files/YZ6foG5CYQnfdtprDWS2)

Via the eye icon you can take a look at the payment details.&#x20;

If you would take a look at the account to which the payment was linked, in this example the cash payments account, you'll see the payment appear in the list:

![](/files/oUNLWOZrw910t8sTuoLY)


# Complex Products

'Complex Products' allows you to create products that contain other individual products. This function may be used in combination with [stock management](/apps-integrations/stock-management), as the stock of the individual products in a complex product will be directly updated.

Examples:

* A wine shop sells wine bottles per piece, but also in a package of six bottles. The complex product is a box containing six bottles. If this complex product is sold, the stock count will diminish with six items.
* A make up store sells make up per piece, but they organise a temporary action and sell a box containing two lip sticks, two blushes and two nail polishes. If this complex product is sold, the stock count of each of these individual products will diminish with two items.

## Activating Complex Products

To use complex products, you first need to activate it in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Products'.
3. Click the green button 'Activate' on the line mentioning 'Complex Products'.&#x20;

![](/files/Q3yHCaXUhH26TxP97yBt)

{% hint style="info" %}
The application of complex products is in BestInvoicing linked to the use of stock management. [Read more](/apps-integrations/stock-management) on activating that module as well, before moving on.
{% endhint %}

## Creating a Complex Product

In order to create a complex product, create a new (standard)product.

* In the field 'Optional Description' you might indicate what this complex product entails, e.g. 'Contains 3 modems and 1 router'.
* As sales price you could attribute a discounted price, as a customer is buying multiple items at once.

Your complex product has now been created. In order to connect stock management, you still need to add your individual products to the complex products. Move to the window on the right side and click the yellow button 'Edit' next to 'Complex Product'.&#x20;

![](/files/1Sh59C4lHrAIcXkQptbX)

In the next window you can indicate how many pieces of which product will be part of your complex product (e.g. 6 units of product A, or 2 units of product B and 3 units of product C).

![](/files/BmG96fbihsUONO7PNNDK)

The products that have been entered here, are linked to their own stock count. This means that the sale of a complex product will directly influence the stock count of the individual products.&#x20;

{% hint style="warning" %}
A [stock change](/apps-integrations/stock-management) can not be executed on the level of your complex product. Stock changes need to be performed on the level of the individual products who make up your complex product.
{% endhint %}


# Delivery Address

With this configuration, you can easily keep track of delivery addresses by customer and also display these addresses on your documents.

## Activating Delivery Addresses

The option to save and display a delivery address is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Customers'.
3. Click the green button 'Activate' on the line mentioning 'Delivery Address'.&#x20;

## Using Delivery Addresses

You can activate this extension and use it immediately afterwards; an additional tab has now become available in your customer files.

![](/files/dA7tG0lBBkDi3HrvwE9P)

On the left side you will see an additional tab "Delivery Address". You could add one or more addresses here:

![](/files/2w2MnRddGh496ZVGDDxX)

When creating a document, you will be able to choose to designate a different 'delivery address'. This address can be:&#x20;

* entered manually and 'saved as new address'. It will be saved in the list of delivery addresses of that particular customer, for later re-use.&#x20;
* selected from the list of existing delivery addresses that are already linked to your customer.

![](/files/Otu2of8FGMPMBMdMnaMV)

{% hint style="success" %}
If you enter a phone number, it will appear beneath the delivery address on your document.
{% endhint %}

The delivery address will appear next to the billing address on documents. Example:

![](/files/187PbhqA2qp8myy1UP5U)


# Delivery Date

The 'Delivery Date' field allows you to specify the delivery date of the goods on a document, in addition to the invoice date.

## Activating Delivery Date

The option to display a delivery date on your documents is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'All Apps and Integrations'.
3. Click the green button 'Activate' on the line mentioning 'Delivery Date'.&#x20;

## Using Delivery Date

As soon as this application has been activated, it can be used immediately. The field will be located at the bottom of the input window, e.g. below the invoice date if you're creating an invoice.&#x20;

![](/files/HElnSB2JHdg6M9L0ntfD)

{% hint style="success" %}
If you copy a [delivery note](/apps-integrations/delivery-notes) to an invoice, the date of the delivery note will automatically be adopted as the 'delivery date' on the invoice.
{% endhint %}


# Delivery Notes

## Activating Delivery Notes

The document type 'Delivery Notes' is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Delivery Notes'.&#x20;

As soon as this document type has been activated, it can be used immediately. A new line 'Delivery Notes' will appear in the general BestInvoicing menu to the left.&#x20;

## Using Delivery Notes

The structure and layout of an order confirmation is analogous to that of an invoice.&#x20;

{% hint style="success" %}
Haven't created an invoice yet? Take a look at the documentation about [creating an invoice - basic module](/basic-modules/invoices) and learn how to do this.
{% endhint %}

Example of a delivery note:

![](/files/I3K3wxDNSQGSmZgF624H)

## Show / Hide Prices on Delivery Notes

By default, delivery notes also display the prices of products. If you do not want to make them visible to the customer, you can adjust this at the level of your template.&#x20;

* Navigate to your email address at the top right and select 'Company Settings'.
* Select the tab 'Templates'. You now get an overview of the templates you are using.&#x20;
* Click the yellow button 'Personalize Template' beneath the template you wish to modify.

![](/files/79Vf3xLB0YWKcMqXt7ET)

Scroll down to the bottom of the editing window; above the 'Company Details' you can check or uncheck two boxes:

* Display prices on delivery notes: when unchecked, prices will NOT be shown on delivery notes.&#x20;
* Show quantities: when unchecked, NO quantities will be shown on documents, including delivery notes.&#x20;

Click 'Save' to save your choices.

![](/files/HoG91DcZ16DUPHx6tHUQ)

## Different Delivery Address&#x20;

It is possible to display a different delivery address on your delivery note in addition to the billing address. [Read here](/apps-integrations/delivery-address) how to do that.

## Displaying the Delivery Date on Invoice&#x20;

If you have activated the 'Delivery Date' field, you will also be able to include this date on your invoices.&#x20;

If you copy a delivery note to an invoice, the date of the delivery note will automatically be used as 'Delivery Date' on the invoice ([read more](/apps-integrations/delivery-date) about the 'Delivery Date' field).

## Invoicing Multiple Delivery Notes in One Go

In the overview of delivery notes you can select multiple documents, and have them appear on one and the same invoice.&#x20;

* If you select, for example, three delivery notes addressed to the same customer, all listed products and services will appear on one and the same invoice to this customer.&#x20;
* If you select, for example, three delivery notes addressed to customer A and two notes addressed to customer B, all listed products and services appear on one invoice to customer A, and other listed products and services will appear on another invoice (addressed to customer B).&#x20;

This is done via the blue 'Actions' button in the overview of delivery notes:

![](/files/khmSDn1PX9ttWXLbWVJO)

### Settings for Copying and Merging

When activating the delivery notes document type, you're offered to configure the structure/layout of the document containing the combined delivery notes (see yellow button 'Configure').

![](/files/uLYpteNKE6Jmz2b1Jw50)

Three choices are offered:

* Do not insert intertitles: all product lines from all combined delivery notes appear one below the other on the final document.&#x20;
* Insert small subtitles: all product lines appear below each other per delivery note on the final document.
* Insert subtitles and subtotals: the final document shows an overview of product lines and the subtotal per delivery note.

## Signing a Delivery Note

In BestInvoicing, it is possible to have a delivery note signed by your customer. Don't forget your signature as representative of your company as well.

![](/files/YrDn9MR1GzOebyif5Ak7)

You may simply print out a delivery note on paper and have it signed, but the customer can also sign digitally and/or remotely.&#x20;

In the chapter 'Sign Documents Online' you will find all information about:&#x20;

* Setting your own signature as a company
* Digitally signing a document (proposal, delivery note, order confirmation, ...)
* An accompanying email with the possibility to display an online signature button

{% hint style="success" %}
[Read all about it](/more-features/sign-documents-online) in the chapter 'Sign Documents Online'.
{% endhint %}


# Discounts

BestInvoicing offers a couple different discount options:

* Default line discount
* Prompt payment discount (PPD)
* Discount per customer type
* Direct general discount

## Default Line Discount

You can immediately set a discount per product line on an invoice.

1. Click the yellow button 'More' to the left a product line
2. The field 'Line discount' will appear to the right
3. It is possible to assign a discount as percentage or in the chosen currency

![](/files/6vKbZU0ixN96AYAHTzrx)

Mind that this line discount is calculated **by piece or singularity**. Example:

* 10 pieces of a product that sells for $5, line discount $1, total price excl. VAT = ($5 - $1) x 10 = $40
* 20 running meters at a price of $4/meter, line discount 20%, total price excl. VAT = ($4 x 0,80) x 20 = $ 64

## Prompt Payment Discount (PPD)

Offer your customers a discount on invoices when they pay within a certain (short) period of time. The possibility to grant prompt payment discount has to be activated via 'Apps and Integrations'.&#x20;

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'All Apps and Integrations'.
3. Click the green button 'Activate' on the line mentioning 'Prompt Payment Discount'.&#x20;

This extension can be activated and configured immediately. Two fields are available in the configuration window:

* Prompt payment discount (PPD): enter the discount percentage (numerical)
* Prompt payment discount term: enter the default payment term (numerical)

![](/files/yfZH9TKSytOq2AiAPf5k)

In this example your customer will benefit from a 2% discount if he/she pays the invoice within 8 days. The discount expires if the customer pays after 8 days. This input will now appear in your invoices by default:

![](/files/ueLrqA7WxxlGFqJnGa3K)

These values may still be altered during the use of BestInvoicing:

* at the bottom of the invoice interface -> your input will overwrite the preset default values
* in the customer file -> you can personalize the settings on PPD at customer level. The values entered in the customer file will overwrite the preset default values

{% hint style="info" %}
Mind the VAT calculation when using PPD. In case of a PPD invoice, VAT calculation will always happen based on the **total amount excluding VAT minus the proposed discount**, whether or not your customer pays in time.
{% endhint %}

{% hint style="warning" %}
If you're using [PEPPOL](/more-features/peppol/sending-documents-via-peppol) to send invoices to the government, **you may not use PPD** as your document will not be accepted (due to the abovementioned deviating VAT calculation).&#x20;
{% endhint %}

### Processing a Document with Prompt Payment Discount

Imagine you've granted a PPD for payment within 7 days. It might be possible that your customer paid the invoice on the 6th day, but the bank only processed the payment on the 8th day. In such case, the system will no longer acknowledge the discount (as its term expired) and the paid amount is deemed incomplete. Such payments find their way to the [processing list](/more-features/processing-lists) in BestInvoicing, where they can manually be checked and attributed to the right invoice.

## Discount per Customer Type

You can grant a discount or use a different price per type of customer. In BestInvoicing, this is managed via [Price Segmentation](/apps-integrations/price-segmentation).&#x20;

![](/files/dZDRXtUyvc5jq3azCwTg)

## Direct General Discount

You can also grant a general discount to a customer via the customer file. Open a customer file and click the yellow button 'Edit' at the top right corner. At the bottom of the page, there's a button 'More options'.

This will display some 'Advanced Settings'. It's a section to include specific customer information, among others a general discount - in percentage or your chosen currency. This discount will always be applied to each document that is linked to this particular customer.

![](/files/2lN2Ziu1ELce0lkXc7mk)


# Empty Goods

Charge pick-up and return of empty goods when you sell a product. The value of empty goods is stated separately on your documents.

## Activating Empty Goods

To use empty goods, you first need to activate it in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Products'.
3. Click the green button 'Activate' on the line mentioning 'Empty Goods'.&#x20;

## Using Empty Goods

If you want to add a new product, an additional field 'Empty goods' will appear at the bottom:

![](/files/i13uIz6KX1ywX9IFLlOf)

{% hint style="success" %}
You can also extend your existing products with an empty goods field and value: the field for empty goods will appear in every product file. If you don't want to manually add this value for every product, use the [import functionalities of BestInvoicing](/settings/importing-data#updating-an-existing-customer-or-product) to update your products all at once.
{% endhint %}

## Empty Goods Settlement

When creating an invoice for a product with an empty goods value, you'll also be able to calculate the eventual returned empty goods.&#x20;

In the section 'Document' at the bottom of the interface, a field 'Returned empty goods' will appear. If this is completed, a calculation with the invoiced goods will be made.&#x20;

![](/files/7o5hPY8EgllMciNFdHtF)

Example: we well three pieces of a product with empty goods value of $5. The total value of empty goods will thus be $15. When creating the invoice we also state that 1x empty goods have been returned, for a value of $5.&#x20;

This invoice will look as follows:&#x20;

![](/files/IiwuSKT3fyHxukM3Sfq9)


# Foreign-Language Customers

In BestInvoicing you have the possibility to create invoices to foreign-language customers. This configuration allows you to choose a language during the creation of a customer file or a document.&#x20;

## Activating Additional Languages

The option to display information in other languages is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'All Apps and Integrations'.
3. Click the green button 'Activate' on the line mentioning 'Foreign-Language Customers'.&#x20;
4. Click the yellow button 'Configure' to select the languages you would want to make available.&#x20;

In the example below, the app is activated and some common languages used within the business environment are indicated. By default German, English, French and Dutch are selected.

![](/files/GpGIaKnd3RVh2HdJ7gv3)

For example, if when creating a new customer you have indicated that his language is 'French', documents created for this customer will be created in French.

{% hint style="warning" %}
BestInvoicing will only automatically display the translated general document values. You must enter the translation of products etc. yourself. Notice a translation mistake? Contact us at <support@bestinvoicing.com> and we will correct it immediately.
{% endhint %}

If you have activated the configuration, you will encounter different places in BestInvoicing where texts can be translated. Additional tabs will appear for each language. Here are a few examples:&#x20;

In the settings of bottom texts on documents:

![](/files/RyHjYHLTsl54nCcCn2Jy)

When describing products:

![](/files/9vtRrqnJ3eOw7gSAt0Sg)

These translated texts will also be displayed on the generated document, in the language of the specific customer.


# General Ledger Accounts

In BestInvoicing you may determine general ledger accounts for your products, or attribute them to your purchase or sales invoices. Linked documents will receive the appropriate general ledger account number when forwarding them to accounting packages. A general ledger account is an accounting term, and denotes a list of similar expenses and income transactions.

{% hint style="info" %}
Mind that not every accounting package is able to process this information. Contact your accountant before activating this BestInvoicing feature.
{% endhint %}

## Activating General Ledgers

Recording general ledger information is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Accountancy'.
3. Click the green button 'Activate' on the line mentioning 'General Ledger Accounts'.&#x20;

## General Ledger Accounts and Products

Entering general ledger account numbers can be done at product level, in the product file. Upon activation of the GLA app, two additional fields will appear at the bottom of a product file:&#x20;

* Sales general ledger account
* Purchase general ledger account

![](/files/eUKIXfYanVwXOHkhzZUi)

They are both free text fields in which you can enter the related general ledger account numbers.

{% hint style="success" %}
Did you activate the general ledger account integration only after you entered already quite a few products in BestInvoicing? In this case, you can export your existing products as csv file, add the GLA information to the file and import this list again into BestInvoicing. This will save you some manual entry work. Take a look at our [guide on importing data](/settings/importing-data) or contact us via <support@bestinvoicing.com>.
{% endhint %}

## General Ledger Accounts and Sales Invoices

If you create a new invoice and you select an existing product to which you have added general ledger information in a previous step, the corresponding GLA number will be displayed on the product line.&#x20;

It is also possible to manually add a new product and add GLA information to it. The field will appear if you click the yellow 'More' button to the left side of a product line:&#x20;

![](/files/vgFX9Jvc1gp1xdtRhqa0)

## General Ledger Accounts and Purchase Documents

In order to connect general ledger information to your purchase documents, select the 'Advanced Input Mode' (to be found at the top right of a 'Purchase' page'). This button will generate additional product lines beneath the purchase preview, where you can further split or divide the items listed on the purchase. Fields for general ledger information will also appear here.&#x20;

![](/files/xYABTU16Zm7WBagnfBET)

When you process a purchase and you enter a product that already exists in BestInvoicing and contains general ledger account information, that number will automatically be displayed here. You may also manually add product/purchase information and add a new general ledger account number here.&#x20;


# MailChimp

![](/files/SG8Cy4SW75aNyi6EOH4Y)

[MailChimp](https://www.mailchimp.com) is online software for email marketing. Synchronize your customer list from BestInvoicing with a list in MailChimp; this way you can easily send newsletters to your current customer base from MailChimp.&#x20;

## Activating the MailChimp Connection

The connection with MailChimp is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Customers'.
3. Click the green button 'Activate' on the line mentioning 'MailChimp'.&#x20;

## Creating a MailChimp Account

In order to set up the connection, you need to have your own MailChimp account. Different formulas are offered, including a basic free version.&#x20;

![](/files/SyYh4dHoSWWuATdptc4q)

When your account is created, navigate to your own profile in MailChimp.&#x20;

## Setting Up the MailChimp Connection

Once the connection has been activated, you need to 'Configure' it via the yellow button. The interface will request for an API key This key can be retrieved from MailChimp.&#x20;

* Go to mailchimp.com and log in
* Navigate to your profile and select 'Extras'. This menu holds a section 'API Keys'.&#x20;
* Under 'Your API keys', click 'Create a key'.&#x20;
* A new API key will now be generated: copy this code.&#x20;

![](/files/lwG9VZGoWEAUGE5Jxuwb)

You'll need to enter this key into BestInvoicing:&#x20;

![](/files/78pVyNGXSMqLpIqgkqGx)

Once you've entered the key, select 'Save'. You will now see a message confirming the connection has been made.&#x20;

You're offered to select a list: if you're only using MailChimp for BestInvoicing contacts, it will by default propose a list by the name of your company. New customers that are added in BestInvoicing, will also be synchronized to your customer list in MailChimp.&#x20;

{% hint style="info" %}
Do you also use MailChimp outside of BestInvoicing? You can create multiple 'Audiences' in MailChimp. When setting up the connection with MailChimp, you will be able to select from multiple contact lists (= "Audiences"). This way you can select to which audience your BestInvoicing contacts should belong.
{% endhint %}


# Other Currencies

The 'Other currencies' module can be activated if you want to invoice in other currencies such as GBP, USD, etc.&#x20;

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Under 'Apps and Integrations Related to Documents' click the green 'Activate' button next to 'Other Currencies'.

When the module is activated, a new field ('Currency') will appear in the section containing customer information, where you can choose from a menu of available currencies. The designation of other currencies is always done on customer level:&#x20;

Directly **in the customer file**, see the example below:

![](/files/HAugc5f140O1A3hdKiXk)

Or directly **when creating a document**, in the 'Customer Information' section:

![](/files/Psp69873r7Uf2RFBWB14)

For example, if you select 'Euro' for this customer, the price of products/services will appear in EUR instead of USD on documents addressed to him/her.&#x20;

When a document is drawn up in other currencies, the conversion rate will also always be mentioned in BestInvoicing, above the table with product lines:

![](/files/nNsttCHV0tBMC81VIWC9)


# Order Confirmations

## Activating Order Confirmations

The document type 'Order Confirmations' is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Order Confirmations'.&#x20;

As soon as this document type is activated, it can be used immediately. A new line 'Order Confirmations' will appear in the general BestInvoicing menu to the left.&#x20;

The structure and layout of an order confirmation is analogous to that of an invoice. You can also add an [order reference](/apps-integrations/order-reference) on an order confirmation.

{% hint style="success" %}
Haven't created an invoice yet? Take a look at the documentation about [creating an invoice - basic module](/basic-modules/invoices) and learn how to do this.
{% endhint %}

Example of an order confirmation:

![](/files/dlOpz2GNzoq9ssjaUYF8)

## Order Confirmation and Stock Management

BesteInvoicing makes a distinction between virtual and actual stock. The **virtual stock** is the stock count based on **order confirmations**. In this count not only what has already been invoiced or delivered is taken into account, but also what has already been ordered by customers. If customers order more than what is currently in stock, you will see this immediately in the [stock alerts](/apps-integrations/stock-management#stock-alert-level).

![](/files/s94HIGRiOISXikmeOt2c)

In the example above, the actual stock counted 5 items. Of these, 2 have already been invoiced. Current stock = 3 items. However, an order form was also created for 3 items. Virtual stock = actual stock - 3 ordered = 0 items. If you copy this order form to an invoice, both stocks will be the same.

{% hint style="success" %}
Click here to learn more about [stock management](/apps-integrations/stock-management) in BestInvoicing.&#x20;
{% endhint %}

## Copying an Order Confirmation to Another Document Type

You can easily copy an order confirmation to another document type in BestInvoicing:&#x20;

* To a new order confirmation;&#x20;
* To a new delivery note;&#x20;
* To a new cash register ticket;&#x20;
* To a new payment request;&#x20;
* To a new invoice;&#x20;
* To a new purchase order.&#x20;

In the summary of your order confirmation, navigate to the green 'Copy to' button and choose from the available document types listed there.

![](/files/FD4DliF4iDRhlP2G44sP)

It is also possible to combine multiple order confirmations at once into a new document. In the overview of order confirmations, it is possible to select multiple documents, and have them appear on one and the same&#x20;

* new delivery note;&#x20;
* new payment request;&#x20;
* new cash register ticket;&#x20;
* new invoice.&#x20;

Note that a distinction is made at the customer level.

* For example, if you select three order confirmations for the same customer, all listed products and services will appear on the same invoice to that customer.&#x20;
* If you select, for example, three order confirmations addressed to customer A and two order confirmations addressed to customer B, all listed products and services will appear on one invoice to customer A and the other products and services will appear on another invoice (addressed to customer B).&#x20;

This is done via the blue 'Actions' button in the overview of order confirmations:

![](/files/WdFGntrODhPv9IBw0U9q)

### Settings for Copying and Merging

When activating the order confirmations document type, you're offered to configure the structure/layout of the document containing the combined order confirmations.

![](/files/RB12Epviun2rvJkfPfCL)

Three choices are offered:

* Do not insert intertitles: all product lines from all combined order confirmations appear one below the other on the final document.&#x20;
* Insert small subtitles: all product lines appear below each other per order confirmation on the final document.&#x20;
* Insert subtitles and subtotals: the final document shows an overview of product lines and the subtotal per order confirmation.

## Signing an Order Confirmation

It is best to have an order confirmation signed by your customer, especially if an advance payment has been received. Don't forget your signature as representative of your company as well.

![](/files/zwnuKhrP3wzG8nMaI1Ic)

It is possible to simply print out an order confirmation on paper and have it signed, but the customer can also sign digitally and/or remotely.&#x20;

In the chapter 'Sign Documents Online' you will find all information about:&#x20;

* Setting your own signature as a company
* Digitally signing a document
* An accompanying email with the possibility to display an online signature button

{% hint style="success" %}
[Read all about it](/more-features/sign-documents-online) in the chapter 'Sign Documents Online'.
{% endhint %}


# Order Reference

## Activating Order Reference

The option to display an order reference on your documents is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'All Apps and Integrations'.
3. Click the green button 'Activate' on the line mentioning 'Order Reference'.&#x20;

As soon as this application has been activated, it can be used immediately.&#x20;

## Mentioning an Order Reference on Documents

Once the field has been activated, it appears at the bottom of the interface window of your documents (invoices, order confirmations, delivery notes, etc.).

![](/files/iPwfKL4J8VhIwQXTKu3J)

The order reference is a free text field for manual entry. The value will be displayed at the top of your document, next to the date, document number, ...&#x20;

{% hint style="success" %}
Are you a [PEPPOL user](/more-features/peppol/sending-documents-via-peppol)? Then specifically do use this field. 'Order Reference' is a mandatory field for sending invoices to the government. By entering this in a separate field on BestInvoicing documents, your order reference can be sent in a structured way via PEPPOL.
{% endhint %}


# Payment Requests

Do you often suffer from customers who do not pay and could you easily cancel the products or services for these customers? If so, you might use payment requests to get the customers to pay first before an invoice is issued.&#x20;

A payment request, unlike an invoice, is not recorded in the accounts, so you do not have to pay the VAT until the payment is made and the invoice is issued.

{% hint style="warning" %}
Attention: please note that if you want to take further steps to collect a payment request by force, it is **better to create an invoice** as legislation on invoicing is in most cases more detailed and documented.
{% endhint %}

## Activating Payment Requests

The document type 'Payment Requests' is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Payment Requests'.&#x20;

As soon as this document type is activated, it can be used immediately. A new line 'Payment Requests' will appear in the general BestInvoicing menu to the left.&#x20;

## Creating Payment Requests

Creating a payment request follows the same scheme as an invoice, proposal, ... From the overview of payment requests, you can easily create a new request.

![](/files/5qfxTaB39W4t2tAObjbo)

## Application as Pro Forma Invoice

Another application of the payment requests document type is the possibility to use it as pro-forma invoice. Pro-forma invoices, like payment requests, do not contain a breakdown excl./incl. VAT on the document and can therefore be used for this purpose.

{% hint style="info" %}
The fixed document title "Payment Request" can be changed to "Pro Forma Invoice" on the PDF/print version of the document. This is done by editing the internal code of the template. Just send an email to <support@bestinvoicing.com> and we will change this.
{% endhint %}

## Transfer to Invoice

A payment request can be easily copied to an invoice. From the overview of payment requests you can select the document you want to transfer. Via the blue button 'Actions' you can see which possibilities there are; the bottom action is 'Copy to new invoice'.&#x20;

![](/files/4AvKai1ELGjYjuhAWH3x)

{% hint style="success" %}
If the invoice has already been paid because people have already paid via the payment request, you can indicate this, for example, in the [bottom text](/settings/default-values#default-bottom-texts-on-documents) on the invoice.
{% endhint %}


# Preset Emails

'Preset Emails' allow to prepare email texts that you frequently send to customers or suppliers. This way you can send a default email with just one click, without having to enter the text every time you send it. Examples may be a 'thank you' email after an order or payment by a customer, or asking your supplier for an overview of your current account balance.

## Activating Preset Emails

To use preset emails, you first need to activate it in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'All Apps and Integrations'.
3. Click the green button 'Activate' on the line mentioning 'Preset Emails'.&#x20;

## Creating Preset Emails

As soon as the app is activated, a yellow button 'Configure' will appear. Click it to create your preset email messages.&#x20;

{% hint style="success" %}
Did you activate the app ['Foreign-Language Customers'](/apps-integrations/foreign-language-customers)? In this case you will be able to create email messages in the different activated languages.
{% endhint %}

To create a new message, click the green button 'Create Preset Email'. The message can be created using a subject and a body text.

![](/files/TPeBMdUYa9Q4a4lPxntv)

The text of the email can be edited via the visual editor. In the email message, [tags may also be used](/more-features/tags). If for instance you wish to send a thank you email after an order, it can be created as follows:

![](/files/bdh7oMD3Mfbs16gtRoOh)

## Sending Preset Emails

Sending a preset email always happens from the customer or supplier file. In the customer filed for example, a new tab will appear 'Preset Emails'. The number between brackets indicates how many preset emails have been created and are ready to be selected.

![](/files/OJ8zws5Mzw9B5hJhDnlG)

If you click the tab, you can 'Send' your selected message. The email window allows for last minute modification of the text before sending. Every sent email will also appear at the top of BestInvoicing, behind the envelope icon, in the overview of sent emails.&#x20;

![](/files/5zaXljqyNDLb8NjfF2wi)

{% hint style="success" %}
Is your customer for example French speaking but did you not create a French email text, no preset email will appear in this customer file. Only messages that match the customers language will be shown.
{% endhint %}


# Price Segmentation

'Price Segmentation' allows you to set multiple prices per product. Depending on the type of customer, the *segment* they belong to, the appropriate price is retrieved and displayed when creating a proposal or an invoice to that particular customer.&#x20;

## Activate and Configure Price Segmentation

To activate price segmentation:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Customers'.
3. Click the green button 'Activate' on the line mentioning 'Price Segmentation'.&#x20;

Price Segmentation has to be&#x20;

1. activated (click the green button 'Activate')
2. configured (click the yellow button 'Configure')

In this window, click the green button 'Add Price Segment' (top right). The names of the price segments can be chosen at will and are never visible to the customer. Often used categories may be consumer prices (B2C) or prices for other professionals (B2B). Naming and using price segments is determined by your own price setting policies.

![](/files/5r3XsHOQAaubh2kuUGsF)

## Connecting a Price Segment to a Customer

After creating a price segment, you have to connect the right segment to the right customer(s). To do so, navigate to a customer file. If you're going to 'Edit' a customer file, an additional field will emerge -> 'Price Segment'. It will display the different price segments that you created earlier:

![](/files/LwrE3W7YgtzN9E6e2f1x)

Select the preferred segment and click the yellow button 'Save' at the bottom. For every invoice that is now created for this customer, BestInvoicing will use the chosen price segment.

## Connecting a Price Segment to a Product

In order to be able to use price segments, you need to set the appropriate price for each segment on the level of the product/service itself. In order to do so, open a product file:

![](/files/V55iccGOKv1vFjriYe0Q)

On the right side, a new title has appeared: Price Segments. Click the yellow 'Edit' button next to it to modify. You will now see the different segments you've created, and next to those is the price of the original product or service.&#x20;

![](/files/vuFOsVRlfAt1FdBsH0Hn)

You can now change the price per price segment. Example:

| Price Segment     | Price excl. | VAT % | Price incl. |
| ----------------- | ----------- | ----- | ----------- |
| (no segmentation) | 120         | 10%   | 132         |
| B2B               | 100         | 10%   | 110         |
| B2C               | 130         | 10%   | 143         |

{% hint style="info" %}
Would you like to set a specific price for each customer? In that case, create a separate price segment per customer and then connect your customer to it in order to set a separate price.&#x20;
{% endhint %}

{% hint style="success" %}
Are your price segments based on a certain discount percentage? In such case, you might want to consider using [direct discount in BestInvoicing](/apps-integrations/discounts#direct-general-discount). This way the discount amounts are automatically calculated and you don't have to add them all manually.
{% endhint %}


# Product Photo

It is possible to display a small product image on your documents. To do this you need to&#x20;

* activate the app 'Product Photo'&#x20;
* add an image to the product file
* activate a specific template that will display this image on your document

## Activating Product Photo

The option to display a product photo on your documents is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Product Photo'.&#x20;

## Adding a Product Photo to the Product File

As soon as the app is activated, you can add a product photo to a product file.&#x20;

* Navigate to your overview of products
* Click the blue button 'View' on the line of the product you wish add an image to
* The product file will open: at the top right, an additional title 'Product Photo' appears
* Click this title to unfold the upload window: this is the place to upload your image (drag & drop)

![](/files/yY9Q77b2nCRxeZAVOvKQ)

The uploaded image will now appear in the product file:

![](/files/rK8VwAGQLiQBfoEMkbc5)

## Activating a Template to Display Product Photos on Documents

In order to display product photos on your documents, a specific template needs to be activated.&#x20;

* Navigate to your email address at the top right corner of BestInvoicing and click it to open a menu
* Select 'Company Settings'
* Click the tab 'Templates'
* At the bottom of the page, select the template 'Classic With Product Photos' and click 'Activate Template'. This template will now appear at the top of the page, in the section of your active templates.&#x20;

When creating a document (proposal, invoice, ...) you now have to select this template. The photos that have been entered in the product files will appear on your document. Example:&#x20;

![](/files/FeEVChxpiZGMR2fiA5EB)


# Purchase Orders

By using a purchase order, you can place orders with your suppliers from within BestInvoicing. The order can subsequently be converted into an actual purchase document.

## Activating Purchase Orders

The document type 'Purchase Orders' is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Purchase Orders'.&#x20;

As soon as this document type is activated, it can be used immediately. A new line 'Purchase Orders' will appear in the general BestInvoicing menu to the left.&#x20;

## Creating Purchase Orders

The structure and layout of a purchase order is analogous to that of an invoice.&#x20;

{% hint style="success" %}
Haven't created an invoice yet? Take a look at the documentation about [creating an invoice - basic module](/basic-modules/invoices) and learn how to do this.
{% endhint %}

In order to create a new purchase order, click the green button 'Add Purchase Order'.

### Supplier Information

At the top of the document you can enter information on your supplier.&#x20;

* Type the search bar to select an existing supplier
* Add information on a new supplier, then select 'Save as new supplier'
* Modify information on an existing supplier (e.g. new address), then select 'Update supplier'

### Adding Products

If you create a purchase order to a known supplier for known products (in BestInvoicing), you may use/display a purchase price. When entering a product to BestInvoicing, you can always add a purchase and a sales price. If you're repeatedly ordering such products, select your products on your purchase order line and the connected **purchase price of the product** will be mentioned on the purchase order.&#x20;

If you know the purchase price of a (new) product, based on e.g. a catalog, you may enter the new product and copy the catalog price.&#x20;

{% hint style="success" %}
Advice: if your supplier sent you a product list containing his (purchase) prices, you're able to import it easily into BestInvoicing (as new products or as an update to existing products). [Read more](/settings/importing-data) on how to do this, or contact us via <support@bestinvoicing.com>.
{% endhint %}

If the purchase price isn't exactly known yet, just enter the product and leave the field 'Price' blank.&#x20;

![](/files/r4aFwtHzuCa5EihohVwC)

At the bottom of the purchase order you can add an [order reference](/apps-integrations/order-reference). Your supplier may copy the same reference on his document when creating the final invoice.

![](/files/ro3HEDg5rWRVgDDU2KOC)

## From Purchase Order to (Incoming) Purchase

![](/files/s3Ad9rvOgF7KLNGVtBsM)

Just like an invoice or another document in BestInvoicing, you can send the purchase order to your supplier [via email](/more-features/send-documents-by-email).&#x20;

You can also indicate that the purchased goods have been received. This can be done via the blue 'Actions' button:&#x20;

![](/files/zV4cGvShNEGNoFcrEIU7)

When receiving the ordered items, you'll probably also receive an purchase invoice. At that moment, you can easily convert the purchase order to a purchase in BestInvoicing.

![](/files/ZGPlQgEiI4gCPEWSWzVu)

### Purchase Orders and Stock Management

As soon as a purchase order is converted into a purchase, BestInvoicing will add the quantities of the ordered goods to the current stock levels. Using purchase orders is thus also a way to keep up with your [stock management](/apps-integrations/stock-management).


# Purchases

If you activate the 'Purchases' module in BestInvoicing, you'll be able to process purchase invoices and tickets. Follow up on payments, update stock and easily transfer your purchase documents to your accountant.&#x20;

## Activating Purchases

'Purchases' is a module that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Purchases'.&#x20;

As soon as this module is activated, it can be used immediately. A new line 'Purchases' will appear in the general BestInvoicing menu to the left.&#x20;

## Using the 'Purchases' module

In BestInvoicing you can record any kind of purchase, those that are connected to your stock management and invoicing (e.g. new products) and those that are linked to the general management of your company (e.g. heating, internet fee, ...). In order to clarify the different types of purchases, BestInvoicing proposes '[Purchase Categories](#creating-purchase-categories)', analogous to 'Product Groups'.&#x20;

## Entering Purchases

The base of processing your purchase documents can be found in the processing list (cogwheels icon at the top right corner):

![](/files/SrD1Z9RI2y7PYx5qGyYZ)

There are four ways to receive purchase documents in your processing list:

* by uploading files to the upload box to the left (drag and drop)
* by taking a picture of the ticket from within BestInvoicing on your smartphone
* by forwarding the documents as attachment to an email to your BestInvoicing email address, displayed in the frame in the middle
* by receiving purchase documents in your [PEPPOL](/more-features/peppol/sending-documents-via-peppol) inbox, if your suppliers are connected to PEPPOL and you use/activated this app (box to the right)

Files that are delivered to BestInvoicing in one of those ways, will be extracted and displayed in a list at the bottom of the window.&#x20;

## Processing Purchases

As soon as the documents arrive in the processing list, [OCR (Optical Character Recognition)](https://en.wikipedia.org/wiki/Optical_character_recognition) software scans them. OCR reads the information from the documents and tries to interpret it.

At the top of the document list, click <mark style="color:red;">'</mark>Refresh Page' to see the progress on the OCR scanning. As soon as the software is done scanning, the letters 'OCR' turn green and the blue button 'Process' becomes clickable.

![](/files/TIambjogo1VJMsHu8y5q)

In order to process the document in BestInvoicing (e.g. attribute a payment or connect to a purchase category), click the blue button 'Process'.&#x20;

In the processing window you'll see an example of a purchase document: to the left of it is **information on the supplier**. Here you can add missing data and if desired, tick the box to 'Save as new supplier'.&#x20;

{% hint style="info" %}
Do you wish to [pay purchases from BestInvoicing](/basic-modules/payments/outgoing-payments-purchases)? Then make sure to fill your supplier's bank account number!
{% endhint %}

![](/files/7X0e5u5m88IiIZFDyaCt)

The next step is completing the **purchase information**. These fields are available:

* Type: indicate whether this document is an invoice or a credit note. When entering a credit note, use positive numbers: BestInvoicing will interpret them negatively as it concerns a credit note.
* Date: the date on the invoice.
* Payment date: by default the payment date will be set 30 days after document date. It is possible to set a shorter or longer period here.&#x20;
* Reference: e.g. invoice number or some other reference.
* Purchase category: select the appropriate purchase category or use the default category 'General purchases'.
* Amounts: enter the invoice total amount. It is possible to use multiple lines, in case e.g. some of the goods are invoiced with 21% VAT while others have a different VAT application.

Click one of the green buttons to process the next document(s) ('Add and Next') or to have a look at the information you entered ('Add and View').

![](/files/RrJ2yDwovkBaf1CkCbUL)

### Do You Use Stock Management?&#x20;

If so, first of all activate the 'Advanced Input Mode' via the slider at the top right corner. This button will create additional product lines beneath the preview of the purchase document, allowing you to further split/divide the purchase.

![](/files/tTZFKh6TVU9ADhQekjCl)

On these lines you can mention the products, their price and numbers such as they appear on the invoice. You can also attribute them to a different purchase category per product line.&#x20;

If these products already exist in your current product list, they will be connected to your products and your [stock numbers](/apps-integrations/stock-management) will be updated. If for instance here you indicate that you've bought 10 items of product A, the stock count of product A will increase with 10 items.&#x20;

### Do You Use General Ledgers?&#x20;

If so, first of all activate the 'Advanced Input Mode' via the slider at the top right corner. This button will create additional product lines beneath the preview of the purchase document, allowing you to further split/divide the purchase.

![](/files/NTFZ5XHdANDrYoU4M3qF)

On these lines you can mention the products, their price and numbers such as they appear on the invoice. You can also attribute them to a different purchase category per product line. Per product you will be able to mention a general ledger account number. Is the product already known in your product list, then the corresponding general ledger account that you've previously attributed to this product, will be displayed here.

### Creating Purchase Categories

Before adding any purchases, it might be interesting to think about the purchase categories you wish to use. When entering purchases, you'll be able to save them under the right category immediately. If you don't really need any categories you can just use the default preset category 'General Purchases'.&#x20;

In the example below, the following purchase categories are created and being used:

* General purchases
* Overhead: office
* Software
* (...)

![](/files/YN6jqk4aCUt3qdsmCA6h)

{% hint style="info" %}
Do you use the app '[General Ledger Accounts](/apps-integrations/general-ledger-accounts)'? It is possible to add a general ledger account number to a certain purchase category. All purchases recorded in this category, will be saved under this general ledger account number.&#x20;
{% endhint %}

You will also be able to gain more insight in your purchases via these purchase categories, e.g. based on a certain period (from-to):

![](/files/ExmI3UMFrupXAMCbk9CD)

## Payment Follow Up

In the overview of purchases, you'll immediately see which documents have not been paid yet. This is indicated by the labels in the column 'Status'.

* green button 'Paid': the document has already been paid
* yellow button with payment date: the document has not yet been paid, but falls within the preset payment date
* red button with payment date: the document has not yet been paid, and has also surpassed the preset payment date

![](/files/qpulkYbNLSxcXpoXY1BK)

## Paying Purchases from Within BestInvoicing

BestInvoicing offers three methods for executing outgoing payments (= payment of your purchases):

1. Payment via QR code
2. Payment via [Ponto](/connections/connect-your-bank-account/ponto)
3. Payment via SEPA file

{% hint style="warning" %}
In order to use any of these payment methods, you should definitely enter the **IBAN and BIC bank account information from your supplier** in BestInvoicing. If this information is missing or incomplete, you will not be able to use any of the payment methods (BestInvoicing will display a notification).
{% endhint %}

### Payments from BestInvoicing: QR Code

It is possible to directly pay your purchase document after you've processed it in BestInvoicing. A QR code is generated based on the registered purchase information (amount, reference, IBAN number supplier, ...).

This code appears at the bottom of the purchase summary, under 'Payments'. By scanning it using your bank app, you can immediately execute the payment to the supplier, based on your purchase data:

![](/files/xD30SaZ8ZI4JSCIS9uV7)

{% hint style="info" %}
Not every bank is able to read and process such SEPA QR code. Please check with your bank in your specific country.
{% endhint %}

* Is your bank account connected via e.g. [Ponto](/connections/connect-your-bank-account/ponto): the payment will automatically be linked and the status of your purchase will automatically change to 'paid' if the payment is received after you fully processed the purchase in BestInvoicing.
* If your bank account is not connected, change the status of your purchase manually to 'Paid' (green button at the top in the purchase summary window).

![](/files/tv0FW198S7nXPy2lTxvL)

### Payments from BestInvoicing: Ponto

If you've activated the [connection with Ponto](/connections/connect-your-bank-account/ponto) in BestInvoicing for collecting your bank transaction data, a Ponto payment button will appear at the bottom. Select your connected bank account under 'Bank Account'.

![](/files/dUL3qudG6zNuQ6ypFcEp)

Click the green button 'Pay' to be redirected to the online Ponto environment, where you'll be able to confirm and execute the payment.&#x20;

Since your bank account is connected, they payment will automatically be linked to the purchase document and its status will automatically change to 'paid'.&#x20;

### Payments from BestInvoicing: SEPA File

From BestInvoicing, it is possible to execute multiple payments in one go to be paid via your web banking. This is done by creating a SEPA file. The SEPA file format is the Single Euro Payments Area . xml file format that is commonly used in European countries. You collect all payment information from within BestInvoicing, export it in a structured way, import it into your own online banking environment and the payments will be executed on the future payment dates as entered by yourself in BestInvoicing.

#### Step 1. Enter the future payment date

When processing your purchase, make sure to add a 'Payment date'. Bank transfers to be executed based on a SEPA file will be executed two days before the date you have recorded as 'Payment date' in BestInvoicing.&#x20;

{% hint style="info" %}
In BestInvoicing you enter the due date for a payment. You want to transfer at least 1 business day earlier, so that the payment is with the supplier on the due date. If you still want to make your payments later, you have to enter in BestInvoicing e.g. the 'due date + 2 days'.
{% endhint %}

![](/files/HwULTkBNZhXBr7Swtw0d)

#### Step 2. Exporting purchases to SEPA file

In the overview of purchases, select the purchases to be paid.&#x20;

Go to the blue button 'Actions' and select the option 'Export to SEPA payment file' by clicking it. This will download the SEPA file. If you didn't fill the necessary IBAN and BIC information for all your suppliers, BestInvoicing will display an error message.&#x20;

![](/files/Rn3MhkbvpHnAcivxaXtP)

When exporting, you are asked if you want to mark the exported documents as 'planned'.

![](/files/gRD4xsUjP4Mps1FKJKTJ)

If you confirm this choice by clicking 'Yes', the payment will appear as 'Planned' in your purchases list.&#x20;

![](/files/QFOZ7tiY3QaU1U0ns0xa)

#### Step 3. Importing the payment file into your online bank environment

The SEPA file is an xml file to be downloaded on your computer. It can subsequently be uploaded to your own online banking environment.&#x20;

Each bank has its own trajectory on how to do this. Please contact your bank in order to understand how you may upload and process a SEPA file.&#x20;

## Exporting Purchases for Accountant

The purchases you've entered may also be forwarded to your accountant. This can be done via direct connection with an accounting software package or delivery platform or as [UBL files](/connections/connections-for-accountancy#delivery-of-files-in-ubl-format).

{% hint style="info" %}
[Click here to read more](/connections/connections-for-accountancy) about connecting to accounting packages.
{% endhint %}

### Delivery as UBL Files

[UBL](https://en.wikipedia.org/wiki/Universal_Business_Language) (Universal Business Language) is the standard format for electronic invoicing. It contains your document data in an XML file, which can be quickly processed by a computer. An accounting program can quickly read the file and process the information (from your purchase document, for example).&#x20;

If you export your invoices from BestInvoicing in UBL format, you can send them to your accountant. He/she can then easily read them into his program.

### Exporting Purchases to UBL

Read all about this method in our tutorial '[Exporting to UBL](/connections/connections-for-accountancy#delivery-of-files-in-ubl-format)'.

![](/files/LRnenriOqLZb30FIOJJv)


# Self-Billing Invoices

Self-Billing Invoices are purchase invoices that you draw up for purchases from suppliers who cannot provide you with an invoice. A use case might be buying second hand materials or machinery from private individuals.

## Activating Self-Billing Invoices

The document type 'Self-Billing Invoices' is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Self-Billing Invoices'.&#x20;

## Creating a Self-Billing Invoice

As soon as this document type is activated, it can be used immediately. A new line 'Self-Billing Invoices' will appear in the general BestInvoicing menu to the left.&#x20;

The structure and layout of a self-billing invoice is analogous to that of an invoice.&#x20;

{% hint style="success" %}
Haven't created an invoice yet? Take a look at the documentation about [creating an invoice - basic module](/basic-modules/invoices) and learn how to do this.
{% endhint %}

In order to create a new self-billing invoice, click the green button '+ Create Self-Billing Invoice'.

![](/files/2xAHiUFFlNc8tsVlirl1)

You can enter the customer's details, describe the purchased product(s) and set the price. From the summary window, the document can be sent or printed, in line with other BestInvoicing documents:

![](/files/emyar90d6lOSk4GPYoGE)

A self-billing invoice may look like this:&#x20;

![](/files/deop4cCJS04tTcwdf5V3)

## Additional Settings

Via the 'Default Values' page you can set a default bottom text that can be used on your self-billing invoices. [Read here](/settings/default-values#default-bottom-texts-on-documents) how to create such a default bottom text.&#x20;

When creating a self-billing invoice, you can still change the bottom text manually.


# Site Address

With this configuration, you can easily keep track of site addresses for customers and also display them on your documents.

## Activating Site Addresses

The option to save and display a site address is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Customers'.
3. Click the green button 'Activate' on the line mentioning 'Site Address'.&#x20;

## Using Site Addresses

You can activate this extension and use it immediately; an additional tab will now be visible in your customer files.

![](/files/618BbodVhLwbTE4U7v6l)

On the left side you will see an additional tab "Site Address". Here it is possible to add one or more addresses:

![](/files/tb7wqip2IVWMGY4p1eeL)

You will be able to choose to designate a different 'site address' when creating a document. This address can be:&#x20;

* entered manually and 'saved as new address'. It will appear in the list of site addresses of that particular customer, for later re-use.&#x20;
* selected from the list of existing site addresses that are already linked to your customer.

![](/files/SMgY5oV4y3TwDENcAXdO)

{% hint style="success" %}
If you enter a phone number, it will appear beneath the site address on your document.
{% endhint %}

The site address will appear next to the billing address on your document. Example:

![](/files/tkMSr8m615EigIwTXvSQ)


# Stock Management

The BestInvoicing stock management feature helps you to stay on top of your actual supplies.&#x20;

## Activating Stock Management

Stock management is an extension that needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Products'.
3. Click the green button 'Activate' on the line mentioning 'Stock Management'.&#x20;

You immediately get the option to 'Configure' (click the yellow button). Three choices are offered:

![](/files/y9szvWOB2OaKPbcjBEFS)

* Stock calculation based on **invoices**: the stock count is updated as soon as a product is processed in an invoice.&#x20;
* Stock calculation based on **invoices and cash register tickets**: the stock count is updated as soon as a product is processed in an invoice or via a cash register ticket.&#x20;
* Stock calculation based on **delivery notes**: the stock count is updated as soon as a product is processed in a delivery note.

{% hint style="info" %}
*"What about products listed on order confirmations?"* There is a virtual stock for that, [see further in this article](#virtual-actual-stock).
{% endhint %}

## Activating Stock Management per Product

You also need to activate stock management on a product level; you can start doing this for existing products, or new products that you add.

### Existing Product

Activating stock management for an existing product is done in the detail overview of your product file.&#x20;

![](/files/h7VFG2SCST9N4ww1azti)

Click the green button 'Activate Stock Management for this Product' beneath the title 'Stock Management'. BestInvoicing will now look through your created invoices, delivery notes or cash register tickets (depending on your selected settings when 'Activating Stock Management') to see how many items were already sold/ordered.

In the example below, one item has already been sold. Since we've not added any supplies yet, stock is counted as '-1'.&#x20;

![](/files/0rJGgwYhkvh649evQZMe)

You can however update the actual stock of this product.&#x20;

1. Click the green button 'Add Stock Change'.&#x20;
2. In the field 'Correction' you can add an actual stock value e.g. '10'.
3. By adding this new value, the stock numbers will be corrected. A stock of 9 items will now be displayed; the stock change (10) minus the articles that have already been sold (9).&#x20;

{% hint style="success" %}
It is also possible to correct stock numbers in a negative way; suppose a product is destroyed, you could make a negative correction of '-1' to remove this item from your stock count.
{% endhint %}

![](/files/u15t59mv2CRahHGBrrFS)

### New Product

Once you've activated stock management, additional fields for stock management will appear when you create a new product:

* Stock management: the choice whether or not to follow up on stock levels for this product
* Stock alert level: this field allows you to add from which quantity/number on a stock alert warning should appear. E.g. if you enter the number '5', a stock alert warning will be shown as soon as the stock only contains 5 pieces of this product.

![](/files/xR0B7svN9HGd6fcOahSJ)

## Virtual / Actual Stock

BestInvoicing differentiates between virtual and actual stock.&#x20;

The **actual stock** is the stock count based on your choice when activating and configuring the app: stock count based on **invoices, cash register tickets or delivery notes**. The comprehends all that had effectively been charged or delivered.&#x20;

The **virtual stock** is the stock count based on **order confirmations.** In this count we do not only take into account what has already been invoiced or delivered, but also what has been ordered by customers. If customers should order more than what's actually in stock, this will immediately appear in your stock alert warnings.&#x20;

![](/files/nLe1beB2tdCIZO0MKfsr)

In the example above, the actual stock counted 5 items. Of these, 2 have already been invoiced. Current stock = 3 items. However, an order form was also created for 3 items. Virtual stock = actual stock - 3 ordered = 0 items. If you copy this order form to an invoice, both stocks will be the same.

## Overview of Stock

### Stock Alert Level

If you've set a stock alert level for a certain product, stock numbers will appear in red as soon as your stock plunges beneath the alert level. This way you'll immediately see which items need to be replenished. In the example below a warning is given for the virtual stock.

![](/files/bprIxL3Ic1qcQNfRk1Ro)

### On Your Dashboard

Products with low stock are also mentioned on your BestInvoicing dashboard:

![](/files/1Bw7xvd0ggImyDFb6tqQ)

### Via Products

Stock numbers can also be consulted in the overview of products, see below:

![](/files/qlG85lHTuqF6ijMxDBdP)

Or per product, if you take a look at the detail file of a product:&#x20;

![](/files/mQJXhpFVaB3eSr4diKZp)

### Via the Processing List

In the [processing list](/more-features/processing-lists) you'll also see an overview of products with low stock (in line with stock alert warnings). This list can be consulted via the cogwheels icon, to the left of your email address in the upper right corner of BestInvoicing.&#x20;

![](/files/C3IYHtfxdYmVk5IgeU8z)


# Subscriptions (Recurring Invoices)

Using the 'Subscriptions' app, you can create recurring invoices to your customers at regular intervals (e.g. monthly billing, membership, etc.). Create the same invoice every week, month, quarter or year and automatically deliver it to the customer. Date and serial number are filled automatically so that you no longer have to do anything manually.

## Activating Subscriptions

'Subscriptions' is an app that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Documents'.
3. Click the green button 'Activate' on the line mentioning 'Subscriptions'.&#x20;

The yellow button 'Configure' does not need to be used, see [Subscription Templates](#using-a-subscription-template) instead.

## Creating a Subscription

As soon as this document type is activated, it can be used immediately. A new line 'Subscriptions' will appear in the general BestInvoicing menu to the left.&#x20;

![](/files/2zPutSJ0Nww0MVZJbcZE)

To create a Subscription, click the green button '+ Create Subscription' at the top right. The structure is similar to that of a regular invoice in BestInvoicing.&#x20;

### Subscription Information

![](/files/o25QplfJB5h8bVFfLVj8)

This is what separates a regular invoice from a subscription. Here you determine according to which settings the invoices will be automatically sent.

* Starting date: the date on which your first subscription invoice will be created. This date may also be in the past, but then your first upcoming invoice will only be created from the next occurring invoice date. Example: if on 07/06 (June 7th) you create a subscription that starts from 01/06 (June 1st), the first subscription invoice will only be created on the 01/07 (July 1st).
* If you check the box 'Has end date', you'll also be able to set an end date.
* Hour of creation: indicate the time on which the invoice should be created and sent.
* Frequency: choose a specific interval -> weekly/monthly/every quarter/annually/every two years
* Active: if you already want to create the subscription but don't want to start the invoicing cycle yet, uncheck this box. If you're only going to activate the subscription after your first invoice date has passed, an invoice will be created on the first upcoming invoice date.
* Next invoice dates: an overview of the upcoming invoice dates, based on your settings.

Example of a created sequence, starting the first day of the month:

![](/files/fwFtmZQ4Tbet2DjDqYSE)

## Subscription Components

The further composition of subscription invoices are similar to the creation of a regular invoice in BestInvoicing. Please refer to the [manual on creating an invoice](/basic-modules/invoices) for detailed information.

### Prices of Subscription Items

A subscription is usually created to invoice a continuous price/item for a long(er) period of time. If you change the price of article X in BestInvoicing and article X also appears in a subscription, the price of article X will be updated in your product list but **not automatically in the subscription** containing this article. This decision was made to allow that e.g. existing customers might be invoiced at price A for this product, while new customers would pay price B.&#x20;

If you wish to update the price of this article accordingly in all of your current subscriptions, navigate to the product file and click 'Subscriptions' to the right.&#x20;

![](/files/jDIHqgKM6SOZwjJLxr9p)

Here you'll see in how many subscriptions this item is included. In order to update all subscriptions with the modified item price, click the yellow button 'Update subscriptions to current product price'.

### Use of Tags

Tags may be used in the free text fields that are components of a subscription (e.g. optional description of a product, text above product table, bottom text, ...). These can alter specific values in your document, depending on e.g. invoice date, possible end date, ...

A subscription offers additional tags for date notations. The tag *%start%* is for example converted to the invoice date, the tag *%end%* to the day preceding the next invoice date.&#x20;

![](/files/ki6X236XMVpxftyMQoHv)

The list of available tags can be found behind the 'I Tags' button, to the right above the text fields.

## Subscription Sending Options

![](/files/eXgbfUGKMci9oQFaKSkT)

At the end of every subscription page, two options appear:

### Only Create Concept Invoice, Do Not Send Immediately

The subscription module will create the invoice, but BestInvoicing will not automatically send it. Once the invoice has been created on the programmed date and time, it will appear with status 'Concept' on the subscriptions page and in the overview of your regular invoices. From thereon, you can choose to [send it by email](/more-features/send-documents-by-email).&#x20;

![](/files/1XwWh9SA5IMutXOSWP6H)

### Create an Invoice and Send It by Email

A new email window will open if you select this option. Here you may change the text of your email message, which will be sent along with the automatically created invoice. By default it uses the text that is also set for sending regular invoices by email.&#x20;

{% hint style="info" %}
Mind that the text you set and save here, will be the same for all future invoices in this subscription.&#x20;
{% endhint %}

![](/files/pc69j6xAVzWVbao0W6Wf)

Click 'Add' to activate the subscription. When the invoicing date arrives, the invoice will automatically be sent and the invoice will also be displayed as 'sent' in this subscription overview.&#x20;

The created subscriptions appear in your subscriptions overview.&#x20;

![](/files/DxbTjwoxrJb5m99pLS4J)

### Pausing a Subscription

The detail view of a subscription also offers a 'pause' button (top of window). This will stop future emails to be sent or invoices created within this subscription. You can easily reactivate it by pressing the button again. A new invoice will be created, from the first upcoming invoice date onwards.&#x20;

![](/files/tdRTtUKiKqZgTYixTGKt)

## Using a Subscription Template

In BestInvoicing, you can also use a template for subscriptions. Such templates may be used if you have some subscriptions containing the same products and descriptions, for different customers. This way, in case of price changes, you will only need to adjust the template; all subscriptions using this template will change accordingly.&#x20;

Setting such template can be done as follows:

1. Navigate to the top right corner in BestInvoicing. Click your email address and open the menu.&#x20;
2. Select 'Apps and Integrations', then 'Apps and Integrations Related to Documents'.
3. Click the yellow button 'Configure' next to the 'Subscriptions' app.&#x20;

Click the green button (top right) 'Create Subscription' to create a new template.

![](/files/vBGA6aN2F9fjuQEt7j3F)

### Linking a Subscription Template to a Customer

If now you're going to create a new subscription (from the overview of your subscriptions), you'll be able to select a template. In the example below you'll see two choices: 'Create new subscription without template' or use template 'Membership'. The latter one already contains a monthly subscription of $25.

![](/files/NsxOnwBLivVvBas2Gg5D)

If now you add your customer information below, all other content of your subscription will be completed automatically (price, description, frequency, email message, ...) for an invoicing cycle to this specific customer. This way you can easily create frequently used subscriptions for multiple customers.&#x20;

If you wish to change the price of this subscription, it suffices to change it **on the template level**. As soon as the price change is saved, it will automatically be applied to invoices created from the first upcoming invoicing date for this template, and it will apply to all customers linked to this template.


# Tasks

This BestInvoicing module allows to create a basic to do list. The task can be created independently, it may be connected to a specific customer or a specific proposal. Do you use Google Calendar? In that case, a BestInvoicing task deadline can also be displayed in your agenda.

## Activating Tasks

To use tasks, you first need to activate it in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations Related to Customers'.
3. Click the green button 'Activate' on the line mentioning 'Tasks'.&#x20;

{% hint style="info" %}
You only need to use the yellow button 'Configure' should you wish to [synchronize with your Google Calendar](#synchronize-with-google-agenda), see further.
{% endhint %}

## Using Tasks

As soon as the app is activated, it will appear in the menu to the left (Tasks). Click the button at the top right 'Create Task' to create a new task.&#x20;

![](/files/qfcnbgo5EME95xQyRbBH)

A task may contain four fields:&#x20;

* A title: e.g. Check prices LogiTech
* A customer: can be selected/searched based on the existing customer files
* A deadline: select a date or deselect the box if no deadline is connected to this task
* A description: e.g. Supplier announced price change, see email

You'll see a summary when a task is created:&#x20;

![](/files/DNZ8xFlFNX671BlQofB1)

You can add specific information (e.g. catalog) to a task, using the tab 'Attachments'.&#x20;

On the timeline you can mark a task as 'Pending' or 'Completed'. Use the button 'View Print Version' to generate a print preview of your task.&#x20;

### Linked to a Customer

If you link a task to a customer, it will not only appear in your overview of tasks, but also in the customer file.

![](/files/joowljpJE4ZgROByRQVh)

### Linked to a Proposal

In BestInvoicing it is possible to convert a proposal to a task. To do so, navigate to the summary window of the proposal. Select the green 'Copy To' button, and select 'Copy to new task'.&#x20;

The task is automatically linked to the customer to whom the proposal was made. The summary of the task will also contain a URL to the proposal, so it can easily be opened for reference.

![](/files/9ayQHVGa0TDQfkLDyMcf)

### Applying Filters

Your overview of tasks can be modified using the yellow button 'Filters'. For example, you may want to only display statuses 'Open' and 'Pending'. Select 'Remember Filter' to set this filter selection as default.&#x20;

![](/files/ixgoNws1OJVpP2yKmC9N)

## Synchronize with Google Calendar

It is possible to display BestInvoicing tasks that have a deadline, in your Google Calendar.&#x20;

{% hint style="info" %}
Mind that this synchronization only works in one direction, from BestInvoicing to Google Calendar. If you change something to a task in BestInvoicing, it will be updated in Google Calendar. If you modify the task in Google Calendar, it will **not be modified** in BestInvoicing.
{% endhint %}

To set up synchronization, go to the top right of your email address and select 'Apps and Integrations'. Move to 'Tasks' and click the yellow button 'Configure'.&#x20;

![](/files/t7KZxRgqXrJV0LS5Pajh)

Click the green button 'Connect Google Calendar' to connect BestInvoicing to your Google Calendar. You're now being forwarded to your Google environment in which you can log in using your email address and password. Authorize BestInvoicing to make changes to your Google Calendar: click 'Allow'.&#x20;

You're now redirected to BestInvoicing again and the button beneath the Google Calendar logo will be changed into 'Disconnect'. The connection has now been made. In your Google Calendar, an additional agenda will appear, called 'BestInvoicing'.&#x20;


# Units of Measure

By default you can only enter a numerical value in the field 'Quantity' of a product line in BestInvoicing. It is however also possible to add specific units of measurement such as "m²", "km", "m" to indicate more precisely what is being invoiced.

## Activating Units of Measure

The option to display units of measure on your documents is something that first needs to be activated in BestInvoicing:

1. Navigate to the top right corner of the screen (email address) and select 'Apps and Integrations' in the menu.
2. Check the list of 'Apps and Integrations' Related to Products.
3. Click the green button 'Activate' on the line mentioning 'Units of Measure'.&#x20;

As soon as this application is activated, it can be used immediately.&#x20;

## Using Units of Measure

When creating a document, you can now enter a unit of measure under 'Quantity':

![](/files/78kRKshgLTFZii6UhGdf)

You can also enter these units of measurement at product level when creating a new product or editing an existing one:

![](/files/932fjRZt0WbXVvBRYLeJ)

For a cable type, it is indicated at product level that the unit of measure is 'm', and the number is '6'. On an invoice, this then looks as follows:

![](/files/7tsJQVjHK58TM1bRMrUY)

## Add Your Own Units of Measure

It is possible to add your own units of measure to the default list.&#x20;

* At the top right corner, go to your email address and click 'Apps and Integrations'.&#x20;
* In the list of 'Apps and Integrations Related to Products, go to 'Units of Measure'.&#x20;
* Click the yellow button 'Configure'.&#x20;

You will now see an (empty) list of units of measure that you have already added yourself.

![](/files/GYWqKZEfYhfrh0PvSeiZ)

Click the green 'Add Unit of Measure' button at the top right. You can enter a name and a symbol (e.g. abbreviation) for the unit of measure. Click 'Add' to save your entry. In this example we have added a unit 'Piece' with symbol 'p'. You can also edit this specific unit later.

![](/files/ECrHrCPq2AcVSiFQjPLN)

The newly added unit of measure will now also appear in the drop-down list of units of measure when entering a product or creating a document.


# Dashboard

Depending on your settings and which apps or integrations you have activated, a number of widgets are visible on your onFact dashboard.

![](/files/90kqsiezt6U1SxTpsGp8)

At the bottom of the page, a grey bar with cogwheel icon is visible. This icon allows you to show or hide the displayed widgets, to customize the look of your dashboard.

![](/files/lpXxG7jqFisTSvcKTXgg)

The present widgets can be (de)selected. You can also determine whether you want to display amounts in- or excluding VAT in your overviews. Click 'Save' to store your settings.&#x20;


# Personal Settings

On this page you can change some personal settings regarding display language, two-factor authentication or your password.

![](/files/Tm9NHW51SAbcXEnMHmFJ)

## Interface Language

Using the yellow 'Edit' button next to your username, you can start editing your own profile.

![](/files/uquOauR93AIxroAStXfB)

You can start setting the language of the program interface here. For example, if you choose French, the onFact interface will be displayed entirely in French.

{% hint style="warning" %}
It is NOT possible for users to edit their own email address, to prevent abuse. If you want to use a different email address to log in, you need to create a new user within your organisation (with the new email address). [Read here how to do that](/settings/users#users-within-your-organization), or contact <support@onfact.eu>.
{% endhint %}

## Two-Factor Authentication

Most online accounts (like the default login method for onFact) use only a username and password. This is called single factor authentication (or 1FA). So with two-factor authentication (2FA), you need an additional factor on top of the username and password to access your account.&#x20;

You can also activate this extra authentication in onFact. Click the green 'Enable' button on the right side of the screen.

![](/files/05ReTb2N2BmTg9WsUT6C)

For security reasons, you must now enter your mobile phone number before you will be able to use this feature.

![](/files/CwdoRslzrST4aGyYQoJ9)

Enter your mobile phone number and request to send you a security code.

![](/files/DdsHRqQ0d6HMdY3K0Xyw)

Enter the code in the designated field and click 'Confirm my Mobile Phone Number'. As soon as the code is confirmed, you can activate two factor authentication. Scan the QR code with your selected authentication app on your smartphone and enter the security code that's generated by the app.&#x20;

{% hint style="info" %}
An authentication app scans the QR code and generated a digit code. This code should be entered in the software to confirm you're the user trying to gain access. Well known authentication apps are [Google Authenticator](https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2) or [Authy](https://authy.com/).&#x20;
{% endhint %}

![](/files/DcJLTqK4lfPq0KQGf3ld)

If the code is correct, you will see that two factor authentication was successful. Do you want to go back to simple verification with just a username and password? Click the red button 'Deactivate'.&#x20;

![](/files/pWAZao2z9AWryBsDdAQK)

## Personal Password

In order to change your personal password, click the yellow button 'Change' next to 'Password strength'.&#x20;

![](/files/5tl8oLUGsxbYFKbhgiZS)

Enter your new password, then confirm it once more. After 'Saving' you'll be able to login with your new password.&#x20;

## Notifications

At the top right next to your email address, there is a notification bell in onFact. A red sphere appears here in case of notifications. A list of notifications appears when clicked:

![](/files/Z1wsgFO444I2SXw968Ft)

A notification is added when:

* an automated (payment) reminder has been created
* an invoice is created from a subscription (recurring invoices)
* a payment had been received (fully, partial or double payment)
* a document could not be sent via PEPPOL (error message)
* a proposal has been signed online for approval
* you've received an e-mail in your PEPPOL or onFact inbox (incoming e-mails)
* an e-mail failed to send (error message)


# How Can I Change My Login Email Address?

It is not possible to change the email address you use to log in for security reasons. However, you can create a new user with a new e-mail address and use these credentials to log in.

To do so, go to 'Company Settings' in the top right menu and then to 'Users'.

Click the green 'Create User' button in the user overview. You can complete four fields:

* Email
* First name
* Last name
* Access role

<figure><img src="/files/G2HuTvgPKjE6NXEHUGNx" alt=""><figcaption></figcaption></figure>

The access role is divided into 'Owner' or 'Staff Member. As an 'Owner' you have by default access to all applications in onFact. A 'Staff Member' can be granted other (less) access rights.

![](/files/8Yip0Lgxmb4XO7p2E0hT)

In the example above, the green sliders are apps and modules of onFact that the staff member has access to; the grey sliders are not accessible to the staff member or visible in their onFact environment. Each slider can be set to access or no access. Sections 'Customers' and 'Products' are available to every user by default and can not be turned off.


# My Subscription

On this page you'll see an overview of your current subscription. At the top left corner you see the end date of your current subscription. When the subscription period is about to expire, a message will be displayed in onFact for a few days inviting you to renew your subscription.&#x20;

You do this by choosing one of the subscription options at the bottom and clicking 'Select'.

![](/files/8cN799czQ3MiQiCB0JfD)

If you did not select automatic renewal when creating your account, it will be turned off by default. If you would like an automatic renewal in the future, you can indicate this during your next order.

![](/files/v0WleZwPtxp0qd3hZZWX)

Here you can check your billing information, before clicking 'Place Order'. Above the order button you can also indicate whether you want to renew automatically next time the subscription expires. After ordering you will receive an invoice from onFact by email.


# Recommend onFact!

We are delighted that you love working with onFact! Maybe you know some fellow entrepreneurs for whom onFact could also be interesting? Sharing your experience with onFact can now be profitable for you too ...

If you invite a fellow entrepreneur via your onFact account for a free trial period and he/she moves to a paid subscription, you will receive **1 month of onFact for free**. The more companies you introduce, the more free months you will receive. From three referred companies that take out a paying subscription, you will receive a **permanent 20% discount** on your subscription. Other free months are added to that. A nice bonus, right?

## How Does It Work?&#x20;

At the top right-hand corner of the menu behind your email address you will find a "Recommend onFact" button (green icon). Clicking it will bring you to an overview screen.

![](/files/UTZHnjAnobvOOi3McSXA)

You can invite a fellow entrepreneur by sharing a sign-up link or by sending an email with a specific sign-up link from the interface.

On the left side, you'll see how much discount you've already collected. Easy!


# Company Information

In this section, you can edit the information regarding your company.

![](/files/xwT6ZwMCil8oEEUEgNba)

Information entered here is displayed on the documents you create (proposals, invoices, order forms, etc.). If you did not fill in a field, a message '(Not shown on documents)' appears to indicate that this field is empty and therefore no value will appear on the documents.&#x20;

The values you enter here are also used by onFact as [values for the tags](/more-features/tags) (e.g. your bank account number).

## Changing the Company Email Address&#x20;

You can change the email address that is entered in the company information as often as you like. The email address you use to log in to your onFact environment **cannot be changed** so easily. In such case, navigate to the [module 'Users'.](/settings/users)


# Default Values

The default values in onFact are fixed values that appear on every document, but can still be changed when creating or editing a document. By setting certain default values at once, you save on entry or copying work. Most data, such as standard payment terms, will always recur throughout your documents/organization.

![](/files/XEWdEWh4XplsyIab7czO)

## Default VAT Settings and Available VAT Percentages

In this section, you can indicate the VAT rate at which you usually ('by default') sell products or provide services.&#x20;

{% hint style="success" %}
You can still manually change the applied VAT type/rate to a different percentage, each time you're creating a document.
{% endhint %}

![](/files/WV4TSYEI6o0xdBhyrww6)

In onFact, the default VAT percentage is set to '10%'. If you wish to change this, click the yellow button 'Edit'. If a specific VAT regime is applicable to your business, you can add additional standard values here.&#x20;

{% hint style="info" %}
Settings in this section are country specific and should be integrated according to national applicable VAT regulations.
{% endhint %}

![](/files/0qcxEc3IOqhcfnMSoOKu)

### Default VAT Percentage

Indicate the default VAT percentages for your business. Select 0% or 10% (again, this information and the choices offered will depend on national options).

It is possible to add a new percentage to this list via 'Available VAT percentages'. Your newly added percentage will also appear in the list of possible choices.

### Input of Prices Including or Excluding VAT

Indicate what the standard way of entering prices will be when creating a new product. If you indicate here that prices are always entered excluding VAT, then only this field will be available when creating a new product (see below). The field 'Price incl.' is marked grey and cannot be completed.

![](/files/jhvB9cQ4fI9a8WcUR4QL)

## Default Terms Settings

In this section you can define two default terms:

* the default validity term for proposals, e.g. 30 days
* the default payment term, e.g. 14 days

![](/files/BjJSORSUxXRGsDeYBGAg)

You can easily change these values by clicking the yellow 'Edit' button. For the standard payment term you can also tick the 'End of month' option.

![](/files/500ekAltCJjBxNqdi8cR)

## Default Bottom Texts on Documents

The bottom text or caption is an important part of some documents in onFact (see list below). The bottom text is a text field at the bottom of these documents, e.g. text containing a payment request on an invoice or information about the validity date on a price proposal.

![](/files/RCdsxT292vgNPHbHrYKd)

You can change/set the bottom text for each of these document types using the yellow 'Edit' button. The procedure is the same for each document type, only the content of the text will differ. The amount of document types displayed here depends on which document modules you've activated via 'Apps & Integrations'.

{% hint style="info" %}
Did you activate the app '[Foreign-language customers](/apps-integrations/foreign-language-customers)'? Then you will have the option to edit the bottom texts per language.
{% endhint %}

![](/files/rXnUkaCn4n98Ic82AiTD)

### Editing an Existing Text

Click the yellow 'Edit' button next to the text, to edit an existing bottom text.

![](/files/2VP0EYRlVxy7xO8njszj)

You can rename the bottom text or edit it. In the text, you can use tags: the text between *'% ...%'* will be automatically replaced with the correct value per document.

{% hint style="success" %}
[Read more](/more-features/tags) about how to use these tags and which ones are available in onFact.
{% endhint %}

### Adding a New Bottom Text

In the edit window there is already one caption created with name 'Default'. You can add additional captions using the green button 'Create Default Bottom Text'. This way you can choose between two (or more) texts when creating a document. Again, you can rename the caption or edit the text. [Tags are also available](/more-features/tags) for the text body.&#x20;

### Adding General Terms & Conditions as Bottom Text

It is also possible to add [general terms and conditions](/settings/attachments#general-terms-and-conditions) at the bottom of a document; you could use the bottom text field. However, this is only suitable for short statements as otherwise your terms and conditions would always be split onto multiple pages.&#x20;

{% hint style="success" %}
For each bottom text, the text can **still be modified manually** during document creation.
{% endhint %}

## Signatures

onFact offers online signature of documents. [Click here](/more-features/sign-documents-online) to read more about this feature.&#x20;

![](/files/mwRAGCdfjqED1IxcCgwj)

In this section you can set your signature as representative of the company. You can use this for example when a document needs to be signed by both the customer and yourself. Click the yellow 'Edit' button to do so.

![](/files/7M20brQ5hR9XUU97D6MJ)

You can either add a pre-recorded signature (e.g. an image), or add a signature in the drawing window using the mouse, pen or touchpad. After saving, this signature will be used as your signature on documents to be signed. In this signature menu, you can also change the default values for signatures. To do so, click 'Edit' per document.

![](/files/YXpnfUkrLDZGIOPuu4Xu)

For each type of document, you can indicate whether a document should be signed by default only by the customer, or by customer and manager. Click 'Save'.


# Email Settings

You can read more on how to easily send an email with a document in the chapter '[Send Documents by Email](/more-features/send-documents-by-email)'. In this somewhat more technical chapter, we explain:

-> According to which sending options you can send documents from onFact

{% content-ref url="/pages/kRvKQnGr2JS0cziUsjki" %}
[Sending Options](/settings/email-settings/sending-options)
{% endcontent-ref %}

-> Which email texts you want to use in certain emails (e.g. accompanying email to an invoice, a proposal, ...)

{% content-ref url="/pages/bmFH4A0NEuJX2RWZgW64" %}
[Email Texts](/settings/email-settings/email-texts)
{% endcontent-ref %}

-> What addresses you would like to set as default cc: or bcc: addresses

{% content-ref url="/pages/wYPJboJyGn3bIkqcAH1t" %}
[Default CC and BCC Addresses](/settings/email-settings/default-cc-and-bcc-addresses)
{% endcontent-ref %}

-> Which email templates you want to use in your messages (e.g. visual style of your email)

{% content-ref url="/pages/Rkuu8DPfvaMHkIMHaTfw" %}
[Email Templates](/settings/email-settings/email-templates)
{% endcontent-ref %}


# Sending Options

On this page you can determine the sending option for your emails from onFact to your customers.

![](/files/WLZL3lkUdO3a1BikWQEg)

By default, the email sending option is set as follows:

| Field                 | Value                                                         |
| --------------------- | ------------------------------------------------------------- |
| "From" email address  | <noreply@onfact.eu>                                           |
| "From" name           | Your company name, as registered in your Company Information  |
| Reply address         | Your email address, as registered in your Company Information |
| Email delivery method | Send via global address, reply to your email address (Simple) |

It is possible to change these values. Go to the top right yellow button 'Edit' to do so.

![](/files/OIYTAIWTDmYN4GBCC4am)

## Delivery Method

onFact offers six different delivery methods:

* Send via global address, reply to your email address (Simple)
* Send via own email address (Configuration required)
* Send via own server email address (SMTP) (Configuration required)
* Send via open server (SPAM sensitive)
* Personal Microsoft Account (Outlook.com, Office365, Hotmail, ...)
* Personal Google Account

![](/files/49baYgJGuHv92tsRDcp5)

## Which Option Suits Me Best?&#x20;

The different scenarios are listed below. Click the blue links to see the step by step configuration manual for the chosen method.

| Sending Type onFact                                                                        | My situation                                                                                                                             | What Do I Have to Do Myself?                                                                                           |
| ------------------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------- |
| [Via global address](/settings/email-settings/sending-options/send-via-global-address)     | Emails are sent from address <noreply@onfact.eu> and answered to my own email address                                                    | This is provided by onFact: you don't need to do anything.                                                             |
| [Via own email address](/settings/email-settings/sending-options/send-via-own-domain-name) | Emails are sent and answered via my own email address, connected to my own domain name (e.g. @smithscoaches.com, @trekkinglife.org, ...) | You have to change some settings in the management of your domain name (or you ask your domain name manager to do so). |
| [Via own server email address](/settings/email-settings/sending-options/send-via-smtp)     | Emails are sent and answered via my own email address, connected to a general domain name (e.g. @yahoo.com, @me.com, @icloud.com, ...)   | You should enter some data from your email provider (Yahoo, iCloud, ...) in onFact. Documentation is available.        |
| [Via open serve](/settings/email-settings/sending-options/send-via-open-server)r           | Emails are sent and answered via my own email address.                                                                                   | This is provided by onFact:  you don't need to do anything. ATTENTION: sensible to spam withholding!                   |
| [Personal Microsoft account](/settings/email-settings/sending-options/send-via-microsoft)  | Emails are sent from my own Microsoft environment                                                                                        | You have to log in to your Microsoft environment from onFact, using your own credentials.                              |
| [Personal Google account](/settings/email-settings/sending-options/send-via-google)        | Emails are sent from my own Google environment                                                                                           | You have to log in to your Google environment from onFact, using your own credentials.                                 |


# Send via Own Domain Name

If you want to send emails from onFact using your own domain name, for example @yourcompany.com, you need to add some technical information to your domain name settings in order to allow onFact to send emails via this domain.

{% hint style="warning" %}
Don't own the domain name you're using? In that case, use the [SMTP method](/settings/email-settings/sending-options/send-via-smtp).
{% endhint %}

Your emails can be sent as follows:

| Field                | What the email recipient sees                                                                                                                                            |
| -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Sender name          | Your company name, as registered in your Company Information                                                                                                             |
| Sender email address | Your email address, as registered in your Company Information (e.g. <anna@starcomm.com>) or another address within the same domain name (e.g. <accounting@starcomm.com>) |
| Reply address        | Your email address, as registered in your Company Information (e.g. <anna@starcomm.com>) or another address within the same domain name (e.g. <accounting@starcomm.com>) |

## Edit Email Settings

1. Navigate to the top right corner of the screen (email address) and click to open the menu
2. Select 'Company Settings'
3. Select 'Email Settings', then click the yellow button 'Edit'

![](/files/fKXXYamRPy7GG8tZ07Yr)

## Select the Right Delivery Method

onFact provides a number of different delivery methods. If you want to use your own domain name, select option 2: 'Send via own email address 'Configuration required'.

This may look as follows:

![](/files/Zan3D24IPkBOCHjThZI9)

{% hint style="info" %}
If you stay within the same domain name with the email addresses that you fill above, you may go straight to 'Email Verification Settings'. If for example you've chosen an email address as reply address that is under a different domain name, click the green button 'Retrieve Configuration Settings'.
{% endhint %}

In order to make sure your emails are not marked as SPAM, you need to change a couple of settings on the management level of your domain name. This information may also be passed on  to the manager of your domain name who may change these settings for you. They appear at the bottom of the page:

![](/files/jUKcoIMbltuMqNTy6u7b)

After changing these records, return to onFact and click 'Save' to apply the chosen email sending method.

{% hint style="success" %}
Use the button 'Download settings as PDF' to generate a PDF containing the technical information, to be passed on to your domain name manager.
{% endhint %}

## Select an Alternative Sending Address

![](/files/XcuQmqzXNJm2YDmxp5Yr)


# Send via Global Address

This is the default setting for sending emails from onFact. If you don't change anything to your email settings, they will be sent as follows:

| Field                | What the email recipient sees                                    |
| -------------------- | ---------------------------------------------------------------- |
| Sender name          | Your company name, as registered in your Company Information     |
| Sender email address | The recipient sees '<noreply@onfact.eu>' as sender email address |
| Reply address        | Your email address, as registered in your Company Information    |

![](/files/nGcIbynWsm0LyKibHIFE)


# Send via Open Server

Emails are sent with your own email address and answered to your own email address. This option is provided by onFact, you don't have to do anything yourself.

{% hint style="warning" %}
Preferably use one of the other sending methods, as this option is more sensible to spam qualification.
{% endhint %}

Your emails can be sent as follows:

| Field                | What the email recipient sees                                                           |
| -------------------- | --------------------------------------------------------------------------------------- |
| Sender name          | Your company name, as registered in your Company Information                            |
| Sender email address | Your email address (linked to your own domain name or linked to a general domain name). |
| Reply address        | Your email address (linked to your own domain name or linked to a general domain name). |

This may look as follows:

![](/files/1zy8RdwF5eJFwCWUQeyx)

## Editing Your Records

In order to make sure your emails are not marked as SPAM, you could adapt a couple of settings on the management level of your domain name. This information may also be passed on to the manager of your domain name who may change these settings for you.&#x20;

Click the green 'Retrieve Configuration Settings' button. The suggested changes now appear at the bottom of the page:

![](/files/lsiHXas9Gq92sOfA76dV)

After changing these records, return to onFact and click 'Save' to apply the chosen email sending method.

{% hint style="success" %}
Use the button 'Download settings as PDF' to generate a PDF containing the technical information, to be passed on to a domain name manager.
{% endhint %}


# Send via Microsoft

![](/files/npXYNtt0mEpxf2IZwgTj)

It is possible to send emails from onFact, from your own Microsoft email address: outlook.com, hotmail.com, office365, ... Follow the instructions below to set this up.&#x20;

## Edit Email Settings

* Navigate to the top right corner of the screen (email address) and click to unfold the menu
* Select 'Company Settings'
* Select 'Email Settings', then click the yellow button 'Edit'

![](/files/7x7CKgBt1LImzyOMcw3q)

## Select the Right Delivery Method

BestInvoicing provides a number of different delivery methods. If you want to use a Microsoft account, select option 5: 'Personal Microsoft Account'.

If you select this option, you'll see the following screen:

![](/files/YdRXBsHjA4V9FOGpt4Zp)

Click the yellow button 'Enable Connection'. You will now be redirected to the Microsoft environment, where you'll have to log in using your personal email address and password. Afterwards you will have to grant access to onFact/Infinwebs to make the connection (click 'Accept' at the bottom of the page).&#x20;

Once the connection is set up, you'll see a red button in onFact 'Disconnect'.

![](/files/g6apn1XhlgTxYf6va41r)

Underneath the header 'Edit Email Settings' (top of page), click the yellow button 'Save' beneath your email address. onFact will save the created settings. Your email settings have now been modified.&#x20;


# Send via Google

![](/files/rQgJXek9vOjdkdDTFH36)

It is possible to send emails from BestInvoicing, from your own Google email address (e.g. Gmail.com). Follow the instructions below to set this up.&#x20;

## Edit Email Settings

* Navigate to the top right corner of the screen (email address) and click to unfold the menu
* Select 'Company Settings'
* Select 'Email Settings', then click the yellow button 'Edit'

![](/files/8Pr046UgkGSG9JllbxDF)

## Select the Right Delivery Method&#x20;

onFact provides a number of different delivery methods. If you want to use a Microsoft account, select option 6: 'Personal Google Account'.

If you select this option, you'll see the following screen:

![](/files/JVU8VsDWLi0D1cRyW0H8)

Click the yellow button 'Enable Connection'. You will now be redirected to the Google environment, where you'll have to log in using your personal email address and password. Afterwards you will have to grant access to onFact/Infinwebs to make the connection (click 'Accept' at the bottom of the page).&#x20;

Once the connection is set up, you'll see a red button in onFact 'Disconnect'.

![](/files/xX46mrOBvtPekVgSFiJH)

Underneath the header 'Edit Email Settings' (top of page), click the yellow button 'Save' beneath your email address. onFact will save the created settings. Your email settings have now been modified.&#x20;


# Send via SMTP

If you want to send emails from onFact using your own email address but the used domain name is not managed by you (e.g. <xyz@me.com>, <xyz@icloud.com>, ...) you have to enter some data provided by your mailprovider (me.com, icloud.com, ...) into onFact.&#x20;

## Edit Email Settings

* Navigate to the top right corner of the screen (email address) and click to unfold the menu
* Select 'Company Settings'
* Select 'Email Settings', then click the yellow button 'Edit'

![](/files/mIMkatggbk5Hxw0y6OWz)

## Select the Right Delivery Method&#x20;

onFact provides a number of different delivery methods. If you want to send via STMP, select option 3: 'Send via own server address (SMTP) (Configuration required)'.&#x20;

Your emails may now be sent as follows:

| Field                | What the email recipient sees                                |
| -------------------- | ------------------------------------------------------------ |
| Sender name          | Your company name, as registered in your Company Information |
| Sender email address | Your email address (e.g. <anna@me.com>)                      |
| Reply address        | Your email address (e.g. <anna@me.com>)                      |

This may look as such:&#x20;

![](/files/RLYavM5PxwgO4jyuq6RO)

If you select this option, you have to add some information from your mailprovider (me.com, icloud.com, ...) in onFact. Additional fields will appear:&#x20;

![](/files/CEAioJGFLrV5gTgobC7v)

{% hint style="warning" %}
It is important to enter these values 100% correctly. If one of the values is incomplete or incorrect, you will not be able to send emails from onFact. In case you're experiencing difficulty in setting up this connection, please reach out to <support@onfact.eu> so that we may assist you.
{% endhint %}


# Email Texts

On this page you may set the default texts for your emails from onFact:

![](/files/9KQSdsqNQvZvXzaASynB)

Per document type in onFact you can set a default message as email text, or modify an existing one (see list under 'Default Email Messages'). Depending on the document types you've activated, this list will be longer or shorter.&#x20;

For every document type, text can be modified/set via the yellow 'Edit' button next to each document type.&#x20;

{% hint style="info" %}
Did you activate the app '[Foreign-Language Customers](/apps-integrations/foreign-language-customers)'? If so, you'll have the possibility to edit the email message per language.
{% endhint %}

![](/files/YDYM45K79OINMHIzzqYG)

## Edit an Existing Email Message

Click the yellow button 'Edit' next to the text preview in order to modify an existing email text.

![](/files/GwbWr1XMj1Z5SlmqKY9X)

You can rename the message, change the subject or the text. Both in the subject line as in the body text you may make use of tags: the text between '%...%' will automatically be replaced by the correct value per document.&#x20;

{% hint style="success" %}
[Read more about the use of tags](/more-features/tags) in onFact, and which tags may be used.
{% endhint %}

## Adding a New Default Email Message

One message named 'Default' is already present in the edit window. You can add additional messages via the green button '+ Add Default Email Message'. This way, when sending an email, you will be able to select between two (or more) accompanying texts.&#x20;

![](/files/lnm3wS3qtzPW7jdExvpt)

You may rename the email message, change the subject or text. Both in the subject line and the body text, [tags can be used](/more-features/tags).&#x20;


# Default CC and BCC Addresses

On this page you may set default cc: or bcc: addresses for your emails from onFact:

![](/files/N6l9K5oLnh6eLkj4YsV0)

After clicking the yellow 'Edit' button next to a selected document type, you can set a default cc: and/or bcc: address for these documents to be sent to.&#x20;

![](/files/PO3ztxxLLx5jVP9bZNoF)

Click 'Save' to save these addresses.


# Email Templates

You can use specific markup in the emails you send from within onFact. You may use different email templates, each with their own colors and logo, in case you are carrying out different activities with different style schemes under the same company/VAT number.&#x20;

## Editing Email Templates

* Navigate to your email address in the top right corner of onFact and click the menu
* Select 'Company Settings'
* Select the tab 'Email Settings' and scroll to the bottom of the page

In this section, you'll be able to modify the look of your email message. By default onFact proposes a template 'With Layout', which you can further modify using the visual editor.

![](/files/r9XtEHpNxE3tjlEJJw7o)

In order to add your own company elements to the template, click the yellow button 'Personalize Template'.&#x20;

This window looks a lot like the one for [customisation of document templates](/templates/match-templates-to-your-corporate-identity), but both work independently.&#x20;

At the left side, a menu offers options regarding colors and logo. Below it, additional choices are offered such as 'Display 'Created with': at the bottom of the email a text is displayed saying 'Created with onFact'.&#x20;

If you activated the [connection with Mollie](/connections/connections-for-online-payment/mollie) for online payment, a payment button will appear automatically in the email. An example with custom set layout:

![](/files/H1tqwVsZ8DE5Eml9Joca)

When sending an email, the plain text in the field below will be combined with the layout from the email template.&#x20;

![](/files/OWzjXNtjuWzc0Vo1iIqa)

An example of what this may look like in the customers' inbox:&#x20;

![](/files/ypbKI07amiOHKqyCooqf)


# Attachments

## Attachments at Company Level&#x20;

In onFact you can upload multiple attachments to send along with your emails. The most common attachment is the overview of General Terms and Conditions. These attachments can be sent as a separate file or integrated in a onFact document (e.g. invoice or proposal) as first or last page(s). Other examples of attachments are e.g. a formatted cover sheet for a proposal, a brief introduction of your company, etc.

![](/files/9WwHhcRedd7DkJhVOPeK)

## Attachment Settings

At the top of the attachment overview window, you can indicate how you want to connect your documents or attachments to outgoing emails.

By default you will be able to offer your document both as a PDF file and as a UBL document.&#x20;

{% hint style="success" %}
UBL (Universal Business Language) is the standard format for electronic invoicing. It contains your document data in an xml file, which can be quickly processed by a computer. An accounting program can quickly read the file and process the information (from your invoice, for example). [Read more about the use of UBL files here](/connections/connections-for-accountancy#delivery-of-files-in-ubl-format).
{% endhint %}

You can also choose to have all your uploaded attachments selected by default for sending with each e-mail.

![](/files/y2z4fDuEgMlCRKyZCnIN)

## General Terms and Conditions

onFact provides three ways in which to add general terms and conditions:

* As first or last page in the PDF-file of a document (e.g. an invoice)
* As a separate attachment to an email when sending a document (e.g. a proposal)
* As additional text at the bottom of a document (e.g. in a footer), only applicable to very short terms and conditions

### General Terms and Conditions as First or Last Page in the PDF-File of a Document

To add the general terms and conditions as the first or last page in a certain document (e.g. as the last page of an invoice) follow the next steps:&#x20;

* From the top right menu (email address), go to 'Company Settings'&#x20;
* Select the 'Attachments' tab
* Click the green button 'Upload attachment' next to 'General Terms and Conditions'
* Select the file you wish to upload

{% hint style="info" %}
If you select a PDF file, it can be merged with a document to be sent (e.g. invoice or quote). The PDF page(s) at the front or back form one document with the invoice or quotation. If you select a Word file, merging will not be possible and the attachment will be sent as a separate file.
{% endhint %}

![](/files/9WwHhcRedd7DkJhVOPeK)

Once the attachment has been uploaded, you can determine in the overview via the yellow 'Settings' button whether or not the file should be merged with another document, and if so, in which way (e.g. at the end of an invoice, as the first page of a proposal, ...).

![](/files/n95imWfBQJRJ1gipEjqx)

The terms and conditions will now be inserted before or after each document, as determined above.

### General Terms and Conditions as a Separate Attachment to an Email When Sending a Document

To add the terms and conditions as a separate attachment to an email, follow these steps:&#x20;

* From the top right menu (email address), go to 'Company Settings'&#x20;
* Select the 'Attachments' tab
* Click the green button 'Upload attachment' next to 'General Terms and Conditions'
* Select the file you wish to upload

Once the attachment has been uploaded, you can indicate in the overview via the yellow 'Settings' button whether you want to send the document as a default attachment to an email, for example.

![](/files/SnnvqvBwa00BKtrJ1dVM)

The terms and conditions will be attached to each email as a separate attachment.&#x20;

### General Terms and Conditions as Additional Text at the Bottom of a Document

It is also possible to add general terms and conditions at the bottom of a document. However, this is only suitable for short conditions as otherwise the conditions would always be split over multiple pages. You can add these terms and conditions in the bottom text. [Read here](/settings/default-values#default-bottom-texts-on-documents) how to change the default bottom text for your documents.&#x20;

## Other Attachments

In addition to the terms and conditions, it is certainly possible to add other relevant attachments. In the example below, the customer, a telecom company, uploads a PDF document containing information regarding the start of installation works.

![](/files/vmvX2anp9CobCGKsYhx1)

Again using the yellow 'Settings' button, this attachment can also be configured so as to be merged with e.g. every proposal, as last pages of the document.&#x20;

## Attachments Connected to Specific Documents

In addition to the general terms and conditions, it is also possible to add relevant attachments directly to a document (invoice, proposal, etc.). Examples are e.g. a timesheet for an invoice, a product catalog for a proposal, ...&#x20;

To upload and send an attachment with a single document, go to the document summary screen (proposal, invoice, delivery note, ...). To the left of the timeline you will see a tab 'Attachments'.

![](/files/CF3PT1KRINUTrZGt6Kgz)

In this tab you can now upload the specific attachment you want to add, by dragging it directly into the upload frame.

![](/files/mks4MLkETK5jvoEgC3x1)

The uploaded attachment now appears in the list: via the yellow button 'Settings' you can indicate how you want to send it along with the invoice, e.g. just as an attachment to the e-mail, or merged with the invoice.

### Sending a Document with an Attachment

Again, go to the 'Summary (document)' tab. Click there on 'Send via email', or if this button is not immediately visible, go to the blue button 'Actions' and from there 'Send via email'.&#x20;

Depending on how this attachment was configured (see yellow 'Settings' button above), the recipient will now receive the additional attachment either as a separate attachment to the email, or as the first/last page of the invoice sent to them via email.

![](/files/fXK2GM8iWcI1IFSORkQC)

In the example above the attachment ('Your project's about ...') is not automatically checked when sending an e-mail. If you do want to send this attachment along with this particular e-mail, you can simply tick the box.


# How Can I Add My General Terms and Conditions?

onFact provides three ways in which to add general terms and conditions:

* As first or last page in the PDF-file of a document (e.g. an invoice)
* As a separate attachment to an email when sending a document (e.g. a proposal)
* As additional text at the bottom of a document (e.g. in a footer), only applicable to very short terms and conditions

### General Terms and Conditions as First or Last Page in the PDF-File of a Document

To add the general terms and conditions as the first or last page in a certain document (e.g. as the last page of an invoice) follow the next steps:&#x20;

* From the top right menu (email address), go to 'Company Settings'&#x20;
* Select the 'Attachments' tab
* Click the green button 'Upload attachment' next to 'General Terms and Conditions'
* Select the file you wish to upload

{% hint style="info" %}
If you select a PDF file, it can be merged with a document to be sent (e.g. invoice or quote). The PDF page(s) at the front or back form one document with the invoice or quotation. If you select a Word file, merging will not be possible and the attachment will be sent as a separate file.
{% endhint %}

![](/files/9WwHhcRedd7DkJhVOPeK)

Once the attachment has been uploaded, you can determine in the overview via the yellow 'Settings' button whether or not the file should be merged with another document, and if so, in which way (e.g. at the end of an invoice, as the first page of a proposal, ...).

![](/files/n95imWfBQJRJ1gipEjqx)

The terms and conditions will now be inserted before or after each document, as determined above.

### General Terms and Conditions as a Separate Attachment to an Email When Sending a Document

To add the terms and conditions as a separate attachment to an email, follow these steps:&#x20;

* From the top right menu (email address), go to 'Company Settings'&#x20;
* Select the 'Attachments' tab
* Click the green button 'Upload attachment' next to 'General Terms and Conditions'
* Select the file you wish to upload

Once the attachment has been uploaded, you can indicate in the overview via the yellow 'Settings' button whether you want to send the document as a default attachment to an email, for example.

![](/files/SnnvqvBwa00BKtrJ1dVM)

The terms and conditions will be attached to each email as a separate attachment.&#x20;

### General Terms and Conditions as Additional Text at the Bottom of a Document

It is also possible to add general terms and conditions at the bottom of a document. However, this is only suitable for short conditions as otherwise the conditions would always be split over multiple pages. You can add these terms and conditions in the bottom text. [Read here](/settings/default-values#default-bottom-texts-on-documents) how to change the default bottom text for your documents.&#x20;


# Journals

In this section, settings can be made pertaining to:

* numbering: modify the numbering format of contacts, products and documents
* payment accounts: create financial journals for e.g. your bank account and a cash payment register

![](/files/FvIeNJFXVuaoRngoghdS)

## Fiscal Year Settings

The final numbers (serial numbers) of documents in onFact automatically add up (e.g. invoice INV2021**001**, INV2021**002**, ...). Every year this end numbering starts again from zero, at the start of the new fiscal year. This starting date is not the same for every company and can be set in this section.&#x20;

By default, the starting date is set to January 1. If that is also the start date of your fiscal year, you do not need to change it. To change this date, go to the section 'Journals and Numbering'.

* Navigate to your email address at the top right of onFact and click to open the menu
* Select 'Company settings'
* Click the tab 'Journals and Numbering'&#x20;
* Next to 'Fiscal Year Settings, click the yellow 'Edit' button
* In the edit window you can then choose the day and month for your fiscal year start date
* Click 'Save' to record your settings

![](/files/9e9DjPIpW1en6QFiuFcl)

## Contacts and Products Numbering Format

By default, onFact will use the following numbering format:

![](/files/YJsvG9SF1R33C9X43lGT)

You can change the numbering in the 'Journals' section.&#x20;

* Go to your email address at the top right of onFact and click to open the menu
* Select 'Company Settings'
* Click the tab 'Journals and Numbering'
* Click the yellow button 'Edit' next to 'Contacts and Products Numbering Format'&#x20;

In the default numbering structure, the numbering consists of letters (e.g. 'C' for 'Customer') and numbers. In this example, 5 digits are listed as '(5)'. So your first customer would look like this: C00001, followed by C00002, C00003, etc.&#x20;

According to your own requirements, several settings are possible. For example, a combination such as 'PK-(3)' will yield a number 'PK-001'. When you change the numbering, you will immediately see a live preview of your new numbering in the grey window on the right.

{% hint style="info" %}
Please note: if you are already working with onFact for some time and decide to change your numbering during the usage, previously created customers or products will not be changed in numbering. The new numbering will only apply to customers or products you created after changing the numbering structure.
{% endhint %}

## Sales Journals

In the sales journals section you can add a new sales journal, or edit an existing one.&#x20;

* If you work with only one department within onFact you can simply change the numbering in the 'Default' sales journal.&#x20;
* If you work with different departments within onFact, each with their own numbering or prefix, you can add an extra journal carrying the name of the department. By doing so, you will set up two numbering systems that run side by side.&#x20;

Click the yellow 'Edit' button to edit a journal.&#x20;

![](/files/oM4vZQx84sW3K0gtorFp)

You can change the name of the journal, e.g. to your company name or the name of a department. In this journal you can change the numbering of

* proposals
* order confirmations
* delivery notes
* cash register tickets
* payment requests
* invoices
* credit notes

In terms of numbering, there are two options:&#x20;

### Drop Down Menu

If you click in the field with the number, a drop-down menu will appear:

![](/files/Ag5wUR7MbC3hNwC3DwJs)

You can choose from one of the preset numbering schemes.&#x20;

### Custom Numbering&#x20;

If you click the 'Use custom numbering' button, your numbering will be displayed in a different way. For the first three document types below, 'Use custom numbering' was clicked:

![](/files/NFnkllrp8kxvEfe39gb8)

Via this option you can further customize the numbering based on a combination of 'tags'. The available tags can be found at the top behind the button 'I - Tags' and will open as a pop-up window:

![](/files/LPmlmuIz6WxEfXekBYCn)

The list of tags allows you to create your own combinations for numbering. Examples:

| Tag Combination | Visual Combination (Result) | Meaning                                                                         |
| --------------- | --------------------------- | ------------------------------------------------------------------------------- |
| P%Y%m(3)        | P202205001                  | Proposal, fiscal year in 4 digits, month in 2 digits, serial number in 3 digits |
| INV%bh-(4)      | INV23-0001                  | Invoice, highest fiscal year in 2 digits, hyphen, serial number in 4 digits     |

## Purchase Journals

The use of purchase journals is similar to that of sales journals; for numbering see section above. In the section 'Purchase Journals' you can change the numbering of&#x20;

* purchase orders&#x20;
* self-billing invoices

![](/files/vtocQ3F6a9GFFG2v1JHd)

## Financial Journal

In this section you will see the accounts to which payments are made. This can be either an IBAN format or, for example, a cash book for receipts or cash tickets.

![](/files/NRqvBktp01O174hBjvXc)

In this section of onFact you create the financial accounts. To view your transactions per account in onFact, go to ['Payments'](/basic-modules/payments). Here you can use the blue button 'View' to see all transactions per account.&#x20;

![](/files/C6WrC3Q63d0GiA0Na1iQ)

There are three ways in which accounts can be displayed under the Payments section.&#x20;

### Connection to online payment

If you're [connected to an online payment provider](/connections/connections-for-online-payment/mollie), an additional journal will be created in which the payments from this provider are collected.

### Connection to bank account

If your [bank account data is linked via e.g. Ponto](/connections/connect-your-bank-account/ponto), then your linked accounts will be automatically retrieved in onFact. They will be created as a separate journal.

### Manual entry

In case you also receive payments in cash, they can be processed in a list of cash payments. A cash payments list must be added manually as a Financial Journal. To do so, click the green button 'Add Financial Journal'. A window will open asking for a name and a possible IBAN (account) number.

![](/files/qBq3isCBaRyvg35UF4dL)

For the entry of a cash book, the name can be freely chosen (e.g. cash book, cash register, ...). The field 'IBAN' can be left blank. Click 'Add' to add this account to your financial journals.


# Automatic (Payment) Reminders

onFact allows to create automatic reminders for outstanding invoices. Example: you can automatically send a first reminder to your customer 7 days after invoice due date, followed by a second reminder 14 days after due date and a final reminder after three weeks.&#x20;

1. To set up these automatic reminders, go to your email address at the top right and click it to open the menu
2. Select 'Company Settings'.&#x20;
3. Click the tab 'Automatic Reminders'.&#x20;
4. Click the yellow button 'Edit' at the top right.

![](/files/Hu4Ze0C2dI0MaNQ8KMys)

## Elements of an Automatic Payment Reminder&#x20;

### Name&#x20;

The example already indicated that you can set a sequence of consecutive reminders. The 'Name' is a free text field for internal use. By default 'Automatic reminder 1' is entered, then 2, then 3, ... Choose a name that instantly shows how many reminders you've created in your sequence.

### Days After Due Date&#x20;

This value indicates how many days after invoice due date the reminder may be sent. The reminder for an invoice with a payment term of 14 days and the indication '3 days after due date' will be sent on the 18th day after creation of the invoice.

{% hint style="warning" %}
If you entered a different payment term at customer level, it will overwrite your default payment term. If your default term is e.g. 14 days, the standard reminders will go out after e.g. 18 days (14+3). If you have assigned a 30 day payment term for customer A, then the reminder for customer A will only go out after 33 days (30+3).
{% endhint %}

### Payment Term of Reminder&#x20;

The value in this field will be used to state in the text as the value for the tag '%term%: *"We request that you remit the amount due as soon as possible, but no later than within the %term% days, to our bank account %iban%, quoting the invoice number."*

{% hint style="success" %}
Tags are used throughout various elements of the reminder. They are dynamically replaced in the text by the corresponding value. [Read more](/more-features/tags) about the use of tags in onFact.
{% endhint %}

### Bottom Text

A default message is used to urge your customer to pay. This is the text that will appear on the PDF document of the actual reminder. You can modify this text here (e.g. by typing in the text field) or you can modify it once for all future reminders of this type.&#x20;

To do so, click the blue button 'Default Bottom Texts' at the top. If you have already created an alternative bottom text, it will appear in the drop-down menu; if you want to create a new bottom text or edit an existing one, click the yellow cogwheel icon 'Edit Default Bottom Texts'.

![](/files/Nm3Q8OtVRWt3fNRXE0sx)

### Email Text

A default email text is used to urge your customer to pay. This is the text that will appear in the actual email with the payment reminder attached. You can change this text here (e.g. by typing in the text field) or change it once for all future reminders of this type.&#x20;

You might want to keep the tone in the message for a first reminder slightly different from the tone in a third reminder.&#x20;

To do that, click on the blue 'Default Email Messages' button at the top. If you have already created an alternative email text, it will appear in the drop-down menu; if you want to create a new email text or edit an existing one, click the yellow cogwheel button 'Edit Default Email Messages'.

![](/files/Uu6usYXtlH4vt8sADtxc)

### Other

Below the text field it is possible to include additional costs:&#x20;

* Dunning costs: costs that effectively cover the formatting and sending of the reminder.
* Interest rate: on an annual basis, must fall within legally reasonable provisions.&#x20;
* Minimum interest: value to be determined freely (amount, no percentage).
* Damage compensation percentage: to be interpreted on the entire invoice amount including VAT.&#x20;
* Minimum compensation: value to be determined (amount, no percentage).&#x20;

An example:

<table data-header-hidden><thead><tr><th width="394.49152542372883"></th><th></th></tr></thead><tbody><tr><td>Total invoice amount incl. VAT</td><td>$ 1000</td></tr><tr><td>Dunning costs</td><td>$ 10</td></tr><tr><td>Interest rate</td><td>12%</td></tr><tr><td>Minimum interest</td><td>$ 5</td></tr><tr><td>Damage compensation percentage</td><td>10%</td></tr><tr><td>Minimum compensation</td><td>$ 3</td></tr></tbody></table>

The result for a reminder of an unpaid invoice after 30 days:

<table data-header-hidden><thead><tr><th width="410.74011790857253"></th><th></th></tr></thead><tbody><tr><td>Total invoice amount incl. VAT</td><td>$ 1000</td></tr><tr><td>Dunning costs</td><td>$ 10</td></tr><tr><td>Interest (at 30 days)</td><td>$ 9.86</td></tr><tr><td>Damage compensation</td><td>$ 100</td></tr></tbody></table>

{% hint style="info" %}
Also describe the additional costs mentioned above in your General Terms and Conditions.
{% endhint %}

Click 'Add' to save the reminder. The reminder has been created and will now be sent based on the send date you entered.

## Pause an Automatic Reminder

Suppose a customer contacts you after receiving an initial reminder. There is a dispute over payment, but you are working out a settlement for payment. In that case, it's not a good idea for the customer to be sent several more automatic reminders in the following days.&#x20;

To avoid this situation, it is possible to pause the automatic reminders per invoice. To do this, go to the 'Reminders' tab in the overview of your invoice. There you will see an overview of the scheduled reminders. By clicking the red button 'Pause automatic reminders', these will no longer be sent until you reactivate the sending schedule.

![](/files/dKvOpf9hHrkYIoDXL6XZ)


# Users

A onFact account is created at enterprise level and can include multiple users. A distinction is made between users within the organization and external users whom you give access to your onFact environment.

## Users within Your Organization

One user will be displayed by default; the one who entered his or her data when creating the onFact account.&#x20;

Suppose you are logged into onFact with this account, you will see that in the 'Users' window you are not given the option of editing your own account.

### Editing Your Own Account

To modify your own account, navigate to your email address in the upper right and choose 'Personal Settings'.

![](/files/Tm9NHW51SAbcXEnMHmFJ)

On the left side of this screen you will see your own data. By clicking the yellow "Edit" button, four fields will open, three of which can be edited:

* First name
* Last name
* Language

{% hint style="info" %}
If you want to change your own (login) email address, you must create a new user within your organization with that new email address, and delete the account with your current email address.
{% endhint %}

### Adding a New User

To add a new user, click the green "Create User" button in the user overview. You can fill four fields:

* Email
* First name
* Last name
* Access role

The access role is divided into 'Owner' or 'Staff Member. As an 'Owner' you have by default access to all applications and functionalities in BestInvoicing. A 'Staff Member' can be granted other (less) access rights.

![](/files/8Yip0Lgxmb4XO7p2E0hT)

In the example above, the green sliders are apps and modules of onFact that the staff member has access to; the grey sliders are not accessible to the staff member or visible in their onFact interface. Each slider can be set to access (green) or no access (grey). Sections 'Customers' and 'Products' are available to every user by default and can not be turned off.

## Accountants and Support Users

Did you grant your accountant permission to access your onFact environment through his free account for accountants? If so, you will need to confirm that permission in this section.&#x20;

* Your accountant creates an account via [ onFact for Accountants](https://www.bestinvoicing.com/accountants/home).
* Navigate to your email address in onFact at the top right and click to open the menu.
* Select 'Company Settings'.
* Click the tab 'Users'.&#x20;
* Scroll down; under 'Accountants and Support Users' go to 'Add an External User'. Click the green button.&#x20;
* Enter the e-mail address you receive from your accountant (= the e-mail address linked to his accountant account).

{% hint style="info" %}
If this email address is not correct or the accountant account has not yet been created, the system will render an error message when you click 'Add', see example.
{% endhint %}

![](/files/kuYj41rF3Y5Lgbwic7uU)

If the connection is successful, the new user will appear at the bottom of your user list:

![](/files/r4z2aUX6f5sZ2Lk0m4k8)

Your accountant will now have full access to your onFact environment.


# Custom Fields for Contacts

onFact provides additional fields to record information on your contacts (customers/suppliers) that matters to your business.&#x20;

## Creating Custom Fields

* Navigate to the top tight of onFact and click your email address
* Select 'Company Settings'
* In the middle menu, select the tab 'Custom Fields for Contacts'
* Click the green button at the top right, 'Add Field'

![](/files/AWHsz4jMunugVeeScC8n)

You will now determine the format and possible contents of this field.&#x20;

### Select the Input Method

Option 1: small text field. You can add one line of text in this field. \
Example: indicating the membership card number of a customer.

* Name: Membership nr.&#x20;
* Value: 123456&#x20;

![](/files/FKXQtUyzcHLAtDp8TDpV)

Option 2: large text field. You can add multiple lines of text here. \
Example: indicating how a customer heard about your business.

* Name: Referral
* Value: James C. at Napoli fair 3/04/2022

![](/files/ZMUzmf3jQrHK5Sc6XAPX)

Option 3: select from options. Add multiple options as values for the field.\
Example: indicating the type of customer for a bike company.

* Name: Customer Type
* Value: select from -> Rental, Purchase or Maintenance

{% hint style="info" %}
Use a comma to enter and separate the different options in the field 'Options'.
{% endhint %}

![](/files/Q2t5FmuXjDRpAxvwo9SQ)

Option 4: yes or no. Select or deselect a value. \
Example: indicating whether or not a customer wants to receive a newsletter.

* Name: Newsletter
* Value: box is selected or not selected

![](/files/awxLGpwgxboYYERxVun1)

## Display on Documents

For each created field you can indicate whether or not you want to display it on documents. If you want to display it, the field and its value will appear below the table of products/services.&#x20;

{% hint style="info" %}
Would you prefer this field to be displayed somewhere else on your documents? Contact [support@onfact.eu](mailto:support@bestinvoicing.com).&#x20;
{% endhint %}

## Display in the Customer File

The created field will appear in the customer file, where its value can be attributed. In your customer overview, you can apply a filter to display or filter this new field (example 'Newsletter'):

![](/files/iTfF9qloJwcCukolk6E9)


# Legal Notices

Legal notices may be placed at the bottom of documents. They can easily be (de)selected and don't need to be displayed on every document (only in case where they are applicable). One use case may be legal notices referring to a certain VAT exception, in case the company is operating under an exception regulation.

{% hint style="info" %}
The maximal length of legal notices is 255 characters. There's no possibility for markup or paragraph separation. If you want to display more information on your document, use the [bottom text field](/settings/default-values#default-bottom-texts-on-documents).
{% endhint %}

## Using Default Legal Notices

If you select a VAT exception when creating an invoice, the required legal notice will be displayed automatically on the document.&#x20;

![](/files/jcVMEG2NZIIcS3VcAoeW)

If in this case you would select VAT exception 'Intra-community services', a legal notice saying 'VAT Shifted' will automatically appear on your invoices, below the bottom text. Example:

![](/files/mP3pvtTTTw2kULqrDrAf)

## Creating Legal Notices

It is possible to create additional legal notices next to the ones that are available by default. They can be created as follows:

* Navigate to your email address at the top right corner of onFact and click it to open the menu
* Select 'Company Settings'
* Move to the tab 'Legal Notices'

![](/files/BcUeYAfIzVFTQqHxvIQH)

Click the yellow 'Edit' button at the top right to create a legal notice. When creating a legal notice, you will also be able to determine whether it should, or should not, appear on your documents by default.

## Display on Documents

When creating a document, you will see the available legal notices in the interface. They can manually be selected or deselected, in order to display or hide them on your document.

![](/files/1LIOpkhmxT51sKDPd6QV)

{% hint style="info" %}
Are your legal notices quite lengthy? Consider to move them to the bottom text of your document. This field allows for more characters than the default legal notice field.
{% endhint %}


# GDPR

In this tab you can manage access for onFact support staff and see the users who have access to your account.&#x20;

You can find the tab by going to your email address in onFact at the top right of the page and clicking 'Company Settings'. The GDPR tab is located at the bottom of the menu.

## Access for onFact Support Staff

![](/files/Kx7h0V5pb8WIOFULI6FB)

By default our support staff does not have access to the information you enter in onFact. However, if you have specific questions regarding customers, products or document content we will be able to help you much more efficient if you grant the staff member (temporary) access to your account. You can manage this access via the slider (on/off) at the top of the page. This access can be activated or revoked at any time.

## Additional Security Settings

From onFact it is possible to share secure links/URLs with your customers, for example to sign proposals online or pay invoices online. This link may take the form of a sign or pay button in an email. These URLs are secured with a unique code per document so your customer can only consult the sent document via this button/link. This code acts as a kind of password to consult a document.&#x20;

By default, onFact applies an additional layer of security, whereby someone who opens such URL (or clicks on the sign or pay button), first has to enter the email address on which they received the document.&#x20;

This prevents the document from being opened when someone unintentionally gets hold of such URL. This extra security layer is not active by default.

![](/files/51W1kR1FhYAuXSU71HXL)

## **Users with Access to Your Data**

![](/files/XGVZylvb5Ggt9ZaCqyDS)

In onFact it is possible to grant [users](/settings/users), both internal (e.g. employees) and external (e.g. accountant), access to your onFact environment. In this section at the bottom of the page you can see to whom access is currently granted, how strong the user's password is, and if they have [enabled two-factor authentication](/settings/personal-settings#two-factor-authentication)<mark style="color:red;">.</mark>


# Importing Data

It is possible to upload lists of customers, products and suppliers to onFact. Uploading data can be done using a csv- or Excel-file.

![](/files/mQGni9TtJVwUsIxReJd2)

## What Is a CSV File?&#x20;

A [CSV (Comma Separated Values) file](https://en.wikipedia.org/wiki/Comma-separated_values) is a special file type that you can create or edit in a spreadsheet program like Excel. You can simply 'Save as ... .csv' to turn it into a csv file. The values in a csv file can be separated by comma (,) or semicolon (;).

## Customers and Suppliers

The process for customers and suppliers is similar. In this section, we will only talk about 'customers', but the steps apply to 'suppliers' as well.&#x20;

Example of a basic customer list in Excel:

![](/files/ONxT77kINrOB6ZjgZ2oV)

{% hint style="info" %}
If your customer list contains a 'Last Name' and 'First Name' column, you need to merge them in your .csv file before importing them info onFact.
{% endhint %}

### Importing Data

To upload your csv file into onFact, go to your email address at the top right and click it to open the menu.

1. Select 'Company Settings'.&#x20;
2. Navigate to the 'Import Data' tab.&#x20;
3. Click the green button 'Import Data'.&#x20;

You are now taken to the first import step.

![](/files/Fr8oIN1Uyn9RZyttI9Tm)

1. Upload your csv file via 'Choose File'.&#x20;
2. Indicate the type of data: Customers or Suppliers.
3. Indicate the separator used in your csv file. By default the semicolon is used. However, you may also have used a comma, in which case you must enter the comma character here.&#x20;
4. Indicate whether the first row of the file contains titles or not.
5. Click 'Next'.

### Matching Your Data to the Available onFact Fields

Once your file is uploaded, you need to match the columns from your file, to the available data fields in onFact. Matching a field is easy.&#x20;

If you click the line next to the 'Name' field in onFact, all column names from your import file will appear. Example: select 'Column 0: Name' as a match for the onFact field 'Name'. For the field 'Postal Code', select 'Column 3: Postal Code', etc. until all your fields are matched.

![](/files/J4S1KMjuJyDvUpAa5lUU)

The matched result may look like this:&#x20;

![](/files/UcXRE3kuu8jR1luE359f)

Click 'Next' to start the import. This process may take a few minutes. After import you will see how many customers have been created or updated.

![](/files/i7SoI6f8fkd4X8m4HDLq)

## Products

The procedure for importing products is similar to that of customers.&#x20;

Example of a basic product list in Excel:

![](/files/dsbmURRX624JHfbWRZp7)

### Importing Data

To upload your csv file into onFact, go to your email address at the top right and click it to open the menu.

1. Select 'Company Settings'.&#x20;
2. Navigate to the 'Import Data' tab.&#x20;
3. Click the green button 'Import Data'.&#x20;

You are now taken to the first import step.

![](/files/n4HuxpbEAcvoODOvMPY2)

1. Upload your csv file via 'Choose File'.&#x20;
2. Indicate the type of data: Products.
3. Indicate what separator is used in your csv file. By default, the semicolon is used. However, you may also have used a comma, in which case you must enter the comma character here.&#x20;
4. Give your import a name; by default the date of the current day is used. You can also enter the name of a new or existing product group (see below).&#x20;
5. Indicate which separator is used for decimals (e.g. purchase price = 74.50 USD).
6. Indicate whether the first row of the file contains titles or not.
7. Click 'Next'.

### Matching Your Data to the Available onFact Fields

Once your file is uploaded, you need to match the columns from your file, to the available data fields in onFact. Matching a field is easy.&#x20;

If you click on the line next to the field 'Basic Name' in onFact, for example, all column names from your import file will appear. In this example it is up to you to select 'Column 1: Name' as a match for the onFact field 'Basic Name'. For the field 'Purchase Price' you select 'Column 3: Purchase price', etc. until all your fields are matched.

![](/files/drjDLLU1m5IUuZllfWwn)

The matched result may look like this:

![](/files/85L0xuNPUzBzIgcARw5k)

Click 'Next' to start the import. This process may take a few minutes. After import, you will see how many products have been created or updated.

![](/files/i7SoI6f8fkd4X8m4HDLq)

## Advanced Features

### Updating an Existing Customer or Product

onFact allows to update existing customers or existing products via the import functionality. To select your appropriate update method, you need to know if you imported a 'Unique external ID' in your initial import, or not.

#### Case A: You Imported Your Own ‘Unique External ID'

This is the case in the example below. The customer assigned his own product number ('SC00..') - not an automatically assigned product number suggested by onFact.

![](/files/mx6nzV3ivJbFJ8dRdaZV)

When importing this file, the column 'Product Number' was linked to the onFact field 'Sequence Number' but **also to the onFact field 'Unique External ID'**. As a result, these products will not receive a default onFact numbering, but will follow the format 'SC00 ...' as supplied by the import.

If this csv file is now updated and thus re-imported in onFact, the 'Unique External ID' will be recognized by the software. Information that has been changed/updated will be overwritten for the product linked to this ID. The software understands that an existing item needs to be updated, and no new item needs to be created.

#### Case B: You Did Not Import Any ‘Unique External ID’ Yourself

This is for example the case in the customer list example. In the list below, onFact user has not assigned a customer number.

![](/files/5buZnXjhTkGphrFlnLQi)

When importing this file, onFact will automatically assign a customer number. If the user would update this csv file, onFact would not know to which customer which updated information snippet is linked. So before you can upload a new csv file, you must first **export your (customer/product) data from onFact, including the field 'Unique external ID'**. How to export your data [can be read here](/more-features/exporting-data).&#x20;

You can edit/update this exported csv file, in order to re-import it into onFact afterwards. If this csv file is now updated and re-imported into onFact, the 'Unique External ID' will be recognized. Information that has been changed or updated will be overwritten for the customer or product linked to this ID and no new product or customer entry will be created.&#x20;

### Language

If you use the extension '[Foreign-Language Customers](/apps-integrations/foreign-language-customers)' onFact allows you to include translations of fields during import. Examples: a product description in NL, FR and EN, an additional description in FR and IT, ... A multilingual one-time import avoids a lot of manual translation work.&#x20;

You then provide the csv file with e.g. extra columns containing the relevant translation:

![](/files/0jqsfbPf0PNaPF5iAoxc)

### Product Group

An import of products will automatically create a new product group, containing the products you have imported. It may look like this:

![](/files/HVpfR5IUEhl4cJzoZBzq)

You can change the name of this product group:&#x20;

* during the import process: when asked for a name for the import during the first step of the import, by default the import date is mentioned. However, you can also change this to the name of your product group, e.g. 'Parts'.&#x20;
* by changing the name of the product group in the overview window of your product group via 'Edit'.&#x20;

If you want to import products that belong to new or existing product groups, you should provide a column in your csv file containing the relevant product group names. As values you can:&#x20;

* use the name of an already existing product group, e.g. 'Devices'. onFact will then add those particular products to the existing 'Devices' product group during import.&#x20;
* enter a new name for a product group, e.g. 'Parts'. BestInvoicing will then create the products belonging to that product group in your csv file during import, and assign them to the newly created product group 'Parts'.

### Empty Goods

If you have activated the 'Empty Goods' module, you can also include a column with the empty goods prices per product in your csv file to be imported. [Read more](/apps-integrations/empty-goods) about empty goods in onFact.

### Stock Management

If you have activated the 'Stock Management' module, you can include a column with the stock numbers per product in your csv file to be imported. Read more about [stock management](/apps-integrations/stock-management) in onFact.&#x20;

### Price Segmentation&#x20;

If you have activated the module 'Price Segmentation' and created the necessary price segments, you can add a column with the different segments to your import file. Read more about [price segmentation](/apps-integrations/price-segmentation) in onFact.


# Theme

This section allows you to customise the onFact interface to match the look and feel of your company.&#x20;

![](/files/qXr2V41glrqb14CKQziM)

Move the slider to the right to start creating your own theme (slider turns green).&#x20;

## Main Color

Choose a main color via the color selector (manual selection or insert hex code). This color will replace the multicolor strip at the top of the interface.

![](/files/5J5diwKhMqS8LnDshzjk)

## Logo on Login Page

Upload a logo to display on your login page. See 'Background' for an image of the result.

## Logo Top Left

Upload a logo to display at the top left of onFact. Example of active own theme, including logo:&#x20;

![](/files/2aPs0C9lGlVnvwAI0s9Q)

## Background

Select a background to be shown on the login page. In combination with an uploaded logo, this may look as such:

![](/files/QIGDzkM3tKqVtwoWGPFD)

## Customize Page for Online Signature and Payment

These background settings are also displayed on the page that is seen by the customer in case of online signature or online payment:&#x20;

![](/files/q6JB3eNc8a6RWVvZ1zPA)


# Numbering

By default onFact proposes a certain numbering structure. You can easily change this. In onFact there are a lot of things whose numbering you can change:&#x20;

* private customers&#x20;
* professional customers&#x20;
* suppliers&#x20;
* products&#x20;
* invoices&#x20;
* credit notes&#x20;
* suppliers&#x20;
* proposals
* order forms&#x20;
* cash register tickets
* payment requests&#x20;
* purchase orders&#x20;

## Contacts and Products Numbering Format

By default, onFact will use the following numbering format:

![](/files/YJsvG9SF1R33C9X43lGT)

You can change the numbering in the 'Journals' section.&#x20;

* Go to your email address at the top right of onFact and click it to open the menu
* Select 'Company Settings'
* Click the tab 'Journals and Numbering'
* Click the yellow button 'Edit' next to 'Contacts and Products Numbering Format'&#x20;

In the default numbering structure, the numbering consists of letters (e.g. 'C' for 'Customer') and numbers. In this example, 5 digits are listed as '(5)'. So your first customer would look like this: C00001, followed by C00002, C00003, etc.&#x20;

According to your own requirements, several settings are possible. For example, a combination such as 'PK-(3)' will yield a number 'PK-001'. When you change the numbering, you will immediately see a live preview of your new numbering in the grey window to the right.

{% hint style="info" %}
Please note: if you are already working with onFact for some time and decide to change your numbering during the usage, previously created customers or products will not be changed in numbering. The new numbering will only apply to customers or products you created after changing the numbering structure.
{% endhint %}

## Sales Documents Numbering Format

By default, onFact will use the following numbering format:

![](/files/oM4vZQx84sW3K0gtorFp)

You can change the numbering in the 'Journals' section.&#x20;

* Go to your email address at the top right of onFact and click it to open the menu
* Select 'Company Settings'
* Click the tab 'Journals and Numbering'

In the default numbering structure, the numbering consists of letters (e.g. 'C' for 'Customer') and numbers. In this example, 5 digits are listed as '(5)'. So your first customer would look like this: C00001, followed by C00002, C00003, etc.&#x20;

{% hint style="info" %}
Depending on your [settings of these journals](/settings/journals), you will see one or more journals listed here.
{% endhint %}

In terms of numbering, there are two options:&#x20;

### Drop Down Menu

If you click in the field with the number, a drop-down menu will appear:

![](/files/Ag5wUR7MbC3hNwC3DwJs)

You can choose from one of the preset numbering schemes.&#x20;

### Custom Numbering&#x20;

If you click the 'Use custom numbering' button, your numbering will be displayed in a different way. For the first three document types below, 'Use custom numbering' was selected:

![](/files/NFnkllrp8kxvEfe39gb8)

Via this option you can further customize the numbering yourself based on a combination of 'tags'. The available tags can be found at the top behind the button 'I - Tags' and will open as a pop-up window:

![](/files/g0DzcWAKbOtrG12dvD2L)

The list of tags allows you to create your own combinations for numbering. Examples:

| Tag Combination | Visual Combination (Result) | Meaning                                                                         |
| --------------- | --------------------------- | ------------------------------------------------------------------------------- |
| P%Y%m(3)        | P202205001                  | Proposal, fiscal year in 4 digits, month in 2 digits, serial number in 3 digits |
| INV%bh-(4)      | INV23-0001                  | Invoice, highest fiscal year in 2 digits, hyphen, serial number in 4 digits     |

## Purchase Documents Numbering Format

The use of purchase journals is similar to that of sales journals; for numbering see section above. In the section 'Purchase Journals' you can change the numbering of&#x20;

* purchase orders&#x20;
* self-billing invoices

![](/files/E9s6ekah8v0wB4wCGpkR)

## Fiscal Year Settings

The final numbers (serial numbers) of documents in onFact add up (e.g. invoice INV2021**001**, INV2021**002**, ...). Every year this end numbering starts again from zero, at the start of the new fiscal year. This start date is not the same for every company and can be set in this section.&#x20;

By default, the starting date is set to January 1. If that is also the starting date of your fiscal year, you do not need to change it. To change this date, go to the section 'Journals and Numbering'.

* Go to your email address at the top right of onFact and click it to open the menu
* Select 'Company Settings'
* Click the tab 'Journals and Numbering'&#x20;
* Next to 'Fiscal Year Settings', click the yellow 'Edit' button
* In the edit window you can then choose the day and month for your fiscal year start date
* Click 'Save' to record your settings

![](/files/EZLIpqVnUFWqJVmKU7LS)


# My Last Invoice Had No. 115, How Can I Start in onFact with Invoice No. 116?

To start with a certain serial number for a proposal or invoice in onFact, you can manually change the proposed serial number once during document creation. Afterwards onFact will automatically continue numbering from this last number (117, 118, ...).

## Numbering format on sales documents

By default, BestInvoicing will propose the following numbering structure:

![](/files/3cWlSdH77EDPlN3jeuSO)

Modifying the numbering can be done in section 'Journals'.&#x20;

1. Navigate to your email address at the top right corner of onFact and click it to open the menu
2. Select 'Company Settings'
3. Select 'Journals and Numbering'

{% hint style="info" %}
Depending on your settings of these journals, you will see one or more journals listed here.
{% endhint %}

To set numbering, there are two options:

### Select from drop down menu:&#x20;

Clicking in the numbering field, displays a drop down menu:

![](/files/8oZ8SL4uGAfHw6PyYrI5)

You may choose one of the preset number formats.

### Select custom numbering:&#x20;

If you click 'Use Custom Numbering', your numbering will be displayed in a different way. For the first document type below, 'Use custom numbering' was selected:

![](/files/Nw3Bwqj87uu345iObSHT)

This option allows you to further customize the numbering, based on a combination of 'tags'. The available tags can be found at the top behind the button 'I - Tags' and will open as a pop-up window:

![](/files/g0DzcWAKbOtrG12dvD2L)

The available tags allow to create your own numbering combination. Examples:&#x20;

| Tag combination | Visual result of numbering | Meaning                                                                         |
| --------------- | -------------------------- | ------------------------------------------------------------------------------- |
| P%Y%m(3)        | P202203001                 | Proposal, fiscal year in 4 digits, month in 2 digits, serial number in 3 digits |
| INV%bh(4)       | F22-0001                   | Invoice, highest fiscal year in 2 digits, hyphen, serial number in 4 digits     |

Reminder: to start with a certain serial number for a proposal or invoice in onFact, you can manually **change the proposed serial number once during document creation**. Afterwards onFact will automatically continue numbering from this last number (117, 118, ...).


# Connect Your Bank Account

One of the distinct advantages of working with invoicing software is that it is easy to track your payments automatically. You can do this by linking your bank account(s).

BestInvoicing may offer more connection possibilities, based on your specific country.

{% content-ref url="/pages/aoSN7KygCNQx89HlGthI" %}
[Ponto](/connections/connect-your-bank-account/ponto)
{% endcontent-ref %}

Ponto is a tool to link your bank transactions with another software. By connecting your Ponto account to BestInvoicing, you can automatically share your bank details and your bank's payment options with BestInvoicing. When BestInvoicing is connected to Ponto, all your bank transactions and the balance of your connected bank accounts can be collected. With this data BestInvoicing will automatically mark invoices as paid, allow to pay purchases from within the system, ...


# Ponto

[Ponto](https://myponto.com/en) is a tool to link your bank details with other software. By connecting your Ponto account to BestInvoicing, you can automatically share your bank details and your bank's payment options with BestInvoicing.

![](/files/cKEK1W3X5HeRC1Ks5Cfm)

When BestInvoicing is linked to Ponto, all your bank transactions and the balance of your linked bank accounts can be consulted. With this data BestInvoicing can then automatically mark invoices as paid, provide a complete overview of all your bank accounts, ...&#x20;

To use this connection in BestInvoicing you need to perform three actions yourself:&#x20;

* Create a Ponto account;&#x20;
* Add your bank accounts to Ponto;&#x20;
* Activate the Ponto connection in BestInvoicing

{% hint style="info" %}
BestInvoicing takes care of the technical connection between BestInvoicing and Ponto. For all questions regarding activation, connection with your bank, ... You can [contact Ponto](https://myponto.com/en/contact/support). If you encounter technical problems please contact <support@bestinvoicing.com>.
{% endhint %}

## Create account with Ponto&#x20;

Through Ponto's website you can easily create an account for your company. You will also be able to choose between the different subscription formulas. If you only want to retrieve transactions, 'Account Information' suffices. If you also want to pay your purchases from within BestInvoicing, also select 'Payment Initiation'.

![](/files/qyFXh1BoXKpnNcodd4n1)

## Activating the Ponto Connection

To activate the Ponto connection:

1. Go to 'Apps and Integrations', using your email address at the top right of the screen.
2. You will find the Ponto app under the apps for 'Payments'. Click the green 'Activate' button.

![](/files/lXJ2vpFzW0jizdbLcxo5)

3\. After activation, you can start connecting your Ponto account via the yellow 'Configure' button. You will be asked to connect your Ponto account: you will now be redirected to the Ponto environment. There you must give BestInvoicing permission to receive your Ponto data.

![](/files/12Qk70RlmUHcGs8NF0EA)

4\. After you have registered via Ponto, you will see an overview of your account(s) that are transmitting data through Ponto, based on your IBAN number.&#x20;

An extra line will now appear in the overview of your payments (left menu): Ponto. When you click 'View' you can see the list of transactions that have been pulled in via your Ponto connection.&#x20;

{% hint style="success" %}
Ponto collects your transactions hourly and sends them on to BestInvoicing. This happens more or less **in real time**. When setting up the account and connecting to Ponto, Ponto is only going to retrieve the last 100 transactions. Some accounts may have had thousands of transactions before the link was set up, so BestInvoicing is not going to retroactively retrieve them all.&#x20;
{% endhint %}


# Connections for Accountancy

One of the distinct advantages of working with invoicing software is that it is easy to share your documents with your accountant. BestInvoicing has set up a [specific website for accountants.](https://www.bestinvoicing.com/accountants/home) Here they can find all the information regarding the possible connections or accounting packages that can be activated. There are several ways to digitally deliver documents from BestInvoicing (e.g. invoices) to your accountant:&#x20;

* Direct link with a delivery platform or accounting package&#x20;
* Deliver your files in UBL format&#x20;
* Give your accountant direct access to your BestInvoicing environment, free of charge

## Direct Connection to a Delivery Platform or Accounting Package

Depending on the available software packages in the specific country, direct integrations to such tools are provided. Example of such direct connections for the Belgian market: <https://www.onfact.be/integraties/boekhoudprogrammas>

## Delivery of Files in UBL Format

[UBL](https://en.wikipedia.org/wiki/Universal_Business_Language) (Universal Business Language) is the standard format for electronic invoicing. It contains your document data in an XML file, which can be quickly processed by a computer. An accounting program can quickly read the file and process the information (from your invoice, for example). If you export your invoices from BestInvoicing in UBL format, you can transfer them to your accountant. He/she can then easily read and process them into his program.

### Step 1. Export Invoices, Purchase Documents or Credit Notes to UBL

1. In order to export, navigate to the top right corner in your overview of invoices, purchases or credit notes and click the yellow button 'Filters'.&#x20;
   1. Select the desired period, e.g. 'last quarter'.
   2. Make sure all statuses are checked, incl. 'Concept', 'Sent' or 'Paid' to ensure all invoices will be exported.
   3. On the left of the Filter settings, go to 'Processed by Accounting' and select 'No'.
   4. Click 'Apply Filter'.
2. You'll now be redirected to the overview (list) of your documents. Define a selection of the documents by:
   1. Selecting nothing: all documents in the list will be included in the export.&#x20;
   2. Making a selection of some of the documents.
   3. Selecting all documents via the button top left above the list; this will also select all of the documents in the export.
3. Click the blue button 'Actions' (top right).
4. Select 'Export for accounting packages in UBL'. This export will result in a zipped folder containing the single UBL files.

![](/files/dc03QDmyX8g27RwULjBn)

### Step 2. Mark Documents as Processed by Accounting

If you've selected your documents and want to export them as UBL files, a pop up message will appear: "*Do you want to mark xx documents as processed by accounting?*"

![](/files/AL3L1GD9btNIazmKkHg6)

If you click 'Yes', BestInvoicing will remember that you've already exported these documents to be delivered to your accountant.&#x20;

If next time you're going to filter your documents based on processing status, you may select only those documents that haven't been 'processed by accounting' yet. This way, you'll avoid sending invoices to your accountant that have already been processed in their system.

![](/files/ax9ig1nVSMv6oBczYc0h)

### Step 3. Download UBL Files

While you mark your documents as 'processed by accounting', the export is being prepared. Click the blue button 'Actions' again and select 'Download'. This will download the full export file to your device.

![](/files/rkQjcGLoyLssIkteEVqp)

{% hint style="info" %}
The location of your downloaded folder might be different from one web browser to another. Google Chrome for instance will display downloads at the bottom of the browser screen. This folder is then downloaded locally to your device. By default the folder is saved to a Downloads folder, but this location may be altered in the web browser's settings - you might have defined another location for downloads to be saved.&#x20;
{% endhint %}

Upon unzipping the folder, it will contain all selected invoices as separate UBL-files in xml-format. These can easily be imported and processed by accounting software packages.&#x20;

## Free Direct Access to Your BestInvoicing Environment

You can also give your accountant direct access to your BestInvoicing environment; absolutely free! This way, your accountant can retrieve the necessary invoices at the quarterly closing, or check your outstanding payments.&#x20;

To provide access to your BestInvoicing account, make sure:&#x20;

1. that your accountant creates a free account in BestInvoicing. This can be done by logging on to the [BestInvoicing website for accountants](https://www.bestinvoicing.com/accountants/home) and creating a free account there.&#x20;
2. that you grant access to your accountant to link your BestInvoicing environment to his account ([read how to do this here](/settings/users#accountants-and-support-users)).&#x20;

{% hint style="success" %}
More information? Ask your accountant to get in touch with us via <support@bestinvoicing.com>.
{% endhint %}


# Connections for Online Payment

Making your company's administration easier and smoother is the main goal of BestInvoicing. To facilitate this even more, it is possible to have your invoices paid online immediately. Your customers can consult your invoice online via a secure link and immediately make their payment, or pay via QR code. You can connect to partners such as Mollie for this service.

## Online Payment via Mollie

![](/files/D88VxW4qJhpqOqK3cwmd)

[Mollie](https://www.mollie.com/en) is one of the largest payment processors in Europe. They facilitate online payment to companies through various payment methods. BestInvoicing integrates Mollie to give your customers the option to pay an invoice directly through a secured payment button. BestInvoicing creates a payment order for your invoice via mollie.com and redirects the customer to a payment screen. After payment, your customer is redirected to BestInvoicing and the status of the invoice is automatically changed to 'Paid'. You receive the payment in your Mollie account and they, in turn, pay it to your bank account.

Read all about setting up this connection in our manual:&#x20;

{% content-ref url="/pages/JIaY5SeGw4KwwY2xOqEt" %}
[Mollie](/connections/connections-for-online-payment/mollie)
{% endcontent-ref %}


# Mollie

![](/files/D88VxW4qJhpqOqK3cwmd)

[Mollie](https://www.mollie.com/en) is one of the largest payment processors in Europe. They facilitate online payment to companies through various payment methods.&#x20;

BestInvoicing integrates Mollie to give your customers the option to pay an invoice directly through a secured payment button. BestInvoicing creates a payment order for your invoice through mollie.com and redirects the customer to a payment screen. After payment, your customer is redirected to BestInvoicing and the status of the invoice is automatically changed to 'Paid'. You receive the payment in your Mollie account and they, in turn, pay it to your bank account.

{% hint style="info" %}
BestInvoicing provides the technical link between the programme and Mollie. For all questions concerning activation, payment options, transaction costs, payments, etc. You can [contact Mollie](https://help.mollie.com/hc/en-us). If you experience technical problems, please contact <support@bestinvoicing.com>.
{% endhint %}

## Creating your Mollie Account

To use Mollie from within BestInvoicing, you must have an active Mollie account. Via the [Mollie website](https://www.mollie.com/en) you can easily create an account for your company. You can also choose which payment methods you want to activate and learn about their pricing.

![](/files/Cyb4Ftot18TblHMz6T1n)

## Activating the Connection with Mollie

'Mollie' in BestInvoicing is an integration that you need to activate first, in order to use the service.&#x20;

1. Navigate to your email address at the top right corner and click it to open the menu.
2. Select 'Apps and Integrations' in the menu.&#x20;
3. In the list of 'Apps and Integrations Related to Payments', activate 'Mollie: Receive Payments Online' by clicking the green button.
4. Click the yellow button 'Configure' to display the next steps.&#x20;

## Configuring the Connection with Mollie

Once the integration is activated, you can start connecting your Mollie account via the yellow 'Configure' button. You will be asked to connect to Mollie and will be redirected to your mollie.com account. There you must grant BestInvoicing permission to access your Mollie data.

![](/files/fPHu2NZRuUQ9j4vx8lrn)

After you have connected to your Mollie account, you will be given the choice in BestInvoicing to select a Mollie profile per journal. This is especially relevant in case you have created multiple payment screens or accounts in Mollie. By default, your company name will appear here. Confirm by clicking 'Save'.

![](/files/HZwg4kxPTbW1Gy4IvGhw)

In the overview of your payments (menu to the left), an additional line will appear after the first payment: Mollie.com. If you click 'View' you can see the list of transactions that were paid via Mollie. Setting up payment methods via Mollie thus offers a far-reaching simplification of your payment tracking in BestInvoicing.&#x20;

## Display the Online Payment Button in the Invoice Email

When you create an invoice, the customer can be invited via the accompanying email to make the payment immediately via a secure payment button. If you use the default email template in BestInvoicing, such button will appear automatically (see example below, 'Secure online payment'). In the customer's mailbox, it may look like this:

![](/files/l81Vu19cmtUIfKRFkgVX)

{% hint style="success" %}
[Consult this page](/settings/email-settings/email-templates) to learn how to customize your emailtemplates using your own colors, logo, ...&#x20;
{% endhint %}

When the customer clicks the "Secure Online Payment" button, the invoice to be paid opens with a green "Pay Online" button to the left. When the customer clicks this button, he/she is forwarded to the secure environment of Mollie where the transaction will take place according to the selected payment method.

![](/files/q7OuRGACigQWVVg6nWMm)

The payment gets processed in BestInvoicing in real time; as soon as the customer received the confirmation message that the payment has been successfully executed, the invoice status in BestInvoicing will automatically change to 'Paid'.

{% hint style="success" %}
Adding a personal touch to this payment page? That's possible. [Check the section on 'Theme'](/settings/theme) to learn how to configure your own background to this online payment page.
{% endhint %}


# Backup & Synchronisation

All documents created within BestInvoicing are saved and stored on the platform with continuous server backup. In order to also save a copy of your documents on another platform, we provide a couple of (external) backup and synchronization connections.

* If you create a document in BestInvoicing, it will also appear in the connected platform
* If you modify or edit an existing document in BestInvoicing, the change will also happen on the connected platform

{% content-ref url="/pages/D6Rq6webXMytqwyMIgyf" %}
[Google Drive](/connections/backup-and-synchronisation/google-drive)
{% endcontent-ref %}

{% content-ref url="/pages/4fAtoaEI9EZncOOHPw95" %}
[DropBox](/connections/backup-and-synchronisation/dropbox)
{% endcontent-ref %}

{% content-ref url="/pages/tr7T8haDIEtknOgobShH" %}
[SFTP (own server)](/connections/backup-and-synchronisation/sftp-own-server)
{% endcontent-ref %}

{% content-ref url="/pages/EaFq9fMpgWxKApirWuof" %}
[BestInvoicing Drive](/connections/backup-and-synchronisation/bestinvoicing-drive)
{% endcontent-ref %}

{% content-ref url="/pages/NoN74USMyRC1z19y7PVG" %}
[OneDrive](/connections/backup-and-synchronisation/onedrive)
{% endcontent-ref %}


# Google Drive

![](/files/upnIid2dafDb386YH1R0)

[Google Drive](https://www.google.com/drive/) is a service by Google for data storage and synchronisation, created and managed by Google. Google Drive allows for documents to be stored in the cloud and files to be shared.&#x20;

{% hint style="info" %}
Important: the connection between BestInvoicing and Google Drive works in one direction. Documents can be sent and updated from BestInvoicing to Google Drive, but not the other way around.
{% endhint %}

## Activate the Connection with Google Drive

* Navigate to the top right corner in BestInvoicing anc click your email address
* Select 'Apps and Integrations'
* Select 'Advanced Settings'
* Go to 'Sync and backup with Google Drive' and click the green button 'Activate' to the right

In order to start synchronisation, you have to enter the data from your own Google Drive. Click the yellow button 'Configure' to do so. You will now be directed to a page where you can add one or more Google Drives.&#x20;

![](/files/jl3zAzP10mUZBZZCC4hw)

* At the top right, you'll see a green button '+ Add Google Drive'
* Name this Google Drive (e.g. Company Name BestInvoicing)
* Indicate which way the folders need to be structured in your Drive. Three choices are offered:

![](/files/0QXFOHqvoCAwTzMzY7ck)

Click 'Save'. You will now be redirected to a login screen by Google, where you need to identify yourself via email address and password. A message is displayed saying BestInvoicing would like to get access to your Google Account. This is necessary in order for BestInvoicing to push documents to your Google Drive. Click 'Allow'.

<mark style="color:red;">IMAGE</mark>

You'll now see a confirmation that Google Drive is connected. After setup, all existing BestInvoicing documents will be copied to the Drive in one go and from that moment on the connection runs live in the background. New documents or changes to existing documents are automatically synchronized with the Google Drive.&#x20;

The documents will be placed in a folder “BestInvoicing/(company name)".


# DropBox

![](/files/wOvqzVdg6RN9cQsiIrea)

[DropBox](https://www.dropbox.com/) is a service for data storage and synchronisation. DropBox allows for documents to be stored in the cloud and files to be shared.&#x20;

{% hint style="info" %}
Important: the connection between BestInvoicing and DropBox works in one direction. Documents can be sent and updated from BestInvoicing to DropBox, but not the other way around.
{% endhint %}

## Activate the Connection with DropBox

* Navigate to the top right corner in BestInvoicing anc click your email address
* Select 'Apps and Integrations'
* Select 'Advanced Settings'
* Go to 'Sync and backup with DropBox' and click the green button 'Activate' to the right

In order to start synchronization, you have to enter the data from your own DropBox account. Click the yellow button 'Configure' to do so. You will now be directed to a page where you can add one or more DropBoxes.&#x20;

![](/files/aKatSR2ETrmWj8OKX7Vv)

* At the top right, you'll see a green button '+ Add DropBox'
* Name this DropBox connection (e.g. Company Name BestInvoicing)
* Indicate which way the folders need to be structured in your DropBox. Three choices are offered:

![](/files/HC122LRnDI4JVD6Of63K)

Click 'Save'. You will now be redirected to a login screen by DropBox, where you need to identify yourself via email address and password. A message is displayed saying BestInvoicing would like to get access to your DropBox account. This is necessary in order for BestInvoicing to push documents to your DropBox. Accept/allow this access. BestInvoicing documents will by default be stored in a DropBox folder called 'Apps'.

![](/files/fUBZRxdnfTinCFPbz5bn)

You'll now see a confirmation that DropBox is connected. After setup, all existing BestInvoicing documents will be copied to your DropBox in one go and from that moment on the connection runs live in the background. New documents or changes to existing documents are automatically synchronized with DropBox.&#x20;


# SFTP (own server)

SFTP is short for Secure File Transfer Protocol. Via SFTP you can connect two computers with each other, in order to exchange files. BestInvoicing can be connected to your own server using SFTP.

{% hint style="info" %}
Important: the connection between BestInvoicing and your server works in one direction. Documents can be sent and updated from BestInvoicing to your server, but not the other way around.
{% endhint %}

## Activate the SFTP Connection

* Navigate to the top right corner in BestInvoicing anc click your email address
* Select 'Apps and Integrations'
* Select 'Advanced Settings'
* Go to 'Sync and backup with own server via SFTP' and click the green button 'Activate' to the right

In order to start synchronization, you have to enter the data from your own server environment. Click the yellow button 'Configure' to do so. You will now be directed to a page where you can add one or more SFTP-connections.&#x20;

![](/files/lt88QTfAGVbPLaxeTi2k)

At the top right, click the green button '+ Add SFTP Connection'. Some additional fields appear:&#x20;

![](/files/W2xQ424ugNKTBxpaa193)

Fill the technical data for your server connection here, then click 'Save'.&#x20;

BestInvoicing will now ask you to choose a folder in which your BestInvoicing documents should be stored on your server. BestInvoicing will create a folder with your company name in the selected folder, and place the documents in there per calendar year. Select the destination folder of choice and click the green button 'Select current folder' below.

{% hint style="warning" %}
Pay attention when selecting a folder! If you use you website hosting to do so, make sure you're not selecting a folder which is publicly accessible, in order to avoid that your BestInvoicing files become visible to anyone.
{% endhint %}

You'll now see a confirmation that your server is connected. After setup, all existing BestInvoicing documents will be copied to the server folder in one go and from that moment on the connection runs live in the background. New documents or changes to existing documents are automatically synchronized with the server folder.


# BestInvoicing Drive

BestInvoicing Drive is an online file system to which you can upload all sorts of company documents. This way you can store all of your company documents (sales, purchase and other) in one system -> BestInvoicing.&#x20;

## Activate BestInvoicing Drive

* Navigate to the top right corner in BestInvoicing anc click your email address
* Select 'Apps and Integrations'
* Select 'Documents'
* Go to 'Drive' and click the green button 'Activate' to the right

## Upload Documents to the Drive

In order to upload a file in the BestInvoicing Drive, simply drag and drop it into the upload frame. Using the green button at the top right '+ New Folder', you can create a folder structure to classify your documents.

<mark style="color:red;">VIDEO</mark>

In this example, a <mark style="color:red;">\[FILL DOC TYPE]</mark> is uploaded. Next to the uploaded file, you'll now see a couple action buttons:

* Download file&#x20;
* Make publicly available: via this button, you can create a publicly accessible URL to this file. Anyone with this URL can view and download the file. If after some time you want to revoke access, simply click the button 'Make private'.&#x20;
* Rename: possibility to rename the uploaded file
* Delete file

## Applications

### Share Company Documents with your Accountant

If your accountant has access to BestInvoicing, you can could create a folder in the Drive that your accountant can check. In it you could collect other relevant company documents to be shared, such as documents from the VAT administration or your employment partner.

### Availability of Catalogs/Brochures

Do you want to send catalog to a customer that features some products listed in a proposal? If the file is too heavy to send as an annex to an email, you might upload it to the Drive and make it publicly accessible. You can then copy the URL into your proposal email and share the link to the catalog, with your customer.


# OneDrive

![](/files/Xl6AbSgnPRJDLSY0gTQ1)

OneDrive is a service for data storage and synchronization, created and managed by Microsoft. OneDrive allows for documents to be stored in the cloud and files to be shared.&#x20;

{% hint style="info" %}
Important: the connection between BestInvoicing and OneDrive works in one direction. Documents can be sent and updated from BestInvoicing to OneDrive, but not the other way around.
{% endhint %}

## Activate the Connection with OneDrive

* Navigate to the top right corner in BestInvoicing anc click your email address
* Select 'Apps and Integrations'
* Select 'Advanced Settings'
* Go to 'Sync and backup with OneDrive' and click the green button 'Activate' to the right

In order to start synchronization, you have to enter the data from your own OneDrive. Click the yellow button 'Configure' to do so. You will now be directed to a page where you can add one or more OneDrives.&#x20;

![](/files/QA5dKDzoyypAhkl7jNAf)

* At the top right, you'll see a green button '+ Add OneDrive'
* Name this OneDrive (e.g. Company Name BestInvoicing)
* Indicate which way the folders need to be structured in your OneDrive. Three choices are offered:

![](/files/UAl16RV9IjFymNFpe71N)

Click 'Save'. You will now be redirected to a login screen by Microsoft, where you need to identify yourself via email address and password.&#x20;

<mark style="color:red;">IMAGE</mark>

BestInvoicing will now ask you to choose a folder in which your BestInvoicing documents should be stored on your OneDrive. BestInvoicing will create a folder with your company name in the selected folder, and place the documents in there per calendar year. Select the destination folder of choice and click the green button 'Select current folder' below.

{% hint style="info" %}
Is the folder you want to select not listed in the overview? Then first create it in OneDrive.&#x20;
{% endhint %}

You'll now see a confirmation that OneDrive is connected. After setup, all existing BestInvoicing documents will be copied to the OneDrive in one go and from that moment on the connection runs live in the background. New documents or changes to existing documents are automatically synchronized with OneDrive.&#x20;


# Connections for Webshops

An order placed via your webshop can be automatically converted into a purchase order, a delivery note or an invoice in BestInvoicing. You can (automatically) send this document to your customer. Payment follow-up can be manageged in BestInvoicing. You can also send your invoices to your accountant with just one click. The following webshop systems can be connected to BestInvoicing:

{% content-ref url="/pages/ZSKfJVyLwhHyOzkcx8VJ" %}
[Shopify](/connections/connections-for-webshops/shopify)
{% endcontent-ref %}

Shopify is an e-commerce platform that helps small businesses build an online store and sell online. When customers place an order in your Shopify webshop, this order is automatically converted into a purchase order, delivery note or invoice in BestInvoicing.

{% content-ref url="/pages/nIm1HVtYLIUA3f6F0Ztl" %}
[WooCommerce](/connections/connections-for-webshops/woocommerce)
{% endcontent-ref %}

WooCommerce is a popular WordPress plugin that allows you to easily set up a webshop. When customers place an order in your WooCommerce webshop, this order is automatically converted into a purchase order, delivery note or invoice in BestInvoicing.


# Shopify

<figure><img src="/files/7VKi6G5ZfjSCUkSPyz7d" alt=""><figcaption></figcaption></figure>

[Shopify](https://www.shopify.com/) is an e-commerce platform that helps small businesses build an online store and sell online. Via the Shopify connection in BestInvoicing, you can automatically convert an order from your Shopify webshop into an order confirmation, delivery note or invoice. This document can then be sent from BestInvoicing (automatically) to the customer via email.

## Activating the Connection with Shopify

This connection can be activated via the 'Apps and Integrations' menu in BestInvoicing.

1. Navigate to the top right corner of BestInvoicing and click your email address.
2. Select 'Apps and Integrations' in the menu.&#x20;
3. Go to the tab 'Advanced Settings' and click the green button 'Activate' next to 'Shopify'.

## Setting up the Shopify Connection

Once the connection is activated, a yellow "Configure" button appears on the left side. Click it to set up the connection.

<figure><img src="/files/ScwH64uNpnH7UrYLXUs4" alt=""><figcaption></figcaption></figure>

Click the green button 'Open Shopify AppStore' to be redirected to your Shopify environment, where you're asked to sign in to your Shopify account.&#x20;

<figure><img src="/files/dWRn7WjDEJ1OSA9ekNoI" alt=""><figcaption></figcaption></figure>

After verification of your access, you're invited to connect your webshop to the onFact app:

<figure><img src="/files/ttbePtAMQmmbe1XOENJt" alt=""><figcaption></figcaption></figure>

*<mark style="color:orange;">(the abovementioned screen and below step will change after app verification by Shopify)</mark>*

Click 'Install unlisted app' in order to make the connection. You'll be redirected to BestInvoicing, where upon successful connection, the following screen appears:&#x20;

<figure><img src="/files/5JDhBEFTvGfCZYwkb5Xi" alt=""><figcaption></figcaption></figure>

## Settings&#x20;

In this section, select what type of document to create in BestInvoicing after an action has been performed in Shopify.

<figure><img src="/files/5tTvDI5oHDxPIASPBn7b" alt=""><figcaption></figcaption></figure>

BestInvoicing may create an order confirmation, a delivery note or an invoice.&#x20;

Determine when your selected document type should be created: as soon as a webshop order is created, as soon as that order is paid or only upon completion of the order.&#x20;

If you check 'Send automatically via email', the document is immediately sent to the email address used to place the order in Shopify. If you do not check this box, the document will be created with 'Concept' status in BestInvoicing and you still need to send it yourself.&#x20;

Click 'Save' to save your settings.

## Bottom Texts and Emails

{% hint style="success" %}
'Bottom texts' in BestInvoicing refer to the texts that can be found at the bottom of an invoice, order confirmation or delivery note), usually a thank your for the order incl. payment details/instructions.&#x20;

'Email texts' are the accompanying texts that are sent out when sending the actual document (invoice, order confirmation, delivery note) to the customer.&#x20;
{% endhint %}

You can select different texts for documents relating to orders that have already been paid or are yet to be paid. If you have activated the app '[Foreign Language Customers'](/apps-integrations/foreign-language-customers), you can even preset these texts per language.

<figure><img src="/files/yv2YhvIlwwzJpj51nIdx" alt=""><figcaption></figcaption></figure>

Similarly, it is also possible to set the text for the accompanying email. Again, you can distinguish between an email text for an order already paid, or still to be paid.


# WooCommerce

<figure><img src="/files/mklV3OhSs1hM4K8JhdJc" alt=""><figcaption></figcaption></figure>

[WooCommerce](https://woocommerce.com/) is a popular WordPress plugin that allows you to easily set up a webshop. Via the WooCommerce link in BestInvoicing, you can automatically convert an order from your WooCommerce webshop into an order confirmation, delivery note or invoice. This document can then be sent from BestInvoicing (automatically) to the customer via email.

## Activating the Connection with WooCommerce

This connection can be activated via the 'Apps and Integrations' menu.

1. Navigate to the top right corner of BestInvoicing and click your email address.
2. Select 'Apps and Integrations' in the menu.&#x20;
3. Go to the tab 'Advanced Settings' and click the green button 'Activate' next to 'WooCommerce'.

## Setting up the WooCommerce Connection

Once the link is activated, a yellow "Configure" button appears on the left side. Click it to set up the link.

<figure><img src="/files/MtZZlLn3EqqsRE2aDRIx" alt=""><figcaption></figcaption></figure>

## Webhook Settings

A "webhook" ensures that your WooCommerce webshop will forward all order information to BestInvoicing at the moment an order is placed.&#x20;

To set up the link between BestInvoicing and WooCommerce, you need to set up two webhooks, entering some data from BestInvoicing into your own WooCommerce environment.

<figure><img src="/files/UTUG5cKO7QYak0ZDl4Af" alt=""><figcaption></figcaption></figure>

Move to the admin panel of your webshop:

* Below 'WooCommerce', click 'Settings'. See step (1) in de image below.&#x20;
* Click the tab 'Advanced' (2)&#x20;
* In the menu below, navigate to 'Webhooks' (3)
* Click the button 'Add webhook' (4)

<figure><img src="/files/QnW7Ql1yaVmaxz4xyOW8" alt=""><figcaption></figcaption></figure>

Now you will see the following fields:

<figure><img src="/files/egsQSsCeiOfPns8rT3Ru" alt=""><figcaption></figcaption></figure>

* Name: free choice, use a name that's meaningful to you for this connection (e.g. 'BestInvoicing')&#x20;
* Status: select 'Active'
* Topic: select the appropriate action for your workflow.&#x20;
  * For the first webhook, select 'Order created'
  * For the second webhook, select 'Order updated'
* Delivery URL: copy the value from the 'Delivery URL' field in BestInvoicing to this field in WooCommerce&#x20;
* Secret: copy the value from the 'Secret' field in BestInvoicing to this field in WooCommerce API&#x20;
* Version: leave the suggested selection here (no need to change it)&#x20;

Click 'Save webhook' to save it in WooCommerce.&#x20;

{% hint style="info" %}
Repeat these steps to set up the second webhook.
{% endhint %}

You can now return to the configuration screen in BestInvoicing. Orders placed in WooCommerce will now be redirected to BestInvoicing.

## Order Settings&#x20;

In this section, choose what type of document should be created in BestInvoicing, when it should be created, and how it will be sent to your customer.

<figure><img src="/files/st9JSv5yS9FNC0xbt7pr" alt=""><figcaption></figcaption></figure>

Here you can choose to create an order form, a delivery note or an invoice.&#x20;

Next you select when the document should be created in BestInvoicing: as soon as an order is placed in WooCommerce, or only when this order has been paid.

If you check 'Send automatically via email', the document is immediately sent to the email address used to place the order in WooCommerce. If you do not check this box, the document will be created with 'Concept' status in BestInvoicing and you still need to send it yourself.&#x20;

If a customer in WooCommerce enters something in the field 'Order comment', this is displayed on the BestInvoicing documents in the field 'Additional text field above table'. In the BestInvoicing interface, this appears in the 'Internal note' field of the document.

## Bottom Texts and Emails

You can set the bottom text on the document itself, using different texts for documents of orders that have already been paid or are yet to be paid. If you have activated the app '[Foreign Language Customers'](/apps-integrations/foreign-language-customers), you can set these texts per language.

<figure><img src="/files/yv2YhvIlwwzJpj51nIdx" alt=""><figcaption></figcaption></figure>

You can also set the text for the accompanying email. Again, you can distinguish between an email text for an order already paid, or still to be paid.


# Peppol

With onFact, in addition to sending invoices via email, you can also easily send and receive invoices via [PEPPOL](http://peppol.eu/) . PEPPOL is a network for the exchange of  [electronic invoices](https://www.onfact.be/blog/de-elektronische-factuur-of-e-factuur) (e-invoicing).

<figure><img src="/files/tWqm1FHsIyWGbkuYP98A" alt=""><figcaption></figcaption></figure>

PEPPOL is similar to email: every company has a PEPPOL address to which invoices can be sent, and these invoices arrive in the company’s inbox. Exchanging invoices through this channel has two major advantages for both parties:

* invoices can be processed automatically by software programs;
* there is a definitive confirmation of receipt, eliminating any dispute over whether or not an invoice was delivered.


# Registration and Verification Peppol

## Registering on the PEPPOL Network

\
To send and receive e-invoices via the PEPPOL network, you must be registered on this network. onFact handles this automatically: your PEPPOL address is generated based on the company number or VAT number you entered in the “Company Information” section of your account. However, to actively send and receive documents, you must verify your business once.

{% hint style="info" %}
If you see an error message when sending your first invoice via PEPPOL, be sure to check whether your VAT number or business registration number is entered correctly in your “Company Information.” Try sending it again after correcting this information.
{% endhint %}

\
Why do I need to verify my business?
------------------------------------

\
You verify your business in onFact to prevent invoice fraud. Through this verification process, we confirm that the individuals who register are authorized to send (and receive) e-invoices on behalf of the company.\
Only a legal representative of the company can complete the PEPPOL verification: this ensures that the company you wish to register on the PEPPOL network matches the identification details you provided. The verification process is very straightforward via ItsMe, an e-ID, or by uploading an alternative identity document.

\
Verify your company on the PEPPOL network
-----------------------------------------

\
You can start the one-time verification from the PEPPOL tab:

* Click on your email address in the top-right corner of onFact to open the menu
* Go to “Company Settings”
* Click on the “PEPPOL” tab on the left side

#### &#x20;Step 1. VAT number

<figure><img src="/files/3X0zkPM4durSCWhfbAMt" alt=""><figcaption></figcaption></figure>

Check the data you entered, make any necessary adjustments, and click the green “Verify Company Numbers” button.

#### &#x20;Step 2. Company Information

<figure><img src="/files/jR8RLl9rBIyUMawDT5h6" alt=""><figcaption></figcaption></figure>

Based on the VAT number or business registration number you enter, we display the associated company information. This information is retrieved from the KBO registry and cannot be changed during verification.

{% hint style="success" %}
Are you a new business owner, or was your company recently established? If so, the KBO registry may not yet have your company information on file. In that case, the fields above will be blank, allowing you to enter your company information manually.
{% endhint %}

#### Step 3. Identity

<figure><img src="/files/9hV9Vnos8fLyoELVoe5Z" alt=""><figcaption></figcaption></figure>

In order to send and receive documents via PEPPOL, we need to verify that you are a legal representative of your company. Identity verification can be done in three ways: via ItsMe, via E-ID (provided you have a card reader), or by manually uploading an alternative form of identification.

#### &#x20;Step 4. Legal Representation

\
In the next step, information about the legal representative is compared with information retrieved from the KBO registry. In the event of a manual verification (e.g., because identification via ItsMe or E-ID is not possible), our support team will process the verification request within one business day.

#### &#x20;Step 5. Verification

<figure><img src="/files/0cF6yo1BTPS5S4D3GMA0" alt=""><figcaption></figcaption></figure>

If verification is successful, you’ll see a confirmation in your account. At the bottom of the page, you can add an email address. If you’d like onFact to forward e-invoices to an email address upon receipt, you can enter that email address here. In any case, e-invoices will also appear directly in the “To Be Processed” list under “Purchases.”

* Email address already on file in onFact: You can update the address to a specific email address where you want to receive invoices.
* No email address on file: If you’d like onFact to forward e-invoices to an email address upon receipt, you can enter that email address here.

#### &#x20;Step 6. Activating Your PEPPOL Inbox (optional)

\
Your company is now verified, and you can send documents via PEPPOL. If you also want to receive purchase invoices in onFact, you can activate your PEPPOL inbox here.\
To do so, click the green “Activate PEPPOL Inbox” button on the right side of the page. Do this for all company numbers displayed on this page. The activation will be confirmed immediately:

<figure><img src="/files/K9LvnLR1urjlSDCfOyNt" alt=""><figcaption></figcaption></figure>

### Error message: “Registered with another provider”

\
If your company is already registered on the PEPPOL network via another platform, you will see this message on the right-hand side. We will also indicate which software package you are currently registered with. Your company can only be registered on the PEPPOL network via one platform.

\
If you still wish to complete the PEPPOL registration in onFact, you’ll first need to deregister from PEPPOL services on the other platform.

{% hint style="success" %}
To do this, it's best to contact the support department or help desk for the other software and ask them to remove your registration from the PEPPOL network.
{% endhint %}

As soon as you receive confirmation, you can continue the verification process via onFact.

### &#x20;Delete PEPPOL Registration

\
If you no longer wish to manage your PEPPOL registration through onFact, you can delete your PEPPOL registration. Click the red buttons on the right to completely remove your presence from the PEPPOL network via onFact.

{% hint style="warning" %}
Please note: This action takes effect immediately, which means that, as a business, you will no longer be able to receive e-invoices at that time.
{% endhint %}


# Sending Documents via Peppol

With onFact, next to sending documents via email, you can also send them over the [PEPPOL](https://peppol.eu/) network. PEPPOL is a network set up by the European Union for the exchange of electronic invoices or e-invoices.&#x20;

![](/files/g7DqukrONhu0qjY7nB18)

PEPPOL can be compared to email: every company can register for a PEPPOL address to which invoices can be sent and received in a company inbox. Exchanging invoices via this channel has two important advantages for both parties:

* Invoices can be processed automatically by software programmes;
* there's a solid proof of delivery, which rules out any discussion on whether an invoice has been delivered or not.&#x20;

## Registering to the PEPPOL network

In order to receive/send e-invoices via the PEPPOL network, your company must be registered or be known on this network. onFact handles this automatically: your PEPPOL address is generated based on the company enterprise number or VAT number you entered in the tab 'Company Information' in your account.

{% hint style="info" %}
Do you get an error message when sending your first invoice via PEPPOL? Be sure to check that your VAT or company number is entered correctly in your '[Company Information](/settings/company-information)'. Try sending again after completing this information.
{% endhint %}

## Sending e-invoices via PEPPOL

To send e-invoices via PEPPOL, you don't have to do anything special: you create an invoice in onFact the way you normally would. You can also send an already existing invoice, created in onFact, again via PEPPOL.

In the summary screen of the invoice, an additional box will appear above the timeline; there you can see whether or not your customer is registered on the PEPPOL network and is able to **accept** your invoice.

{% hint style="warning" %}
To send an invoice via PEPPOL, your customer's VAT number or enterprise number must always be entered in the invoicing details. Thus, you cannot send e-invoices via PEPPOL to private customers without VAT or enterprise numbers.
{% endhint %}

<figure><img src="/files/LVLhHiZNGqOdq5dJ7kEW" alt=""><figcaption></figcaption></figure>

If your customer is detected on the PEPPOL network, the blue 'Actions' button will reveal the option to 'Send via PEPPOL'. If the customer is not detected on PEPPOL, you will see a notification about that and will only be able to send by email or mail using the 'Actions' button.

<figure><img src="/files/eRAmWY4IaogLoIeylUuT" alt=""><figcaption></figcaption></figure>

{% hint style="success" %}
It is not necessary to add any accompanying text to the PEPPOL e-mail like an e-mail. Sending the document is sufficient.
{% endhint %}

<figure><img src="/files/tdHqJIZa04uwZ5IWxkI0" alt=""><figcaption></figcaption></figure>

After refreshing the window, you will immediately see confirmation that the customer has received the invoice through the PEPPOL network:

<figure><img src="/files/uH0wszrTI7r33mSbFSqP" alt=""><figcaption></figcaption></figure>

## Adding Attachments to Peppol Transmissions

\
If you want to send an e-invoice via Peppol, you can also add attachments to it.

### &#x20;Merging attachments with the PDF preview

\
In onFact, you can include an uploaded attachment as part of your invoice’s PDF preview. This is already possible if you upload the attachment as a PDF file. Read here how to do that:

{% embed url="<https://documentatie.onfact.be/instellingen/bijlagen#bijlage-samenvoegen-met-pdf-document>" %}

For example, an invoice to which you’ve added your terms and conditions as a PDF file in this way will be sent with this attachment included. onFact sends this combined PDF as an attachment with your e-invoice.

### Sending Attachments Separately with Your E-Invoice

\
It’s also possible to upload and send a specific attachment that relates only to, for example, a single invoice. You can upload that attachment in the “Attachments” tab on your invoice. Here’s how to do it:

You can also send this attachment along with your invoice via Peppol. At the bottom of your e-invoice’s send window, you’ll see the word “Attachments.” If you click on it, you’ll see a list of available attachments that you’ve either uploaded as a general account attachment or specifically for your invoice.

* Did you have the attachment “merged” with your invoice? If so, it’s already included in the e-invoice attachment.
* Do you want to send the attachment separately? If so, a selection window will appear where you can check the box next to the attachment(s).

<figure><img src="/files/f59nlgFDbFzNCCybdDgL" alt=""><figcaption></figcaption></figure>

{% hint style="success" %}
Please note: For submissions via Peppol, only the following file formats can be uploaded as attachments: PDF, XLSX, CSV, JPG, and PNG.
{% endhint %}

## Sending via an Alternative PEPPOL Identifier

\
By default, onFact will suggest sending the invoice using your customer’s VAT number or business registration number. Has your customer specified that you should send the invoice using a “*GLN number*,” or do you want to send an invoice to a foreign customer? That’s possible.

{% hint style="success" %}
You can send an e-invoice via PEPPOL using various “schemas.” Examples include VAT number (BE:VAT), GLN number (GLN), etc. In onFact, you can select different schemas to send the invoice according to the PEPPOL identifier you received from your customer.
{% endhint %}

### Example: Sending via GLN Number

\
A *GLN number* is used by organizations that, for example, have only one VAT number but operate multiple entities. A hospital group, for instance, may use a different GLN number for each location to ensure that invoices are sent to the correct location. Instead of sending via the VAT number, you will then send to a GLN number.

\
To do this, click the arrow on the right side of the “Schema” field. This will open a drop-down list.

<figure><img src="/files/kWbZPXDwP2WD7tW3IsiK" alt=""><figcaption></figcaption></figure>

One of the options available in the menu is “GLN.” Click on that line to select the schedule.

<figure><img src="/files/H1YvonUG2RogItBTXHP5" alt=""><figcaption></figcaption></figure>

In the “Identifier” field, you can then enter the number you received from your customer. onFact also allows you to save this alternative PEPPOL address in this customer’s customer record. When sending new invoices in the future, onFact will automatically suggest the GLN number for PEPPOL transmission, instead of, for example, the VAT number. To do this, check the “Save to customer record” box.

\
Click the green “Send” button to send the invoice to your customer using the GLN number.

<figure><img src="/files/B5nImBd4Qhkp89qGOcbJ" alt=""><figcaption></figcaption></figure>

### Example: Shipping to an International Customer

\
When shipping to a Belgian customer, onFact automatically suggests the PEPPOL schema associated with the customer’s company number or VAT number.

<figure><img src="/files/42bKpbbQKvh41OjwOhyL" alt=""><figcaption></figcaption></figure>

By selecting “Show schedules for all countries,” you can view multiple options and, for example, select a Danish schedule for a Danish customer.

<figure><img src="/files/JrXN6neUCXjVLgy9dYm2" alt=""><figcaption></figcaption></figure>

### Special Information Fields

\
The creation and transmission of an e-invoice follow established standards. This means you cannot simply include relevant information in “any” available onFact field.\
For example, customers may ask you to include a PO number, order reference, or order number on your sales invoice. To ensure the e-invoice is correctly processed by your customer’s software, you must enter this number in the “correct” field. onFact therefore provides a number of standardized fields.

### &#x20;Order Reference

\
When creating a sales invoice, you’ll see an “Order Reference” field at the bottom. This is where you can enter a reference to a PO number or order number. By entering this as a separate field on the onFact documents, it can be sent in a structured manner via PEPPOL.

<figure><img src="/files/67GoFAhtPN6gwmU0SQpS" alt=""><figcaption></figcaption></figure>

### “Peppol” Tab on a Sales Invoice

\
In the “Peppol” tab of a sales invoice, onFact provides a few additional fields that can be filled in optionally. These are not required; however, if your customer requests specific details to be included (e.g., contract number), you can add them in the additional fields shown below. This ensures they are sent correctly via Peppol.

<figure><img src="/files/Vfo66EUYcYg01JbSaF1g" alt=""><figcaption></figcaption></figure>

### Overview of Documents Sent via Peppol

\
Click the envelope icon in the upper-right corner of the onFact interface to view an overview of documents received and sent in your onFact account. Click the envelope in the upper-right corner, next to your email address, to view your inbox. You can find the documents you’ve sent from onFact via Peppol under the “Sent” tab.

<figure><img src="/files/wU9fCIigIh70axV2n3bX" alt=""><figcaption></figcaption></figure>

On this page, you can also check whether an attachment to your Peppol document was sent correctly. To do so, click the blue “View” button to view the details of your submission.

<figure><img src="/files/UaK1OnFbzFbRCiyFX6ai" alt=""><figcaption></figcaption></figure>

onFact displays the details of the sent document. At the bottom of the page, you'll also see a PDF preview of the sent document. Under the “Attachments” heading, you can see which attachments were sent along with the e-invoice.


# Receiving documents via Peppol

## Receiving invoices via PEPPOL

Your suppliers can of course also detect your company on the PEPPOL network, and deliver their invoices to you via PEPPOL. These then become purchase invoices in onFact.

To receive purchase invoices via PEPPOL, you must activate your PEPPOL inbox. You can find it here:

* Click on 'Purchases' in the left menu.
* Go to 'To be processed
* At the top right, you will see the message, 'Click here to activate your PEPPOL inbox.' Click in the box to activate. The inbox icon will turn blue and your VAT or company number will appear next to it.

{% hint style="success" %}
Is the inbox icon already blue? Then your inbox is already activated and you can already receive e-invoices.
{% endhint %}

<figure><img src="/files/eGQpN2He9sw8C3TJFkxO" alt=""><figcaption></figcaption></figure>

Once your inbox is activated, you can automatically find incoming documents in the edit list at the bottom.

{% hint style="info" %}
A duplicate of the invoice received is also always sent, both as an electronic invoice and in PDF, to the company's e-mail address.
{% endhint %}

When you receive an invoice in onFact through the PEPPOL network, it enters your processing list of incoming documents, from where you can start to process it further.

<figure><img src="/files/NIubqB0ZboK2pMAJRyTn" alt=""><figcaption></figcaption></figure>

## Inviting suppliers to deliver invoices via PEPPOL

You can easily invite your suppliers from onFact to deliver your purchase invoices via PEPPOL. This allows you to process them more efficiently.

In the left menu, go to 'Purchases' and click on the green PEPPOL notification at the top. This will display a list of all suppliers you can send an invitation to from BestInvoicing.

<figure><img src="/files/BOej9m1EKmswoJ1sKZdb" alt=""><figcaption></figcaption></figure>

Through the blue button 'Send invitation to e-invoicing' you can load a standard e-mail message where the possibilities of PEPPOL are presented, and the request to electronically forward invoices. You can edit this text yourself. Click 'Send e'-mail' to invite your supplier.

<figure><img src="/files/KDNSdAvDPMpUDmLtV3C8" alt=""><figcaption></figcaption></figure>

## Invoicing to the government via PEPPOL&#x20;

In case you need to send invoices via PEPPOL to governmental services, the procedure is exactly the same. In some cases, governmental services require adding an order reference. That can easily be done in onFact: [read here](/apps-integrations/order-reference) how to do it.

By adding this reference in a separate field on onFact documents, it can be sent in a structured way via PEPPOL.


# Peppol F.A.Q.

On this page, you'll find answers to the questions below:

* [What are the advantages of Peppol?](#wat-zijn-de-voordelen-van-peppol)
* [Do i have to make an e-invoice in a different way in my software?](#moet-ik-een-e-factuur-op-een-andere-manier-aanmaken-in-mijn-software)
* [Do i have to pay extra to use Peppol?](#moet-ik-extra-betalen-om-peppol-te-gebruiken)
* [How can can i still receive invoices form my suppliers in my mailbox?](#hoe-kan-ik-facturen-van-mijn-leveranciers-nog-in-mijn-mailbox-ontvangen)
* [What is my Peppol Identifier of Peppol ID?](#wat-is-mijn-peppol-identifier-of-peppol-id)
* [Can i receive Peppol-invoices on different locations??](#kan-ik-op-meerdere-plaatsen-peppol-facturen-ontvangen)
* [Where should I activate my Peppol services? In my software program or through my accountant?](#waar-moet-ik-mijn-peppol-diensten-activeren-in-mijn-softwareprogramma-of-bij-mijn-boekhouder)
* [Can I send and receive messages via Peppol from different programs?](#kan-ik-vanuit-verschillende-programmas-verzenden-and-ontvangen-via-peppol)
* [How does selfbilling work via Peppol?](#hoe-werkt-selfbilling-via-peppol)
* [What about foreign suppliers? Or customers?](#wat-met-buitenlandse-leveranciers-of-klanten)
* [What if my customer doesn't use Peppol?](#wat-als-mijn-klant-geen-peppol-heeft)
* [What if I still receive an invoice via email?](#wat-als-ik-toch-nog-een-factuur-via-e-mail-ontvang)

### What are the benefits of Peppol?

\
Sending and receiving e-invoices via Peppol offers several interesting benefits:

* **Time savings**: All your purchase invoices arrive in one place, directly in your software—you no longer have to collect paper invoices, invoices sent via email, or invoices from online portals; they’re automatically gathered in your onFact account. Through onFact, you can also easily forward them to your accountant—a huge time saver for any business.
* **More efficient processing**: Invoices are digitally readable—you’ll never have to retype anything yourself again; the program can fully read your invoice and automatically capture all amounts, dates, and payment information. Using handy onFact features like the QR code, Ponto integration, or payment basket, you can pay these invoices in a snap.
* **Security**: Every sender on the Peppol network is verified. This means fake invoices can no longer be sent. Before you can use the Peppol features in onFact, you must also have your business verified: this ensures that only existing companies can register on the Peppol network.\
  Confirmation of receipt: When you send an invoice via the Peppol network, the recipient immediately confirms receipt. No more problems with emails getting lost or ending up in the spam folder.

### Do I need to create an e-invoice differently in my software?

{% hint style="success" %}
NO
{% endhint %}

In onFact, you don’t need to create a “different” invoice if you want to send it via PEPPOL. Whether you create a sales invoice in onFact to send by mail, email, or PEPPOL makes absolutely no difference when creating your invoice. So you can simply continue to create invoices as you normally would: only the method of delivery will differ.

\
Behind the scenes, onFact converts your input (products, prices, VAT information, customer details, etc.) into an e-invoice format. You can still view and check a PDF version via the “Print Version”; when sending the invoice via PEPPOL, we don’t send a PDF file but an XML file containing all your invoice details.

### Do I have to pay extra to use PEPPOL?

{% hint style="success" %}
NO
{% endhint %}

Sending and receiving invoices via the PEPPOL network is included in all onFact subscription plans.

### How can I still receive invoices from my suppliers in my email inbox?

{% hint style="success" %}
THAT’S STILL POSSIBLE
{% endhint %}

When verifying your business, you can enter an email address. As soon as you receive an e-invoice via PEPPOL, we’ll also forward it to the email address you provided. This way, you’ll also receive a copy directly in your inbox.

\
The received e-invoice will be available in your “Processing List” under “Purchases,” from where you can further process or save it in onFact.

### What is my Peppol Identifier or Peppol ID?

\
As a business, you must verify your identity once to be registered on the Peppol network. Once you are recognized on the network, suppliers can send you e-invoices, and you can also send e-invoices to customers.

\
When your company is registered on the Peppol network, a so-called “Peppol ID” or “Peppol Identifier” will be assigned to your business. Think of it like an email address or phone number: your “Peppol ID” is the unique address that suppliers use to send their e-invoices to you.

\
Peppol identifiers are based on your company’s existing unique identifiers, such as a company number, VAT number, IBAN, GLN number, etc. The type of identifier—often referred to as a “schema”—corresponds to a specific code. For example, the code for your business registration number is “0208,” and the code for VAT numbers is “9925.” You can obtain your full Peppol identifier by adding a colon after the schema and then your unique identification number.

{% hint style="info" %}
Example: My VAT number is BE0123.456.789\
My Peppol ID is then: 9925:BE0123456789

Example 2: My business number is 0123.456.789\
Your Peppol ID is then 0208:0123456789
{% endhint %}

### Where can I find my Peppol ID?

\
You can find your Peppol ID in the official Peppol Directory ([directory.peppol.eu](https://directory.peppol.eu)) by entering your company name or your VAT number (or business registration number).

\
As an onFact user, you can easily find your Peppol ID in your onFact account.

* Click on your email address in the top-right corner of onFact and go to “Company Settings.”
* Select the “Peppol” tab.

\
On the right side of the screen, you’ll see your Peppol ID—one based on your business registration number and, if you have a VAT number, another based on your VAT number.

\
In the image below, the Peppol IDs are outlined in blue:

<figure><img src="/files/QYv7591TD3nN2WWPULMx" alt=""><figcaption></figcaption></figure>

### Do I need to provide my Peppol ID to my supplier?

\
In principle, this is not necessary. To send or receive an e-invoice, you need specialized software. Most software programs have built-in verification mechanisms that automatically check whether your customer is already active on the Peppol network.

\
Your supplier’s software likely has a similar check built in as well. When they want to send the invoice, the system will normally automatically indicate whether you, as a customer, are already active on the Peppol network and can receive the e-invoice.

\
If your supplier does ask you to provide your Peppol ID, you can find it using the information above.

### Can I receive Peppol invoices at multiple locations?

{% hint style="success" %}
NO
{% endhint %}

To receive e-invoices, you must register your business on the Peppol network. Once your business is recognized on the network, suppliers can send you e-invoices, and you can also send e-invoices to customers.

\
When your business is registered on the Peppol network, a so-called “Peppol ID” or “Peppol Identifier” will be assigned to your company. Think of it like an email address or phone number: your “Peppol ID” is the unique address that suppliers use to send their e-invoices to you.

\
To receive e-invoices via the Peppol network, you must have an active “Peppol inbox.” Think of it as your digital mailbox for e-invoices.

\
Your Peppol ID is unique, and so is your Peppol inbox.

* E-invoices can be sent via Peppol from multiple systems at the same time
* However, e-invoices can only be received via Peppol at one location

In practical terms, this means you can only activate this Peppol inbox in one program.\
In onFact, it’s very easy to activate that inbox: [Ontvangen via PEPPOL](https://app.gitbook.com/o/-LbDUb7tvzhMKdWDSbdb/s/-LbFbWXYUfv9pv0DhG23-887967055/overige-functies/verzending-via-peppol/ontvangen-via-peppol)

### Where do I need to activate my Peppol services? In my software program or through my accountant?

\
To receive e-invoices, you must register your business on the Peppol network. Once you’re registered on the network, suppliers can send you e-invoices, and you can also send e-invoices to customers. To receive e-invoices via the Peppol network, you must have an active “Peppol inbox”: your digital mailbox for e-invoices. However, you can only receive e-invoices via Peppol in one place: in other words, you can only activate this Peppol inbox in one program.

\
Since you can only activate your Peppol inbox in one place, it’s best to consider where that would be most beneficial for you.

\
Activate the Peppol inbox in your software package:

* E-invoices are received directly in your software package. If you also create your sales invoices in the same program, you only need to use one program for your financial and administrative tracking.
* You can view the invoices using a preview feature or download them. This way, you can immediately see what you’ve been billed for and make the necessary payments.
* From your software package, you can forward these e-invoices to an accounting package so your accountant can process them further.
* You can use features to easily track and even make payments.
* You get real-time insights into your suppliers and costs.
* You receive feedback on sent invoices: are they accepted or disputed?

### Activating the Peppol inbox in your accountant’s accounting software:

* E-invoices are received directly in your accountant’s software. Your accountant can see and view the invoices.
* Only if there is an option to forward such invoices to you as the business owner will you be able to see them as well.
* Verification of the received invoice and payment tracking are then handled through your accountant’s accounting software

From the business owner’s perspective, it is therefore often most beneficial to receive these e-invoices directly in your own software.

\
If you activate your Peppol inbox in onFact, you’ll receive your e-invoices directly in your “Invoices to Process” list. If your bank account is linked, you can easily track payments for your purchase invoices. You can also forward these invoices to your accountant’s accounting software for processing via more than 30 active accounting integrations.

### Can I send and receive e-invoices via Peppol from different programs?

{% hint style="success" %}
YES AND NO
{% endhint %}

As a business, you must actively register your company on the Peppol network. Once you’re recognized on the network, suppliers can send you e-invoices, and you can also send e-invoices to customers.

#### &#x20;Sending E-Invoices

\
To send e-invoices to customers, you can use multiple **platforms at the same time**. This means your company can send e-invoices via Peppol using either Software A or Software B. You will likely need to verify your company once on each platform to use the Peppol services.

{% hint style="success" %}
One of the advantages of e-invoicing is that sending and receiving takes place via a closed network, the Peppol network. To be recognized on this network, you must verify your business once. Is your company a legitimate business? Are you an authorized representative of that company? Company verification ensures that only “legitimate” companies can register on the network and send or receive e-invoices.
{% endhint %}

#### Receiving E-Invoices

\
To receive e-invoices via the Peppol network, you must have an active “Peppol inbox”—your digital mailbox for e-invoices. However, you can only receive e-invoices via Peppol in one place: in practical terms, this means you can only have this Peppol **inbox activated in one program.**

\
Since you can only activate your Peppol inbox in one place, it’s best to consider where that would be most beneficial for you.

\
See also our article: "[Where do I activate my Peppol services? In my software or through my accountant?](#waar-mijn-peppol-diensten-activeren-in-mijn-programma-of-bij-mijn-boekhouder)"

### How does self-billing work via Peppol?

\
You can also use the Peppol network for self-billing. [Selfbilling-invoices](broken://pages/Ejr003BSUojRC54SXhbU)  can be both sent and received via Peppol.

#### &#x20;What is self-billing?

\
In self-billing, the customer (the buyer) creates an invoice in the supplier’s name, rather than the other way around. In other words, the customer is essentially invoicing themselves.

\
With a regular sales invoice, the supplier sends an invoice to the customer, after which the customer checks whether all the details on the invoice are correct. When you issue a self-billing invoice, this information has already been verified in advance, which reduces the risk of errors (and credit memos). Since you already know exactly what the invoice will contain, self-billing is often more efficient for some companies because it involves less administrative hassle.

#### &#x20;How can I send self-billing invoices via Peppol?

If your company is registered on the Peppol network, you need to check whether your current software package allows you to 1) create self-billing invoices and 2) send them via Peppol.

\
This is already possible in onFact. To create self-billing invoices, you can use the “[Purchase invoices](https://documentatie.onfact.be/apps/aankoopborderellen)” module. Document ready? onFact automatically detects whether your customer can receive it. If so, click “Send via Peppol” to send it to your customer via Peppol in a single step.

#### &#x20;How can I receive self-billing invoices via Peppol?

\
If your company is registered on the Peppol network, you’ll need to check whether your current software package allows you to 1) receive and 2) process self-billing invoices.

\
This is already possible in onFact. You can receive and view self-billing invoices with any onFact subscription. [With our affordable paid subscriptions](https://www.onfact.be/prijzen), you also have the option to save these documents in onFact in a separate journal, so you can share them with your accountant.

\
Since onFact also offers payment tracking, these documents can be linked to their corresponding payments after processing. This process is largely automated.

\
Click here to read more about self-billing in onFact: [Selfbilling-invoices](https://documentatie.onfact.be/apps/selfbilling-facturen)

### What about foreign suppliers? Or customers?

\
Sending and receiving e-invoices in Belgium will be mandatory starting January 1, 2026, for transactions between business-to-business (B2B) customers and government agencies (B2G) in Belgium. These e-invoices will be sent via the Peppol network, which means that all Belgian companies must be registered on this network as of that date.

\
Foreign suppliers or customers “may” also be registered on an e-invoicing network (Peppol or another), but this will largely depend on the relevant national policies. Peppol is not currently mandatory for cross-border transactions, but it is strongly recommended. Starting in 2030, a general requirement will take effect in the European Union, making Peppol mandatory for all B2B transactions.

#### &#x20;How can I receive invoices from foreign suppliers?

\
This supplier may still send you purchase invoices in a format other than an e-invoice. This could include an invoice sent by regular mail, a PDF file, etc. These documents can also be sent to you via email. That’s not a problem: you can upload and process them in your software package just as you did with other invoices in the past

{% hint style="info" %}
E-invoicing is already in use in some other EU countries. It is therefore quite possible that you might receive an e-invoice from, for example, a French or German supplier. You will receive such documents through your Peppol inbox.
{% endhint %}

#### Can I send invoices abroad via Peppol?

\
Since the e-invoicing requirement applies only to domestic transactions, you can still send an invoice to a foreign customer in other formats or via other delivery methods (by regular mail, PDF attachment, etc.).

\
However, it is quite possible that you might create an invoice for a French business customer and still be able to send it via Peppol. After all, e-invoicing policies are being rolled out in several European countries. If your software detects that the customer is registered with Peppol, you can send the invoice as an e-invoice—even to a customer abroad.

{% hint style="success" %}
As soon as you create an invoice in onFact, the system will check whether the customer is active on Peppol based on the VAT number you entered. If so, you’ll be able to send the invoice directly from onFact to this international customer via Peppol.
{% endhint %}

#### What if my customer doesn’t have Peppol?

\
Sending and receiving e-invoices in Belgium will be mandatory starting January 1, 2026, for transactions between business customers (B2B) and government agencies (B2G) in Belgium. These invoices will be sent via the Peppol network, which means that all Belgian companies should be registered on this network by that date.

\
If it turns out that your customer has not yet registered on the Peppol network, you will not be able to send them an e-invoice via Peppol. What can you do?

* The invoice can be sent using another method, such as email. The invoice itself will then not be an e-invoice, but rather, for example, a PDF attachment.
* In the accompanying email, you can encourage your customer to register with the Peppol network.
* You’ve tried to send your customer an invoice via Peppol, but the customer cannot be reached through this network. Any fines or consequences are the responsibility of your customer.

#### &#x20;Inviting Your Customer to Peppol

Do you use onFact? If so, you can easily send an invitation link to your customer. Through the  "[Recommend onFact](https://documentatie.onfact.be/instellingen/mijn-abonnement/beveel-onfact-aan)” page, you can easily invite customers to try onFact—and the Peppol services—for free. If your customer is convinced and decides to continue using onFact, you’ll receive a discount on your subscription. That’s a nice bonus

### What if I still receive an invoice via email?

\
Sending and receiving e-invoices in Belgium will be mandatory starting January 1, 2026, for transactions between business-to-business (B2B) and business-to-government (B2G) entities in Belgium. These invoices will be sent via the Peppol network, which means that all Belgian companies should be registered on this network by that date.

\
If it turns out that your supplier has not yet registered on the Peppol network, they likely cannot yet send you an e-invoice via Peppol. It is therefore possible that this supplier will still send you a PDF file via email instead of an e-invoice. What can you do?

* As of January 1, 2026, such an invoice **will not be legally valid**, so you could refuse it. From a commercial standpoint, that might not be the most appropriate course of action, but it is certainly an option.
* Contact your supplier and ask them to take the necessary steps to send e-invoices to their customers.
* If you are already registered on the Peppol network and have an active inbox, you are able to receive e-invoices. Any fines or consequences will be the responsibility of your supplier.

#### How can I invite my supplier to join Peppol?

\
Do you use onFact? If so, you can easily send an invitation link to your supplier. Through the “[Recommend onFact](https://documentatie.onfact.be/instellingen/mijn-abonnement/beveel-onfact-aan)” page, you can easily invite suppliers to try onFact—and the Peppol services—for free. If your supplier is convinced and decides to continue working with onFact, you’ll receive a discount on your subscription. That’s a nice bonus!

{% hint style="info" %}
Do you have any questions about PEPPOL? Contact our support team at <support@onfact.eu>. We'd be happy to help.
{% endhint %}


# API

The onFact API allows you to automatically call functions within onFact from an external program. For example, an external program can securely retrieve customer lists, create new customers, or generate documents.

\
An “API” is a technical interface that can be accessed from an external program. Accessing the API requires technical knowledge, and you will need to program new functions within the external program to interact with this API.

\
The “API” follows the classic REST architecture. Detailed information about each API function can be found at the following link: [API Reference](https://onfact.stoplight.io/)

{% embed url="<https://onfact.stoplight.io/>" %}

### Authentication

#### &#x20;API Key Authentication

\
The simplest way to authenticate the integration is via an API key. This method is intended for integrations developed specifically for a single company by that company. If you are developing an integration with onFact for multiple users, you should use “oAuth 2.0 authentication.”

\
For authentication via API key, you must add two headers to each request: the `X-SESSION-KEY` and the `X-COMPANY-UUID` headers. These can be found in onFact via the “Personal Settings” menu in the top-right corner.

#### &#x20;Retrieving Invoices

\ <mark style="color:blue;">`GET`</mark> `https://api5.onfact.be/v1/invoices.json`\
Retrieve a list of invoices

#### Headers

| Name           | Type   | Description          |
| -------------- | ------ | -------------------- |
| X-COMPANY-UUID | string | UUID van het bedrijf |
| X-SESSION-KEY  | string | API Key              |

200
\
{...}

#### URL Extensions

\
The REST API describes the resource endpoints without an extension; this must still be added to the URL. The extension determines the format in which the resources are displayed. In almost all cases, you will need to add the .json extension to the URL. For documents, you can also use the .pdf, .html, or .xml extensions.

\
To retrieve an invoice in JSON format, you will need to use the following request:

#### &#x20;Retrieve invoice details

<mark style="color:blue;">`GET`</mark> `https://api5.onfact.be/v1/invoices/:id.json`

Retrieve the information from 1 invoice

**Path Parameters**

| Name | Type   | Description |
| ---- | ------ | ----------- |
| id   | string | Factuur ID  |

**Headers**

| Name           | Type   | Description          |
| -------------- | ------ | -------------------- |
| X-SESSION-KEY  | string | API Key              |
| X-COMPANY-UUID | string | UUID Van het bedrijf |

200​

#### Special Functions

\
To simplify API usage, several special functions are built in when creating documents. For example, you can specify an action immediately upon creating a document so that onFact links the newly created document to a customer record or creates a new customer record if one does not exist. To do this, include the `X-ACTIONS` header with the value `FIND-OR-CREATE-CUSTOMER`.&#x20;

Possible values are:

* `CREATE-CUSTOMER`
* `FIND-OR-CREATE-CUSTOMER`
* `UPDATE-CUSTOMER`
* `FIND-PRODUCTS`
* `USE-FIRST-DESCRIPTION`
* `USE-FIRST-TOPTEXT-DESCRIPTION`

Multiple actions can be combined by separating them with a comma.

### &#x20;Create an invoice

<mark style="color:green;">`POST`</mark> `https://api5.onfact.be/v1/invoices/:id.json`

#### Path Parameters

| Name | Type   | Description |
| ---- | ------ | ----------- |
| id   | string | Factuur ID  |

#### Headers

| Name           | Type   | Description             |
| -------------- | ------ | ----------------------- |
| X-ACTIONS      | string | FIND-OR-CREATE-CUSTOMER |
| X-SESSION-KEY  | string | API Key                 |
| X-COMPANY-UUID | string | UUID Van het bedrijf    |

{% tabs %}
{% tab title="200 " %}

```
{
    "id": 123,
    "code": "Created"
}
```

{% endtab %}
{% endtabs %}


# VAT Number Validation

onFact allows you to easily look up a VAT number for a customer or supplier. onFact is connected to the [VIES](https://ec.europa.eu/taxation_customs/vies/) system of the European Union: all European VAT numbers can be searched and matching company data will automatically be retrieved.&#x20;

Company data can be found based on VAT number during the creation of a customer file or creation of a document. Simply fill the VAT number of your customer in the corresponding onFact field and click the 'Validate' button.&#x20;

## F.A.Q.

### Q: An error message is displayed: "Service Unavailable"

A: If there are issues with the [VIES service](https://ec.europa.eu/taxation_customs/vies/) (e.g. offline, connection problems, ...) that prevent onFact from communicating with the system, VAT validation can not be executed/data can not be retrieved. You can test via the [VIES website](https://ec.europa.eu/taxation_customs/vies/) whether or not there are current service issues.

### Q: An error message is displayed: "Structure Invalid"

A: A VAT number always starts with a country code, followed by the company registration number. For Belgium, every VAT number starts with 'BE0', followed by the 9-digit company registration number. Some entrepreneurs mix the two numbers up and forget the country code, which is necessary for validation.

### Q: Although the VAT number is 'valid', no company data is retrieved?&#x20;

A: Not every member state of the European Union offers a public database containing the address data of companies. For Spanish VAT numbers for example, VIES only communicates whether the VAT number is valid or not, but does not share any company address data.




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