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1. Registration:
You can register from within the portal.
You should fill in the data fields like so:
Once you have entered your information, click [Continue] to proceed to the next step.
You will receive an e-mail with a confirmation code. Copy your confirmation code and enter it in the Invoice-Portal.
An e-mail will follow to inform you about the registration processing. Please allow up to 4 hours for this step to be completed a member of our team has to review and accept your registration.
Once your registration has been reviewed you will receive a confirmation email notifying you that your account has been activated.
After that, you can go to login on the login page.
2. Adding & Managing Clients:
Before creating an invoice, you must first add information about your clients.
You can do this by clicking the [Clients] tab in the top menu, and clicking the green [+ New] button, like so:
Then, you will be asked to enter details about your client.
There is a mixture of mandatory and optional fields. If you do not enter data into all of the Mandatory fields, you will receive an error message.
Client Data Fields:
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Client Name (mandatory)
Add the full name of your client’s company
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Different Trade Name (optional)
Enter any alternative name that your client’s company might have.
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Reference number (mandatory)
This is so that your clients can have unique invoice numbers over time. If applicable, you should add the routing/Leitweg ID of your client (e.g. route ID: 16900664-0001-43).
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VAT ID or Tax Number (optional)
In Germany, invoices often require either a tax number issued to the company operator by the tax office; or a VAT ID number issued by the Federal Central Tax office.
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Registration code (optional)
This would be the registration code of the buyer’s electronic address identification scheme (for example, 0088 for EAN).
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Registration Value (optional)
This identifies the client’s electronic address to which their document should be delivered (e.g. 987654321).
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Registration Code and Registration Value (optional)
This field is only applicable if you are using the Dutche invoice format ‘Simple Invoice’.
Click here for more information.
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Email Address (optional)
This will be the default email address that invoices will be sent to when you choose to send them in that method. You can reset this address after sending invoices. If you are sending invoices via PEPPOL, this field won’t be required.
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Country (mandatory)
Enter the location of your client’s company.
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PEPPOL Code ID (optional)
If the invoice is sent via the PEPPOL Network, the PEPPOL ID issuing office will be required. If you are sending invoices via email, this will not be required.
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PEPPOL Code Value (optional)
If sending by PEPPOL, your client’s PEPPOL ID will be required. You can find their PEPPOL ID via the PEPPOL Directory.
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Payment Method (optional)
Select an option from the list offered, if it is worth providing this information to your client.
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Payment Terms (optional)
These can be saved in your general settings if you have the same payment terms for all of your clients.
However, if you need to specify unique terms for each client, this is where you can choose those terms.
Client Address:
The following information must be provided:
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Street
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Street 2 (optional)
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ZIP
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City
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Country Subdivision (State/County/etc)
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Country
It is also possible to assign multiple addresses to a single client, where necessary.
Before sending an invoice to your client, you will be asked to select where that invoice ought to be addressed. You will be able to choose from the list of addresses you have made for that client:
3. Creating Invoices/Templates & Sending Invoices:
3.1: Create a Template
To create a new invoice for any of your clients, go to the [Invoices] tab in the top menu, then click the green [+ New] button.:
You will then be shown a pop-up window which will allow you to enter the main information of the invoice, as such:
Once you have finished entering the relevant info, you can click [Submit].
This information will invoice then be saved as an invoice template for this client.
For the invoice payment terms, you can choose them in your general setting or by editing your client-specific payment terms.
3.2: Edit Your Template
Next, you will see another invoice with the main fields automatically filled in as per the data you entered in Step 1.
From here, you can adjust and change the individual terms of the specific invoice:
Under the [Delivery] field, you can select a pre-determined address or add a new billing address.
3.3: Choose Your Format
You can view your invoice in various formats (PDF, XRechnung, ZUGFeRD, PEPPOL BIS, etc), and select the appropriate format you should send it in:
3.4: Choose How to Send
Now you can choose how to send your invoice – via Email or PEPPOL:
3.5 (optional): Additional Settings
The Invoice-Portal has an extensive administration menu in which to specify additional settings regarding the invoice products or any other invoice characteristics. See below:
4. Dashboard & Overview:
If you click the [Dashboard] tab in the main menu, you will be presented with an overview of your invoices.
The overview tells you the status of your invoices. See below:
Finally, if you go to the [File Transfer] tab, you will see a list of your current and past invoices. This section will give you more detailed information about your invoices (such as date, client, and amount billed):
5. Invoice-Portal Support:
If this manual doesn’t answer your questions or you have any other queries, don’t hesitate to contact us directly:
support@invoice-portal.de
