Creating and sending an invoice and recording a payment

You create invoices to your customers under Offertes & facturen → Facturen (Quotes & invoices → Invoices). An invoice starts as a draft, gets a final number when it is sent and then keeps track of what has been paid. For this you need the add-on Offertes & Facturatie (Quotes & Invoicing). The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.

Creating a new invoice

1. Click Nieuwe factuur (New invoice).
2. Choose the Klant (Customer) and fill in Referentie (Reference), Factuurdatum (Invoice date) and Betaaltermijn (dagen) (Payment term (days)). The payment term is set to 14 days by default.
3. If you have switched on factoring in the company settings, choose at Factuurstandaard (Invoice standard) between Eigen rekening (Own account) and Factoring. That determines which payment details appear at the bottom of the invoice.
4. Under Regels (Lines), add your lines with Regel toevoegen (Add line). A Factuurregel (Invoice line) counts towards the total, a Notitieregel (Note line) is free text. Per line you fill in Omschrijving (Description), Aantal (Quantity), Eenheid (Unit), Stuksprijs (€) (Unit price (€)), Btw % (VAT %) and Korting % (Discount %).
5. Optionally set a Factuur-brede korting (Invoice-wide discount) and fill in the tabs Omschrijving, Opmerkingen (Remarks) and Interne notitie (Internal note).
6. Save. The invoice is now a draft without a number.

You can also start from an accepted quote with Maak factuur (Create invoice). See Having a quote accepted and signed.

Tabs and statuses

The overview has the tabs Concept (Draft), Verstuurd (Sent), Te laat (Overdue), Betaald (Paid), Credit and Alle (All). An invoice is Concept, Verstuurd, Deels betaald (partly paid), Betaald, Geannuleerd (cancelled) or Gecrediteerd (credited). If the due date has passed and an amount is still outstanding, Beamcore shows Te laat.

Sending the invoice

1. Open the draft and click Versturen (Send).
2. Check the E-mailadres (optioneel) (Email address (optional)) and optionally fill in a Begeleidende tekst (optioneel) (Covering text (optional)).
3. Click Versturen.

The invoice gets a number, the status Verstuurd and a due date: the invoice date plus the payment term. The recipient gets an email with the invoice as a PDF and the button Factuur online bekijken (View invoice online).

Only a draft can be edited or deleted. So check the invoice before you send it.

The online invoice

The link in the email opens the invoice as a PDF, without logging in. Paying online through the link is not available. The customer transfers the amount according to the payment text on the invoice, and you record the payment as soon as it has come in.

Recording a payment

1. Open the invoice and click Betaling registreren (Record payment). You need the right Betaling registreren.
2. Fill in Bedrag (€) (Amount (€)). The outstanding amount is already filled in.
3. Choose the Betaaldatum (Payment date) and the Methode (Method): Bankoverschrijving (Bank transfer), Contant (Cash), iDEAL or Overig (Other). A Referentie is optional.

If you record less than the total, the status becomes Deels betaald. You can record several payments. Once the total has been reached, the status becomes Betaald. All payments are listed in the table Betalingen (Payments) below the invoice, and at Betaald / openstaand (Paid / outstanding) you see the balance.

Invoice milestones in the planning

For a part in the project planning you can switch on Factuurmijlpaal (Invoice milestone) and fill in a Factuurbedrag (€, excl. btw) (Invoice amount (€, excl. VAT)). As soon as the part gets the status Klaar (done), Beamcore automatically creates a draft invoice for the customer of the project, with one line for the milestone and 21% VAT. This happens once per part. The invoice is under the tab Concept. You check and send it yourself.