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Sales invoices

Company+

Issuing invoices to customers, PDF with a QR payment code, a public link to the invoice and an overview of payments.

Available for:AdministratorUser

In the Sales invoices module you issue invoices to your customers. Each invoice gets a number from the company's number series, a PDF with a QR code for payment is generated for it, and you can send the customer a link to its web version. If you have the Payments module, eProtokol matches incoming bank payments and shows on each invoice whether it has been paid.

You will find it in the menu under Finance → Sales invoices. The module is part of the Company and All for business plans.

Who works with invoices

On the web and in the mobile app, invoices are handled by the company administrator and by users who have access to the Sales invoices module in their Role. With the čtení (read) level, they view invoices, share them and send them to the customer; on the web without the Nová faktura (New invoice) button and without saving changes in the detail. With the editace (edit) level, they can also issue, edit and delete invoices and manually mark them as paid or unpaid. With editace vlastních (edit own), they issue new invoices, but they can edit, delete and mark as paid or unpaid only the invoices they issued themselves. Only the administrator has the Nový kontakt (New contact) and Report přenesené DPH (Reverse-charge VAT report) buttons.

Invoice list​

The list shows the Číslo faktury (Invoice number), Odběratel (Customer), Datum vystavení (Issue date), Datum splatnosti (Due date), DUZP (date of taxable supply), the amount excluding VAT (the Celkem bez DPH (Total excluding VAT) column), the VAT amount (the DPH (VAT) column), and the Zobrazeno (Viewed) column with the date and time when the customer first opened the public link to the invoice. The amounts are calculated from the items in the same way as on the invoice. Below the list, the Celkem (Total) row shows the total excluding VAT and the VAT for all invoices matching the filter (not just the displayed page); invoices in different currencies are summed separately.

Using the filter button, you can narrow down the list by these fields:

  • Odběratel (Customer) and Stavba (Project),
  • Datum (Date, meaning the date of taxable supply) and Splatnost (Due date),
  • Částka (Amount, excluding VAT),
  • Režim DPH (VAT mode, DPH being Czech VAT) - VAT payer, reverse charge (§92a), non-payer,
  • Stav úhrady (Payment status) - paid, unpaid, overdue.

Each invoice has buttons to view the web version of the invoice and to copy the public link. Besides Nová faktura (New invoice), the page header also has Nový kontakt (New contact, for quickly adding a customer) and Report přenesené DPH (Reverse-charge VAT report).

Issuing an invoice​

  1. Go to Finance → Sales invoices and click Nová faktura.
  2. Check the Datum vystavení (Issue date), Datum zdanitelného plnění (Date of taxable supply) and Datum splatnosti (Due date). The due date is prefilled to 14 days after the issue date.
  3. The Číslo faktury (Invoice number) is filled in by the system according to the company's number series (both the pattern and the sequence). The form only shows a suggestion; the final number is assigned when you save and is shown in the confirmation. The Variabilní symbol (variable symbol, the payment reference used in Czech bank transfers) is prefilled with the digits of the invoice number. If you overwrite it (for example with the customer's contract number), it stays as you entered it; only an unchanged symbol is recalculated from the assigned number when you save.
  4. Select the Odběratel (Customer). If the customer is not in your contacts yet, add them with the plus icon next to the field.
  5. Choose the Měna (Currency: CZK, EUR, GBP, USD) and, if needed, the Stavba (Project) the invoice belongs to. Projects in progress and completed projects are offered; you can also issue an invoice without a project.
  6. Set the Typ daně (Tax type: VAT payer, reverse charge (§ 92a), non-payer) and the Platební metoda (Payment method: bank transfer, cash, credit card).
  7. Use Přidat položku (Add item) to add the items: name, quantity, unit, unit price, an optional discount in percent and the VAT rate. Change the order of items by dragging them.
  8. Optionally enter Sleva na celý doklad (%) (Discount on the whole document (%)) and drag attachments into the form.
  9. Click Create.

Once the invoice is created, its PDF is generated automatically and saved to it as an attachment. The app remembers a new invoice you are still working on, so you won't lose it even if you close the window by accident.

Calculation of amounts and VAT​

Totals are calculated continuously from the items: first the line discount, then the discount on the whole document. For a VAT payer, a VAT breakdown by rate (base, VAT, total) is shown below the items, together with the total amount excluding VAT, the VAT and the amount including VAT. For a non-payer, VAT is not calculated and the Date of taxable supply field is hidden.

The default tax type of a new invoice follows the Daň (Tax) setting in Nastavení firmy → Obecné (Company settings → General), which says whether the company is a VAT payer or not.

Reverse charge (§ 92a)​

For construction and installation work, you can invoice under the reverse charge regime (přenesená daňová povinnost under § 92a of the Czech VAT Act). The invoice then has zero VAT, and both the form and the PDF include a note about the reverse charge regime.

Conditions for § 92a

The regime cannot be used for a customer who is recorded in your contacts as not registered for VAT - in that case the tax type switches back to VAT payer by itself. In addition, when you save, the customer's DIČ (VAT ID) is verified in the ARES register (Czech companies) or in VIES (EU companies). Without a valid DIČ, the invoice cannot be saved in this regime.

Report přenesené DPH (a button in the list header) lists issued invoices under the § 92a regime for one month by the date of taxable supply (the previous month by default) with the customer, the customer's DIČ and the tax base, including the total for the month. It serves as the basis for section A.1 of the Czech VAT control statement (kontrolní hlášení), see Reports.

Invoice from invoice documents​

When you select a project in a new invoice, a list of Neúčtované podklady fakturace (Unbilled invoice documents) for that project appears. Invoice documents in the K fakturaci (To be invoiced) and Schváleno (Approved) status that are not linked to another invoice are offered. Ticking an invoice document prefills its lines into the invoice: material, custom items and waste disposal individually, work performed and machine hours as one summary line for the period of the invoice document. After saving, the invoice document is linked to the invoice, moves to the Vyfakturováno (Invoiced) status, and the list of invoice documents shows who invoiced it. See Invoice documents.

Editing and deleting​

Open an invoice by clicking its row and save your changes with the Edit button. The invoice number no longer changes after the invoice has been created. In an open invoice you will find:

  • buttons to open the PDF in a new tab and download the PDF,
  • Export ISDOC - a machine-readable invoice format (the Czech standard for electronic invoices) for accounting software,
  • the Úhrady (Payments) section with the payment status (paid, overpaid, partially paid, overdue, unpaid), the amount paid and a list of assigned payments.

To delete an invoice, use the bin icon in the list.

Each invoice has its own web page that the customer can open without logging in. It shows the amount due, account number, variable symbol, payment method, dates, supplier and customer details, the items, a QR code for payment and a Stáhnout PDF (Download PDF) button. For a non-payer of VAT, both the page and the PDF have the heading Faktura (Invoice); for a VAT payer, Daňový doklad (Tax document). Copy the link using the button in the invoice list and send it to the customer by e-mail or any other way. As soon as the page is opened for the first time, the time is recorded in the Zobrazeno column. Opening it with the web-version button in the list, that is, by a logged-in user of your company, does not count.

Invoice PDF appearance​

The PDF contains the company details from Nastavení firmy (Company settings), a QR payment code (the company's account number, the amount including VAT and the variable symbol) and the text from the Text v patičce dokumentů (Document footer text) field. The administrator can customise its appearance:

  • Layout PDF faktury (Invoice PDF layout) - classic, or boxed (framed sections, "amount due" and "issued by" boxes),
  • Pořadí polí u položek faktury (Order of invoice item fields) - applies to both the form and the PDF,
  • Skrýt logo v zápatí faktury (Hide logo in invoice footer) - without this option, the footer shows the company logo, or the eProtokol icon if the company has no logo,
  • Razítko s podpisem (Stamp with signature) - the uploaded stamp image is printed on the issued invoice; printing can be turned off without deleting the stamp.

You will find the layout and field order in Nastavení firmy → Doklady a číselné řady (Company settings → Documents and number series), and the logo and stamp on the Logo a barva (Logo and colour) tab. For details, see Number series and document appearance.

Mobile app​

The mobile app has an Issued invoices section:

  • a list with search and a filter by customer, project, payment status (paid, unpaid, overdue), date, due date and amount (excluding VAT),
  • issuing a new invoice in a wizard, manually or from a source document - from a sales order, a price quote or a saved invoice template (an invoice can be saved as a template),
  • PDF preview, sharing and Send invoice to customer - the customer receives an e-mail with the invoice as a PDF attachment,
  • manually marking an invoice as paid or unpaid.
Payment status without manual checking

With the Payments module and a connected bank, incoming payments are matched to sales invoices by variable symbol and amount. The payment status in the filter and in the invoice detail then updates by itself.

How invoices connect to other modules​