Invoicing System
With the Invoicing System addon, Bookicorn issues invoices to your customers and sends them by email. In the Manager, you get the Invoices area with the invoice list, invoice issuers and the settings for how your invoices look.
The detailed guide with all settings is under Invoices.
Activate the Invoicing System
- Open Manager → Addon Store: app.bookicorn.net/addon-store.
- Tap Invoicing System and then Activate.
Only owners and administrators of the studio can activate addons. After activation, the Invoices menu item appears in the Manager with the sub-items Invoice Issuers and Settings.
Set up the Invoicing System
After activation, two steps are needed so that invoices are created:
- Create an invoice issuer: under Manager → Invoices → Invoice Issuers, you add your company details with Add Invoice Issuer: name, address, tax number or VAT ID and the prefix for the invoice numbers. Switch on Use as default invoice issuer.
- Logo and design: you upload your logo under Manager → Settings → General. You set the color, texts and payment terms under Manager → Invoices → Settings.
Without an active default invoice issuer, no invoice is created.
What the Invoicing System unlocks
- Invoices for bookings: for every booking with a price that is paid through Stripe, PayPal, payment on site or bank transfer, the invoice is attached to the booking confirmation.
- Invoice list: all invoices with status, filter and search under Manager → Invoices
- Manual invoices: with Create Invoice, also invoices that don't belong to any booking
- Cancellation invoices: when you cancel an invoice, and automatically when a booking with an invoice is cancelled
- Invoice issuer per offering: in the offering under Accounting, a separate invoice issuer instead of your default
- Copies for accounting: email addresses that receive every invoice and cancellation invoice as a PDF
- Invoices from self-employed trainers: trainers with their own invoice issuer issue invoices for their offerings in their own name
Bookicorn creates invoices for payments through Stripe as ZUGFeRD PDFs. That's a PDF with the invoice data also embedded in machine-readable form.
For the export to your tax advisor, there's the separate DATEV Export addon.
Customer addresses
With the Invoicing System active, every paid booking and every paid purchase needs a customer address. If it's missing, the booking or purchase window asks for it before the customer pays.
Frequently asked questions
Do purchases with payment on site also get an invoice? Yes. For bookings, the invoice is created immediately with the status Open. If the customer buys a prepaid card themselves, it's created as soon as you confirm the payment has been received. If you grant credit in the Manager with Payment pending, it's created immediately with the status Open.
Why isn't an invoice created even though the addon is active? Usually the active default invoice issuer is missing. Check under Invoices → Invoice Issuers whether one is marked as Default and is Active.
Does my logo automatically appear on the invoice? Yes, the studio logo from Settings → General. If the invoice issuer has its own logo, invoices for bookings show that logo.
Can I write invoices myself? Yes, under Invoices with Create Invoice.