Invoices

Bookicorn automatically creates invoices for all payments. This guide explains the invoice system.

Overview

Automatic Invoices

An invoice is automatically created for every payment:

Purchasing credit packages
Direct payment for courses
Subscription renewals
Add-on activations

Invoice Types

Type	Description
Standard invoice	For one-time payments
Subscription invoice	For recurring payments
Credit note	For refunds

Setting Up the Invoice Issuer

Studio Invoice Issuer

Under Invoices → Invoice Issuer, you configure your company details:

Required information:

Name/company
Street and house number
Postal code and city
Invoice number prefix

Tax information:

Tax number or VAT ID
Or: Small business status (§19 UStG)

Bank details:

IBAN and BIC
Bank name
Account holder

Optional information:

Email for invoice dispatch
Phone
Website
Logo (appears on the invoice)

Invoice Numbers

Format

Invoice numbers are automatically generated:

[PREFIX]-[YEAR]-[MONTH]-[NUMBER]

Example: RE-2025-01-0042

Configuration

Setting	Description
Prefix	e.g. "RE", "INV", custom abbreviation
Start number	Which number to begin from
Annual reset	Numbers restart at 1 each year

Example Sequence

January 2025:   RE-2025-01-0001, RE-2025-01-0002, ...
February 2025:  RE-2025-02-0001, RE-2025-02-0002, ...

Managing Invoices

Invoice Overview

Under Invoices, you can see all invoices with:

Invoice number
Customer (name and company)
Service (what was purchased)
Date
Amount
Status

Status Types

Status	Meaning	Color
Open	Not yet paid	Yellow
Paid	Payment received	Green
Overdue	Due date exceeded	Red
Cancelled	Invoice was cancelled	Grey

Actions

View: PDF preview in browser
Download: Download PDF
Email: Resend invoice
Cancel: Cancel invoice

PDF Invoices

Content

Each invoice contains:

Header:

Logo (if stored)
Invoice issuer address
Customer address
Invoice number and date

Services section:

Line item(s)
Description
Quantity
Unit price
Total price

Footer:

Net amount
VAT (or small business notice)
Gross amount
Bank details
Tax number/VAT ID

Design

Professional layout
Studio branding with logo
Print-ready
PDF/A compliant

Trainer Invoices

For Self-Employed Trainers

Self-employed trainers can create their own invoices:

Trainer sets up their own invoice issuer
When their courses are booked, their invoice is created
Invoices appear in their trainer dashboard

Access

Trainers can see their invoices under Trainer → Invoices:

Statistics (total, open, paid, revenue)
Invoice list with filtering
PDF preview and download

More on this: Trainer subletting →

Small Business Regulation

§19 UStG

If you are a small business owner (Kleinunternehmer):

Enable "Small business" in the invoice issuer settings
Invoices will then contain:
- No VAT
- Notice: "According to §19 UStG, no VAT is charged"

Requirements

Annual turnover below €22,000 (previous year)
And projected below €50,000 (current year)

Email Dispatch

Automatic Dispatch

Invoices are automatically sent by email:

To the customer's email address
With PDF as attachment
With individual subject line

Email Content

Subject: Your invoice RE-2025-01-0042

Dear [First name],

please find your invoice for [service] attached.

Invoice number: RE-2025-01-0042
Amount: €50.00
Status: Paid

Kind regards,
[Studio name]

Cancellations

Cancelling an Invoice

Open the invoice
Click "Cancel"
Confirm the cancellation
Credit note is created

Credit Note

References the original invoice
Negative amount
Its own invoice number (e.g. ST-2025-01-0001)

Frequently Asked Questions

Can I create invoices manually?

Currently, invoices are created automatically upon payment. Manual invoice creation is planned.

Can I customize the design?

The standard design is professional and includes your logo. Individual designs are not currently possible.

Where can I find older invoices?

All invoices are stored indefinitely. Use the filters (date, status) to find older ones.

What about incorrect invoices?

Cancel the incorrect invoice and create a new one if needed (by rebooking with the correct data).