Invoices

With the Invoicing System addon, Bookicorn creates invoices to your customers and sends them by email. This page explains which purchases create an invoice, how you set up the invoice issuer and how you manage invoices in the Manager.

This isn't about the invoices you receive from Bookicorn for your plan. You find those under Settings → Plan & Billing.

Requirements for invoices

For Bookicorn to create invoices, you need two things:

1. The Invoicing System addon. You activate it in the Addon Store. Only then does the Invoices menu item appear in the Manager.
2. An active default invoice issuer under Manager → Invoices → Invoice Issuers. Without one, no invoice is created.

Which purchases create an invoice

So an invoice isn't only created with Stripe. Purchases with payment on site, bank transfer and PayPal also get an invoice, as soon as the invoicing system and invoice issuer are set up.

For bookings with the invoicing system, Bookicorn needs the customer's address. If it's missing, the booking window asks for it.

The logo on the invoice

Your studio logo appears on the invoice. You upload it under Manager → Settings → General in the Studio Branding section with Upload logo (JPG, PNG or SVG, max. 2 MB).

In the invoice issuer, you can also upload a separate Logo. Invoices for bookings then carry this invoice issuer's logo. If the invoice issuer has no logo of its own, the studio logo appears there.

Set up an invoice issuer

The invoice issuer is the sender of your invoices, with address, tax details and bank details.

1. Open Manager → Invoices → Invoice Issuers: app.bookicorn.net/rechnungssteller.
2. Tap Add Invoice Issuer.
3. Fill in the sections:
   • Basic Data: name (required), company, email, phone, website, logo
   • Address: street, postal code and city are required, plus house number and country
   • Tax Information: tax number or VAT ID (one of them is required, except for small businesses), VAT rate in percent
   • Bank Details: IBAN, BIC, bank, account holder
   • Invoice Settings: invoice number prefix (required), hyphens in the number, next number, Use as default invoice issuer
4. Save.

If you're a small business exempt from VAT, switch on Apply small business regulation (no VAT). The invoice then shows no VAT and carries your country's standard note. Only enter your own wording under Note on the invoice if your tax law requires something different.

If you issue invoices without VAT without being a small business, for example to companies in other EU countries, set VAT rate (%) to 0 and choose Reverse charge or VAT-exempt under Reason for 0 % VAT. The reason then appears on the invoice and in the e-invoice. With reverse charge, your VAT ID and your customer's VAT ID appear on the invoice; you enter the customer's in the customer sheet under Edit. Under Own note on the invoice you replace the standard text, for example with the legal basis of a VAT-exempt service.

You can't delete an invoice issuer that already has invoices.

Invoice numbers

An invoice number consists of the prefix, year, month and a four-digit sequential number, for example RE-2026-09-0001. With the Hyphens in the number switch, you decide whether the parts are joined with hyphens. Below the prefix, the Manager shows a preview of your next invoice number.

The sequential number keeps counting across the months and starts again at 1 in every new year. Cancellation invoices get their own number from the same sequence.

Invoices for offerings with a different invoice issuer

In the offering under Accounting, you choose the Invoice issuer for this offering:

• Automatic: a freelance trainer with their own invoice issuer bills themselves; otherwise your default applies.
• A specific invoice issuer: it issues all invoices for this offering. A share is then not paid out via Bookicorn.

Design and texts of the invoice

Under Manager → Invoices → Settings, you design your invoices: app.bookicorn.net/rechnungs-vorlage.

• Design: the Accent Color for the bar, heading and highlights
• Logo: a link to the studio logo in the general settings
• Texts: Header Text above the line items, Footer Text at the end, Text on credit notes, plus Payment Terms Text, Default Payment Terms in days and Due date counts from the invoice date or service date
• Display: whether phone number, email address, website, tax number and VAT ID appear on the invoice

The Preview immediately shows what the invoice looks like, also as a cancellation invoice. Under Send Test Invoice, you enter an email address and send a test invoice there with Send Test Email.

Copies for your bookkeeping

In the invoice issuer, you add email addresses under Recipients for invoice copies, for example for your tax advisor. These addresses receive every invoice and every cancellation invoice from this invoice issuer as a separate email with a PDF.

With Also applies to invoices from instructors, your bookkeeping also receives the invoices that self-employed trainers issue in their own name.

Manage invoices in the Manager

Under Manager → Invoices, all invoices are listed with customer, invoice number, invoice date, Sent, status and total amount: app.bookicorn.net/rechnungen. At the top, you see revenue, open and overdue invoices. You can filter by status and search. On a phone, an envelope icon next to the status shows that the invoice was sent by email.

When you tap an invoice, you can:

• View Invoice: look at the PDF. At the bottom of the sheet you download it with Download Invoice or print it with Print. In the app both buttons open the share sheet, on the iPhone it includes Print. Android shows no preview of the PDF; there you open it in your PDF app with these buttons.
• Send via Email: send the invoice as a PDF to the customer, as long as it isn't cancelled. The PDF always shows the current state, including your changes. You can also send a cancellation invoice this way later, for example if you chose Cancel without email when cancelling.
• Mark as Paid: for open invoices for bookings and for prepaid cards whose payment is still pending. The customer then gets a payment confirmation.
• Cancel at the bottom left: create a cancellation invoice. If the invoice has an email address, choose Cancel and notify customer to also send the cancellation invoice to the customer, or Cancel without email.
• Change and save the customer, invoice date, due date, service date and line items, as long as the invoice isn't cancelled. The Invoice Issuer is only shown: it is fixed together with the invoice number. If it is wrong, cancel the invoice and create it again with the right one.

Under Delivery you see when and to whom the invoice was sent by email, newest first. This includes the invoice attached to a booking or payment confirmation, every Send via Email, a related cancellation invoice (Cancellation invoice sent on) and copies to the addresses for invoice copies (Copy to accounting on). For older invoices Bookicorn sometimes only knows the time, then the address is missing. No email delivery recorded yet means that no email with this invoice is known. If you send an invoice again, the confirmation shows the last delivery.

Cancellation invoices

A cancellation invoice is created:

• when you cancel an invoice in the Manager with Cancel
• automatically when a booking that has an invoice is cancelled

The cancellation invoice refers to the original invoice and shows the amounts as negative.

Create your own invoices

You can also create invoices that don't belong to a booking:

1. Open Manager → Invoices and tap Create Invoice.
2. Choose the Invoice Issuer. The list shows company, person and number range, for example "Yoga studio · Anna Sample · RE-A", so you can tell two issuers of the same company apart.
3. Under Customer, choose an existing customer or New Customer and enter name, company, email, address, Country and VAT ID. For an existing customer, the invoice takes everything from their profile: company, contact person, email, address, country and VAT ID. If the customer is based in a different country than the invoice issuer, the country appears in the address on the invoice.
4. Under Line Items, add description, quantity and unit price. With Add item, you add more. Press Enter in the description to start a new line, the invoice keeps the line breaks.
5. Optional: Notes for the customer.
6. Tap Create invoice.

The invoice date is the day of creation; the due date follows your default payment terms. The invoice is only sent once you open it and tap Send via Email. Mark as Paid is only available for invoices for bookings and prepaid cards.

Frequently asked questions

Are invoices created for every purchase or only with Stripe? Not only with Stripe. With the invoicing system and a default invoice issuer, purchases with PayPal, payment on site and bank transfer also get an invoice. Exceptions are bookings paid with credits or entirely with a voucher, free bookings, credits granted by hand without an amount or with Create invoice turned off, and credit subscriptions via Stripe or PayPal.

How does my logo get onto the invoice? Upload your logo under Settings → General with Upload logo. If your invoice issuer has its own logo, invoices for bookings show that logo.

Why isn't my customer receiving an invoice? Check whether the Invoicing System addon is active and whether an active default invoice issuer is set up under Invoice Issuers. A booking with credits doesn't create its own invoice.

Can I change an invoice afterwards? Yes, as long as it isn't cancelled. Open it under Invoices, change the details and save.

Where do I find the invoices for my Bookicorn plan? Under Settings → Plan & Billing in the Invoices tab.

More pages

• Invoicing System (addon) →
• DATEV Export →
• Payment on site and bank transfer →
• Self-employed trainers with their own invoices →