Creating invoices in Teamleader One

As a business owner, it's important to issue invoices to document your income and provide your customers with a legal proof of sale or service. This is crucial for your accounting, tax returns and ensuring your right to payment. Below, you’ll find guidance on how to create an invoice in Teamleader One.

 

 

 

Your first invoice

Are you creating your first invoice in Teamleader One? There are a few things you'll need to set up just once:

  • Company settings: Your customer should clearly see who the invoice is from. Add your company name as registered in the Crossroads Bank for Enterprises, along with your email address, address and VAT status.

    Depending on your VAT status (only for Belgian companies), there may be an additional line on your invoice, such as Small business subject to exemption scheme - VAT not applicable or VAT exempt under Article 44 of the VAT Code.

  • Bank details: Ensure all your bank information is included on the invoice so your customer knows how to make payment. (Don’t forget your VAT number. If you don’t have a VAT number yet, it’s best to wait before finalising invoices until you can include it.)

  • Logo: While adding a logo isn’t mandatory, it can enhance the appearance of your invoices and make your brand more recognisable. A well-designed invoice is often paid more quickly, which is certainly beneficial.

  • Invoice number: When creating your first invoice, you can choose the format of the invoice number at the time of finalising the invoice. For example, you can add letters, such as invoice or an abbreviation of your company, followed by a numeric sequence that automatically increases with each new invoice.

  • Currency: By default, the currency is set to euro. Other currencies can be added in the settings.

 

Creating the invoice

To create a new invoice, click on Add Invoice. Then, follow these steps:

 

(1) Add customer

  • New contact: Fill in your customer's details and click on Save.

  • Existing contact: Click on Select and choose a customer from your contact list.

  • Make sure important details, such as the name and VAT number, are correct. Without a VAT number, your customer cannot reclaim VAT, which could lead to a credit note.

 

(2) Add product line

  • New product: Fill in all the details of the product or service you are invoicing. You can also add this product to your catalog for future use. Add a discount if necessary and then click on OK.

  • Existing product: Select a product from your catalog, fill in the necessary details (e.g. the quantity), add a discount if necessary and click on OK.

 

(3) Add extra product lines

If you would like to invoice multiple products or services, you can add extra lines. Just follow the same steps as when adding the first line.

 

(4) Reference numbers + Notes and comments

Enter the buyer reference or order reference (PO number) at the top, if applicable.

 

Optionally, you can add extra information for the invoice recipient at the bottom and click on OK. This information only applies to this invoice and will not be automatically transferred to future invoices.

 

(5) Options

Adjust the currency if needed and add any additional attachments.

 

(6) Save as draft

Your invoice will be automatically saved as a draft. The document does not yet have accounting value and no VAT is due. You also have the option to send your invoice as a pro forma. This can be done via the three dots in the top right corner.

 

(7) Finalise and send

Click on Finalise to make the invoice definitive, after which you can choose the invoice date. By default, this is the date you book the invoice, but you have some flexibility to choose a different date. Please note that the chosen date cannot be earlier than the previous invoice and you can also choose a future date, as long as it is within certain limits. Then set a payment term by adjusting the due date and clicking on OK.

 

Next, click on Send to email the invoice to your customer or to send the invoice to your customer via the Peppol network. For emails, the to address and the subject will be automatically filled in, but you can adjust the details if needed. You can also modify the CC recipients and fill in the message. The invoice will be automatically attached.

 

Additional options

After creating your invoice, you can mark your invoice as paid.

 

Through the three dots in the top right corner, you have various options to manage your invoice, depending on its status:

  • Send: This option is available after finalising the invoice.

  • Duplicate: This option is available both for and after finalising the invoice.

  • Create credit note: This option is available after finalising the invoice.

  • Download: This option is available both for and after finalising the invoice. Would you like to download several documents at once? Find out here how to do it.

  • Back to draft: This option is available after finalising the invoice. You can then adjust your last created invoice.

  • Send pro forma invoice: This option is available before finalising the invoice.

  • Delete: This option is available before finalising the invoice.

 

Exporting invoices

Besides downloading individual documents, you can also export multiple invoices at once from the overview. This is handy for your own archive or for the accountant.

  1. Go to the overview of your Invoices.

  2. Use the checkboxes on the left to select the documents you want.

  3. The Export button at the top of the overview will now become clickable. Click on it.

  4. You will receive a ZIP file containing your export. 

    Export format: We export documents as UBL where possible. If there is no UBL file, the PDF will be included in the export.

Please note that the checkboxes next to your invoices are for the export function only. You cannot perform a partial synchronisation with these.

 

With these simple steps, you can manage your invoices quickly and efficiently!