# Creating and Sending Invoices

## Create

Click 'Create a new invoice' to create a new invoice. In this view you have:

- A list of unsent invoices. You can select different invoices, and send them using 'Send'. Add or remove invoices with the '+' and '-' buttons.
- A preview of the selected invoice.
- General invoice information, including:
  - Invoice number. The invoice number is automatically set to the previous number + 1. The app will disregard any textual prefix or suffix.
  - Recipient. Choose a customer from the built in contacts database, or enter a new name and press Enter to create a new contact immediately.
  - Invoice template. You can select between all builtin or custom templates that support the currently selected language.
  - Language. You can select between the languages of the currently selected template. Note that Economacs is limited to English, French, German, Spanish, Italian, Swedish, Norwegian, Danish, Finnish and Dutch.
- Invoice lines. Each invoice line can refer to a product in the product list, in which case the price and VAT level default to the values in the product list. If an invoice line does not refer to an existing product, Economacs will create the invoice entries based on the information given for the default product in the product list. Even if you do use an existing product, you can change the price on the invoice item (without affecting the price in the product list or other invoices). Only needed columns will be displayed on the invoice; for example, if you've entered a comment for one invoice line, a comment column will be shown on the invoice. You can limit which columns are displayed by selecting Settings / Invoicing and checking the different column names listed.
- Below the invoice line table there are a few additional settings:
  - Rounding. An extra "rounding" item will be added to the invoice to make the total amount due an integer amount.
  - The 'Add VAT' checkbox controls whether VAT is added to the invoice. If this is selected Economacs will add VAT according to the VAT rate specified for each invoice item on the invoice. If you are based in the EU and invoicing a company in a different EU country you can verify the validity of the recipient's VAT registration number. Enter the number on the invoice (including the initial two-letter country code), and then click 'Check VAT #'. This feature uses the EU-VIES service, which passes the request on to the tax authorities in the respective countries. The availability of this service is varied, especially with regards to Danish VAT numbers. If you don't get VAT on the invoice despite having this box checked:
    1. Have you created at least one product? If you don’t want to use products on your invoice, you still need to create one and make it the default.
    2. Does the product have a sales account?
    3. This sales account, does it have a VAT level (check under Accounts)?
    4. This VAT account - does it have a VAT rate (check under Settings / VAT)?
  - A discount at the invoice level. Only relative (%) discounts are supported.
  - Currency. Note that the amounts aren't recalculated automatically after changing currency.

## Send

The 'Send' button marks the invoice as 'sent' in the application. The invoice is transferred to the folder for the corresponding fiscal year (if you haven't created a fiscal year containing the invoice date, you may need to do so under Settings / Fiscal Years. To send the invoice to the customer (by e-mail or on paper) use the invoice list for the fiscal year. Select the invoice there and choose File→Print… from the menu. Click the 'PDF' button if you want to get a PDF of the invoice for e-mailing.

If your printer supports printing on C5-sized envelopes, Economacs can print a suitable envelope with your address and the customer's address. Select the invoice (either here before sending it or in the invoice list after sending it) and click the envelope icon at the bottom.