How do I set up invoicing?

💡Only account creators can activate invoicing. The account creator also has to send the first invoice before anyone else can bill clients.

This article helps you configure your invoice settings. Jump to:

• How do I include VAT in invoices?
• How do I add my logo to invoices?
• What are payment terms?
• What is an invoice prefix?
• How do I change the invoice language?
• Adding a personal message to invoices
• How can I enable e-invoice receiving?

How do I add VAT to invoices?

If you can’t see anywhere to add VAT in the invoicing tool, make sure you’ve added your VAT number to your Holvi account.

See our guide: How do I add my VAT number?

How do I add my logo to invoices?

Go to Invoicing > Settings then follow the instructions to upload your logo. The max file size for invoice logos is 1 MB – this keeps your invoicing fast and light.

Your logo will appear in the top right hand corner of your invoice.

What are payment terms?

Payment terms tell your clients when you expect an invoice to be paid – for example, 7 days, 14 days or 30 days after you issue an invoice. To get started, set your default payment terms in your invoice settings. Standard payment terms are 14 days, so we’ve made this the default. 

You can adjust your payment terms on individual invoices if you want clients to pay sooner or later.

What is an invoice prefix?

An invoice prefix is an alphanumeric code that comes before the invoice number. You can use the invoice prefix field to specify customers, projects or other subsets of your invoicing classification – or just add a touch of branding.

Setting an invoice language

Your invoice language determines all the labels on your invoice – for example, Issue date, due date, delivery date, reference number.

Changing the invoice language will not automatically translate your item names or personal notes to that language. 

Our current language options include:

• English
• Finnish
• German

Including a personal message

Use the personal message field to share additional information with clients, such as your website url or late payment fees. You can also use this field to include discount codes for future work – or simply include a nice thank you note.

You can format this text using markup for a professional look and feel. To do this, click the green Formatting help button below the personal message box. Personal messages will appear on your invoice directly below the invoice subject and above your invoice items.

You can always customise your personal message when creating individual invoices, under Invoice details > Add more details.

Enabling e-invoices

Go to Accounts > Received e-invoices.

Select Enable e-invoice receiving.

We will create an e-invoice address for you, which other companies can use to send you e-invoices.

You will receive a notification when your address is activated. The information can also be found in the same settings view.

You can read more about e-invoicing here.