VAT invoices for tradesmen, from the quote

What does a VAT invoice from Quotebird show?

With Registered for VAT on in your business profile, every invoice carries your VAT number and its tax point, normally printed together as “Date and tax point”. Up to £250 including VAT, it shows the total and the VAT it includes, as a simplified invoice may. Over £250 it becomes a full VAT invoice: each line shows its VAT rate, its unit price and amount excluding VAT, and the foot shows the total excluding VAT, then the VAT.

A full VAT invoice names the customer and their address, so Quotebird won’t send one over £250 until the address is filled in. If you invoice more than 14 days after the job’s finish date, the tax point prints on its own line as that date. A limited company’s invoices add its company number, where it’s registered and, if it’s elsewhere, its registered office.

How do I turn a quote into an invoice?

Open the sent quote and look under Invoices. Tap Invoice the deposit, a stage’s Materials delivered or Mark as done, the Final invoice, or Invoice if there was no payment plan, and a draft opens with the customer, the items and the VAT. Alter the items to what you did, choose Payment due (on receipt, or 7, 14, 30 or 60 days) and send it by link, PDF or email.

No quote for it? A call-out or a quick bit of fault finding can be billed there and then: New on the Invoices tab, then Write an invoice.

Who numbers my invoices?

Our server does, the moment an invoice is sent, so the run has no gaps however many drafts you start and bin. Invoices go from INV-0001 onwards; credit notes have their own run, CN-0001. That’s why sending needs a signal, while drafting doesn’t.

How do I correct an invoice I’ve sent?

A sent invoice can’t be changed or deleted. If it should never have gone, say it was a duplicate, tap Void invoice and give the reason: it keeps its number, stays in your records as Void, and its link stops taking payments. You can void only before any payment or credit note.

To reduce it, issue a Credit note: it starts with the invoice’s items, you lower them to the amount you’re taking off and write the Reason. It prints the reason, refers to the invoice it corrects with that invoice’s date, and lowers what the customer owes.

How do I record cash or a bank transfer?

On the invoice, tap Record payment, then Cash, Cheque, Transfer or Other, with the day it arrived under Received on and any Reference. It saves with no signal. Paid in full, the invoice shows Paid; Share receipt sends a receipt stamped Paid. Recorded the wrong one? Reverse payment keeps it on record as reversed.