How to Create PDF Invoices
First, choose the type of invoice you want to generate. You can choose from several options:
- Invoice – tax document (for VAT payers)
- Invoice without VAT (for non-VAT payers)
- Advance invoice
The next step is to fill in the invoice number. The invoice number must always be unique (so it must not be repeated) and must form a numerical series. The recommended format is for example the year and the number of the invoice in the given year - 20090001. Every next invoice will have a number increased by one.
If you want the invoice to have a different issuance date than today, you can set it up. If you issue an invoice – tax document, you can also choose the date of taxable supply. In the next step, you are invited to choose the maturity of the invoice from given options. For example, if you choose a 14-day maturity, the invoice due date will be 14 days from the invoice issuance date.
We also recommend that you fill in your name and surname in the “Issued by” field, so your clients know who is responsible for the invoice.
In the settings section, you will find selections to influence the parameters of the generated invoice.
The “Pricing” selection determines whether item prices are entered with VAT (price excluding VAT is calculated), or the prices are without VAT and the price with VAT is calculated.
If you want to issue an invoice in a currency other than CZK, choose the currency you want from the “Currency” selection. As soon as you select a currency, you will see the exchange rate of the Czech national Bank of the given currency as of the date of issuance. If you change the issuance date, you will see the exchange rate of that currency for the selected issuance date.
If you want to round up the resulting amount of the invoice, select the rounding type you want from the “Rounding” selection.
The required type of payment for the invoice is chosen from the “Payment Method” selection. If you choose bank transfer, be sure to fill in your bank account number in the “Supplier” section.
The last selection in the invoice setting includes a scanned signature or signature stamp – a JPG, PNG or GIF image with recommended dimensions of up to 400x400px and max. size of 1MB.
In the Customer section, fill in the customer for whom you issue the invoice. If you start by filling the Customer’s company name, its name and address will be filled in automatically.
The Supplier section represents you or your business. As with the Customer, if you first fill in your company ID, the name and address will be filled in automatically.
If you are a VAT payer, be sure to fill in your VAT ID. If you are not a VAT payer, do not fill in the VAT ID – the invoice will then show that you are not a VAT payer.
If you have set the invoice payment method as bank transfer, do not forget to fill in your bank account. Just enter your account number in the standard format (e.g. 2700812412/2010). The name of your bank is automatically detected from the account number you entered and appears below the “Account Number” field. The IBAN (international bank account number) and SWIFT code are automatically generated from the account number you specify. Both of these items are essential for payments from abroad.
The final step to get your invoice is to fill in your invoice items. For each item you have the option to fill in the quantity, type of quantity units, description, VAT rate and price. If you issue a VAT-excluded invoice (you are not a VAT payer), the VAT selection will be inactive and will not appear on the resulting invoice.
With each adjustment of the quantity, price, or VAT rate, the total invoice price is automatically recalculated.
Before submitting the form, we recommend that you review the entered data once more. Then simply click on the “Issue Invoice” button and then you will be offered your PDF invoice for download. You can save it to your computer and print it, send it by email, or use it in any other way you see fit.