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v26.3

Customer Invoices

DiKAS creates complete customer invoices — for corporate customers, house tabs on account, catering billing, and recurring services. The invoicing includes PDF generation, email delivery, SEPA direct debit, cash discount, and a three-level dunning process.

Admin → Customers → [Customer] → Invoices

When Do I Need Invoices?

Use Case Description
House Tabs / Consolidated Invoice Regular customer pays by house tab, monthly consolidated invoice
Catering Corporate event billed after the fact
Corporate Meals Lunches for company employees
Subscriptions Recurring services (→ Subscriptions)
Workshop Repair job order billed as invoice

Creating an Invoice

Automatically (from House Tabs)

When a customer pays by house tab (payment method "on account"), the open amounts accumulate on the customer account. The invoice is created from these:

  1. Admin → Customers → [Customer] → Invoices
  2. "+ New Invoice"
  3. Open house tabs are automatically listed as line items
  4. Set invoice date and payment terms
  5. "Create" → invoice number is assigned, POS receipt is generated

Manually

You can also create invoices without prior house tabs:

  1. "+ New Invoice"
  2. Add line items manually (description, quantity, unit price, tax rate)
  3. Optional: discount per line item
  4. Set invoice date and payment terms
  5. "Create"

From Workshop Job Order

When a workshop job order is completed:

  1. Set job order status to "Completed"
  2. Click "Invoice" → invoice is created automatically
  3. Labor and materials are carried over as line items
  4. Job order number is referenced in the invoice

Invoice Line Items

Each line item contains:

Field Description
Description Article name or free text
Quantity Count (default: 1)
Unit Price Price per unit
Tax Rate 19 %, 7 %, or 0 %
Discount % Line item discount in percent
Net Quantity × unit price × (1 − discount%)
VAT Net × tax rate / 100
Gross Net + VAT

Invoice Content

══════════════════════════════════════════
  Pizzeria Da Mario
  Hauptstraße 12, 80331 München
  Tax number: 143/123/12345
══════════════════════════════════════════

  INVOICE No. RE-2026-0042

  To:
  Firma Müller GmbH
  Thomas Müller
  Industriestraße 5
  80333 München

  Date: 05.03.2026
  Payment due: 19.03.2026
  Cash discount: 2 % if paid by 12.03.2026

  ─────────────────────────────────────
  Pos  Description        Qty    Amount
  ─────────────────────────────────────
   1   Lunch menu           12  143.88
   2   Beverages flat rate   1   35.00
  ─────────────────────────────────────
  Net:                        150.32
  VAT 19 %:                    13.70
  VAT  7 %:                    14.86
  ─────────────────────────────────────
  Total:                      178.88

  Please transfer the amount
  by 19.03.2026 to the following account:

  IBAN: DE89 3704 0044 0532 0130 00
  BIC: COBADEFFXXX
  Reference: RE-2026-0042

══════════════════════════════════════════

Invoice Status

An invoice goes through the following statuses:

Draft → Open → Partially Paid → Paid
             → Overdue → Dunning 1 → Dunning 2 → Dunning 3
             → Cancelled
Status Description
Draft Invoice has been created, can still be edited
Open Invoice has been sent, payment pending
Partially Paid A partial amount has been posted
Paid Fully paid (manually or via bank import)
Overdue Payment due date exceeded
Dunning 1–3 Dunning notices sent (→ Dunning)
Cancelled Invoice was cancelled, credit note created

Net Mode (Reverse Charge)

For corporate customers in the EU outside Germany with a valid VAT ID (e.g., FR12345678901, AT12345678):

  • DiKAS automatically detects based on the VAT ID whether reverse charge applies
  • Criterion: VAT ID starts with a 2-letter country code that is NOT "DE"
  • Invoice line items are shown with 0 % VAT
  • The note "Steuerschuldnerschaft des Leistungsempfängers (Reverse Charge)" (reverse charge — VAT liability transfers to the recipient) is added
VAT ID Result
DE123456789 Normal taxation (19 %/7 %)
FR12345678901 Reverse Charge (0 %)
AT12345678 Reverse Charge (0 %)
143/123/12345 (tax number) Normal taxation

Cash Discount (Skonto)

Offer your customers an incentive for prompt payment:

Field Description
Discount Percent Deduction for payment within the deadline (e.g., 2 %)
Discount Days Deadline in days from invoice date (e.g., 7 days)
Discount Amount Automatically calculated deduction
Discount Deadline Calculated date (invoice date + discount days)

Sending an Invoice

By Email

  1. Open invoice → "Send by email"
  2. Email preview is displayed (subject, text with placeholders)
  3. Optional: adjust text
  4. "Send" → invoice as PDF and ZUGFeRD XML attached

Available placeholders:

Placeholder Replaced by
{Firma} Customer company name
{Name} Customer display name
{Vorname} / {Nachname} First and last name
{RechnungsNr} Invoice number
{RechnungsDatum} Invoice date (dd.MM.yyyy)
{FaelligDatum} Payment due date (dd.MM.yyyy)
{Netto} / {MwSt} / {Brutto} Amounts (formatted: 1,000.00 €)
{OffenerBetrag} Outstanding balance
{IBAN} / {BIC} / {Bank} Your bank details
{Kontoinhaber} Your account holder
{Mandatsreferenz} SEPA mandate reference

As PDF

  1. Open invoice → "PDF"
  2. PDF is generated (FlexCel template) and offered for download
  3. Print or send manually

ZUGFeRD (E-Invoice)

DiKAS generates a ZUGFeRD XML file for every invoice — the machine-readable e-invoice format that is increasingly mandatory in B2B from 2025.

  • Download via "XML" button
  • Also automatically attached when sending by email

Alternative Invoice Address

If the invoice address differs from the customer master data (e.g., central accounting department):

Field Description
Invoice Company Name Alternative company name
Invoice Contact Name Alternative contact person
Invoice Street Alternative street
Invoice Postal Code / City Alternative postal code and city

These fields can be set directly on the invoice or in the subscription.

Credit Note / Cancellation

If an invoice needs to be cancelled:

  1. Open invoice → "Cancel"
  2. DiKAS creates a credit note (invoice with negative amounts)
  3. The original invoice is set to status "Cancelled"
  4. The credit note references the original number

Payment Receipt

Invoice detail with line items and status

Manual

  1. Open invoice → "Record payment"
  2. Enter amount and payment date
  3. Optional: note (e.g., transfer reference)
  4. Status changes to "Paid" (or "Partially Paid" for partial payment)

Automatic (Bank Import)

If you use the bank import, DiKAS automatically recognizes incoming payments based on invoice number, customer name, IBAN, and amount — and assigns them to the invoice.

→ Banking & SEPA

By SEPA Direct Debit

If IBAN and SEPA mandate are stored for the customer:

  1. Invoice is marked with "Direct debit"
  2. SEPA file (pain.008) is generated
  3. Upload the file to your online banking
  4. Status is automatically updated

Invoice Overview

Invoice list in the cash book

The invoice list offers comprehensive filters:

Filter Description
Customer Only invoices for a specific customer
Status Open, Paid, Overdue, etc.
Time Period From-to date
Dunning Level Filter by dunning level
Search Free text search in invoice number and customer name

Open Items Overview

Under Admin → Invoices → Overview, you can see all open invoices grouped by dunning level — ideal for a quick overview of outstanding receivables.

Practical Example: Monthly Corporate Invoice

Situation: Restaurant supplies a company with monthly lunches.

  1. Employees order daily by house tab (payment method "Invoice")
  2. At month-end: Admin → Customers → Firma Müller → Invoices → "+ New Invoice"
  3. All house tabs for the month are listed as line items
  4. Payment terms: 14 days, 2 % cash discount if paid within 7 days
  5. "Create" → "Send by email" → PDF + ZUGFeRD attached
  6. After 14 days: bank import recognizes the transfer automatically → status "Paid"
  7. If no payment: automatic dunning (→ Dunning)

Next Step

→ Dunning — Dun overdue invoices