Creating an invoice is a crucial step in managing a business. It formalizes transactions and ensures clear traceability for payment tracking and accounting. Fact streamlines the invoice creation process, whether you're working with existing clients or new customers.
This guide provides a step-by-step approach to generating accurate invoices that comply with current regulations.
Key steps for creating an invoice
Create a new invoice
Select the recipient
Add products and format the invoice
Generate the invoice
Validate or schedule the Invoice
Create a new invoice
Navigate to Documents menu.
From All tab, click the Create a document > Invoice button at the top right,
Or, from Invoices tab, click Create an Invoice.
Configure the Invoice
1. Select the Recipient and Billing Mode
On the creation screen, choose the recipient from the "Who is the recipient?" dropdown:
Select an existing client from your portfolio.
Create a new client if needed (the client creation form will appear—see the guide Create a Client).
Set the invoicing mode (see the article Set Up Tax-Inclusive Billing).
2. Enter key fields
Fill in the subject, date, and VAT type.
Specify an invoicing period, if applicable.
Choose a document template to apply (default is the favorite for the folder).
3. Set payment preferences
Default payment method and payment term are pre-filled based on client or folder settings.
The client’s favorite IBAN or the folder’s default IBAN is displayed on the document.
You can modify and save these as new default settings for the client.
4. Add a comment
Include a comment if necessary.
Click Next to proceed.
Add lines and format the invoice
Add Product lines
Select a product or service from the catalog.
Modify details for each line if necessary (label, description, unit price, quantity, VAT rate, discount rate).
When unit price, quantity, discount, or tax-inclusive total is modified, the fields and totals are recalculated automatically.
Add other line types
You can include:
Comments (see the guide Add a Comment to a Document).
Subtotals.
Titles.
Shipping or packaging fees.
Page or line breaks.
Modify lines order, duplicate, or delete lines
Move lines using the icons on their left.
Delete by clicking the trash icon.
Duplicate using the icon next to the trash.
Customize VAT
Click the pencil icon next to VAT Type in the Configuration block.
Select Custom.
Choose the default VAT rate.
Save the changes.
Tips:
Existing lines retain their VAT rate. The default VAT rate applies only to new lines.
VAT rates are configured in Settings and managed by your accountant.
Adjust the tax-inclusive total
Modify the invoice's total tax-inclusive amount directly.
The global discount rate recalculates automatically.
Before | After |
 |  |
Save the Invoice
Click Save. The invoice remains in Draft status and is fully editable.
Generate the Invoice
After verifying the draft, click Generate.
Available actions include:
Edit: Adjust layout, payment info, legal mentions, attachments, lines, amounts, etc.
Validate: Change the status to To Be Paid.
Cancel: Remove the invoice from commercial management (restorable).
Duplicate: Create a draft copy.
Send by Email / Download / Open as PDF: Share a draft invoice (not valid as it lacks a number).
Validate or Schedule the Invoice
Click VALIDATE to assign a unique number to the invoice.
Numbering follows a continuous chronological sequence without gaps.
A validated invoice cannot be deleted. It remains editable until emailed or downloaded.
Scheduling Validation
If the invoice date is in the future, use the Schedule option (see the guide Schedule a Document).
Actions Available for a Validated Invoice
Send by Email:
Add multiple recipients, personalize the message, and receive a copy. Once sent, the invoice is frozen as a PDF and cannot be edited.Download:
Generate a final, locked PDF. The invoice becomes non-editable upon download.Open PDF Preview: View the invoice preview.
Duplicate: Create a new draft invoice.
Create Periodic Invoicing: Schedule recurring invoices based on this template (see the guide Set Up Periodic Billing).