Knowledge base

YouTube video

How bundles of items work

You can create bundles of items, also called bundles of products and services.

These bundles can be used in your quotes and invoices.

There are two ways of adding a bundle to a document:

  • Inserting just the bundle’s items
  • Inserting the bundle with its items

These two actions are very different and must be understood before using them.

Inserting just the bundle’s items

With this action, when adding a bundle to a quote or invoice, only the items in the bundle will be added. The bundle itself will not be added to the document. This action should be used to save time if you regularly have to add several of the same items to documents.

Inserting the bundle with its items

With this action, when the bundle is added to a document, it will appear as a single line item with the bundle and the items it contains. This action should be used if you want to offer a product or an item made up of sub-items. This type of bundle allows you to set a new price for the group of sub-items.

The bundle remains modifiable once added to the document. 

The bundle only controls the tax on the bundle itself. As such, it is recommended that you only add items subject to the same tax to a bundle.

Creating a bundle of items

A bundle of items can be created the same way that a standard item is added. When creating the item, select the type “Bundle”, then select the items that make up the bundle.

Link to this article: https://toolcie.com/en/support/k/how-bundles-items-work

How do I change the status of an invoice or quote?

At any time, you can manually change the statuses of your documents, including canceling an invoice, changing its status to sent, or adding confirmed status to a quote.

To do this, go to the page listing your documents, then click on the color-coded label indicating the document’s status. When you click on it, you can select a new status.

Change the status of an invoice or quote

Link to this article: https://toolcie.com/en/support/k/how-do-i-change-status-invoice-or-quote

How do I modify an invoice or quote that’s been finalized?

A document in a status other than “Draft” cannot be modified.

However, you can change the status back to “Draft” by clicking the current status, then selecting “Draft”. Once this is done, you will be able to once again edit the document.

Note that companies subject to France’s VAT fraud prevention law cannot modify an invoice once it’s finalized.
In that case, you can cancel the invoice then create a new one by duplicating the old invoice using the contextual menu Contextual menu located to the right on the page listing all invoices.

Change status to draft mode

Link to this article: https://toolcie.com/en/support/k/how-do-i-modify-invoice-or-quote-thats-been-finalized

How do I accept payments by payment card?

You can give your customers the option to pay you directly online by payment card. To do so, while in editing mode for your invoice, add or modify the selected payment method, activating “Online payment”.

This setting is also available from the main menu “Settings > Payments”.

Credit card payment activation

Once the payment method has been updated, you can send the invoice to the customer by email through the application. The email will contain the direct link for online payment. You can also get this payment link by sharing the invoice or by copying the link displayed on the invoice in the “Payment information” section.

If the Stripe payment method is properly configured and activated, you should see the “Pay” button Pay online button appear.

Link to this article: https://toolcie.com/en/support/k/how-do-i-accept-payments-payment-card

How do I add or remove units of measure on quotes and invoices?

You can add or remove the units of measure of your choice directly in editing mode for a quote or invoice by clicking “Manage” at the bottom of the units list. You can also access this setting directly from the main menu “Settings > Units”.

Add a unit of measure

Link to this article: https://toolcie.com/en/support/k/how-do-i-add-or-remove-units-measure-quotes-and-invoices

The software’s compliance with VAT fraud prevention law

Toolcie complies with VAT fraud prevention law (Article 286 of the
French General Tax Code).

The software complies with the four main criteria, which are:

  • Data unalterability
  • Data security
  • Data preservation
  • Data archiving

What do I need to do to activate this option in the software?

The software automatically activates the feature to ensure compliance based on the following criteria:

  • If the company is based in France
  • And if the tax system is activated

Finalizing and obtaining certification

The business owner must download the individual declaration and sign it to comply with the law. You can obtain this document via the user menu at the upper right of the software.

Certificate of compliance with the VAT anti-fraud law

Link to this article: https://toolcie.com/en/support/k/softwares-compliance-vat-fraud-prevention-law

How do I create a deposit or balance invoice from a quote?

Toolcie allows you to create invoices from a quote. Invoices can be for deposits, balances, or totals.

To do this, go to the page listing all quotes and estimates, then click on the contextual menu located on the right Contextual menu then click “Convert to invoice” Convert a quote to an invoice.

When converting a quote to a deposit or balance invoice, you must indicate the percentage of the total amount or the desired total amount tax included.

Convert a quote into a deposit, balance or total invoice

Link to this article: https://toolcie.com/en/support/k/how-do-i-create-deposit-or-balance-invoice-quote

Managing invoice reminders

How invoice reminders work

When an invoice is in “Sent” status, the due date automatically appears on the page listing all invoices in a visual format Due date of quotes and invoices.

When you hold the cursor over it, the number of days remaining before the due date appears. Toolcie sends an automatic notification to the invoice creator on the due date.

You can create an invoice reminder at any time to send to the customer. The invoice reminder feature creates a new “Reminder”-type invoice containing all of the information from the original invoice.

Once the reminder invoice has been sent, the original invoice status will move to “Unpaid”. The reminder invoice will then take its place. You can generate as many reminders as you like. Generating a reminder can be done via the original invoice or via a reminder invoice.

The “Display linked invoices” button appearing on the page listing all invoices Button to display linked invoices allows you to show the original invoice and the linked reminder invoices. This button automatically appears when invoices are linked together.

All default settings for reminders (such as fees, the due date, and text, particularly for email) can be found via the main menu in “Settings > Invoices”, then on the “Reminders” tab.

How to create a reminder invoice

To convert an invoice to a reminder, on the page listing all invoices, click on the contextual menu located on the right Contextual menu then click “Convert to reminder” Invoice reminder icon.

When converting, you can indicate reminder fees.

Convert an invoice into a reminder

Link to this article: https://toolcie.com/en/support/k/managing-invoice-reminders

How do I create a credit note?

To create a credit note, go to the page listing all of your invoices, then click on the contextual menu Contextual menu for the invoice in question, then click “Convert to credit note” Convert to credit note icon.

The “Display linked invoices” button appearing on the page listing all invoices Button to display linked invoices allows you to show the original invoice and the credit note. This button appears automatically when a credit note exists.

All default settings for credit notes (such as the reference number format, text, etc.) can be found via the main menu in “Settings > Invoices”, then on the “Credit notes” tab.

Convert an invoice to a credit note

Link to this article: https://toolcie.com/en/support/k/how-do-i-create-credit-note
YouTube video

How do I install new layout templates for my quotes and invoices?

With Toolcie, you can install as many layout templates as you like. 15 ready-to-use templates are available to help you get started.

Once the layout template has been installed, you can modify it however you want.

You can install new templates using the menu:

  • Settings > Quotes > Layout template (dropdown list)
  • Settings > Invoices > Layout template (dropdown list)

You can also access these settings while in editing mode for a quote or invoice by clicking: Settings > Layout template (dropdown list).

Link to this article: https://toolcie.com/en/support/k/how-do-i-install-new-layout-templates-my-quotes-and-invoices
YouTube video

How do I customize a layout template for my quotes and invoices?

With Toolcie, you can fully customize layout templates for your quotes and invoices.

Among other things, you can modify the following:

  • fonts of text and titles
  • colors of the text, backgrounds, and borders
  • select the font size
  • change the location of page elements or hide them
  • select a background for the header and footer, and select an overall background pattern
  • select the exact location to display the customer’s address
  • add your logo and change its size
  • insert attachments before and after your documents to add a cover page or your company’s brochure
  • choose from over 14 ready-to-use templates
  • set distinct templates for your quotes and invoices
  • and much more.

You can customize your layout templates via the menu:

  • Settings > Quotes > Layout template (dropdown list)
  • Settings > Invoices > Layout template (dropdown list)

You can also access these settings while in editing mode for a quote or invoice by clicking: Settings > Layout template (dropdown list).

Link to this article: https://toolcie.com/en/support/k/how-do-i-customize-layout-template-my-quotes-and-invoices

How do I cancel an invoice?

From an accounting perspective, we recommend creating a credit note to cancel an invoice.

You can also consider an invoice to be canceled by marking it with the status “Canceled”.
If the invoice has already been paid, you can register a negative payment by selecting the “Refund” option from the “Payments” tab in the contextual menu Contextual menu located on the right of the page listing the invoices.

Link to this article: https://toolcie.com/en/support/k/how-do-i-cancel-invoice

How do I complete a bulk import and export of contacts?

Toolcie allows you to do a bulk import and export of your existing and prospective customers.

Before starting

Here is what you need to know before starting this process:

  • To carry out this process, you must use a spreadsheet in an application such as Microsoft Excel or Google Sheets, saved or exported as a comma-separated values (CSV) file.
    See how to do this with Microsoft Excel
  • Importing is limited to 500 entries. If you have more than 500 contacts, please import them in several batches.

Bulk importing contacts

To import new contacts, in the Contacts section, click on the import Import button button. When the dialog box opens, click on the link to download a sample file. Once you’ve filled in the file, import it using the upload button Upload button.

Bulk updating contacts

To update contacts, use the sample file described in the previous section or the export file from the next section.

The import process will determine if a new contact is being added or if an existing contact is being updated based on the following fields:

  • Company name
  • Zip/Postal code
  • Country

Bulk exporting contacts

To export contacts, in the Contacts section, check the Checkbox boxes for the contacts that you want to export, then click on the export button Export button.

Link to this article: https://toolcie.com/en/support/k/how-do-i-complete-bulk-import-and-export-contacts

Does Toolcie have an application?

Yes, Toolcie has an app for smartphones, tablets, and computers.

It is compatible with Windows, Mac, Android, iOS, Linux, and Chrome OS.

Download the app

Link to this article: https://toolcie.com/en/support/k/does-toolcie-have-application

How do I delete a company account?

You can delete a company account with all associated data (quotes, invoices, contacts, items, users, etc.) at any time.

To do so, go to “Settings > General”, then click on “Delete company account”.

Potential reason preventing deletion of your account:

If your company is domiciled in France and is subject to VAT fraud prevention law (Article 286 of the
French General Tax Code), you cannot delete your account unless it only contains non-finalized invoices.

Link to this article: https://toolcie.com/en/support/k/how-do-i-delete-company-account

How do I automatically add attachments to quotes and invoices?

Toolcie allows you to add attachments before and after the document. The attachments will be visible in the final PDF document, as well as online, with the “Share document” feature, for example.

Example uses:

  • add a cover page
  • add your company’s brochure
  • add general terms and conditions of sale
  • add additional information

How do I add an attachment?

To add an attachment, edit the layout template as follows:

  • Settings > Quotes > Layout template (dropdown list)
  • Settings > Invoices > Layout template (dropdown list)

Once in editing mode, click the “Attachments” tab located in the left-hand column, then import your attachments in PDF format.

How do I add different attachments to quotes and invoices?

If you want to add different attachments for quotes and invoices, duplicate the existing layout template. To do this, click on the contextual menu located in the bar at the top of the page.

Link to this article: https://toolcie.com/en/support/k/how-do-i-automatically-add-attachments-quotes-and-invoices

How do I automatically add an HTML signature to emails?

You can automatically add an HTML signature to the emails about quotes and invoices that you send out through Toolcie.

To do so, go to the personal settings of your account (link located on the upper right), then go to the “Signatures” tab.

Add your text to complete the field “Text signature for emails”.

For more advanced personalization, we recommend creating an image, then inserting it into the text field using the button “Insert media button Insert media” from the text editor.

Frequently asked questions

What should I do if the image I inserted looks too big ?

If this happens, use image editing software such as Photoshop or another online tool capable of resizing your image.

Link to this article: https://toolcie.com/en/support/k/how-do-i-automatically-add-html-signature-emails

How do I complete a bulk import and export of items?

Toolcie allows you to do a bulk import and export of your products and services.

Before starting

Here is what you need to know before starting this process:

  • To carry out this process, you must use a spreadsheet in an application such as Microsoft Excel or Google Sheets, saved or exported as a comma-separated values (CSV) file.
    See how to do this with Microsoft Excel
  • Importing is limited to 500 entries. If you have more than 500 items, please import them in several batches.

Bulk importing items

To import new products or services, in the items section, click on the import Import button button. When the dialog box opens, click on the link to download a sample file. Once you’ve filled in the file, import it using the upload button Upload button.

Bulk updating items

To update products or services, use the sample file described in the previous section or the export file from the next section.

The import process will determine if a new item is being added or if an existing item is being updated based on the following fields:

  • Reference
  • Barcode
  • Item name

Bulk exporting items

To export products or services, in the items section, check the Checkbox boxes for the items that you want to export, then click on the export Export button button.

Link to this article: https://toolcie.com/en/support/k/how-do-i-complete-bulk-import-and-export-items

How do I show prices tax included or tax excluded?

Toolcie allows you to show the prices appearing on your quotes and invoices with tax included or without tax.

You can establish this setting for all new documents, but you can also change it for each document.

Configuration for new documents

In the main menu “Settings > Invoices”, activate the option “Display prices tax included”.

Configuration for individual documents

When editing a quote or invoice, click on the contextual menu Contextual menu then on the “Configure” button. Settings button

You can then activate the option “Display prices tax included”.

Link to this article: https://toolcie.com/en/support/k/how-do-i-show-prices-tax-included-or-tax-excluded

How do I change the reference numbers of quotes and invoices?

If you want to change the format of the reference number for future quotes and invoices, go to “Settings > Quotes/Invoices” from the main menu.

The field “Reference number format” allows you to modify the reference number. You can use different tokens that will then be replaced by the correct values. Examples: Reference ID, day, month, etc. You can preview the final result just below the field.

If the format of the reference number includes the token [year], the counter will be reset to zero when a new year begins. 

If you want to modify the reference for a specific quote or invoice, you can also do so while editing the document by clicking on the contextual menu Contextual menu then on the settings button Settings button.

If your company is subject to France’s VAT fraud prevention law, you cannot modify the reference number format for invoices. If needed, you can create a ticket via the support center and we will handle the modification.

Link to this article: https://toolcie.com/en/support/k/how-do-i-change-reference-numbers-quotes-and-invoices

How to create an invoice with the Swiss QR Code

In Switzerland, “QR-bills” replaced the red and orange payment slips on June 30, 2020.

As a creditor, you can easily issue your invoices with Swiss QR Codes using Toolcie.

Before configuring Toolcie this way, you must already have a standard Swiss IBAN.

Once you have your IBAN, add a new payment method by going to “Settings > Payments”, then click on the button to add a new payment method Add payment method. Next, activate bank payment using the switch  Bank payment switch button and complete the IBAN field.

At this point, you have basically completed the configuration. You can create a new invoice and verify that the QR code does indeed appear. In draft mode (document not finalized), the QR code displayed is just an example. The final QR code will be automatically generated during document finalization (when downloading/printing the PDF or sharing the invoice).

If the Swiss QR code does not appear on your invoice, check the following points:

  • the payment information is set to appear on the invoice (switch set to ON)
  • the currency used on the invoice is the Swiss franc (CHF) or euro (EUR)
  • your IBAN starts with “CH” for Switzerland or “LI” for Liechtenstein
  • the company’s address is in Switzerland or Liechtenstein
  • you invoice is not a credit note
Link to this article: https://toolcie.com/en/support/k/how-create-invoice-swiss-qr-code

How do I change the currency of a quote or invoice?

You can change the currency of a quote or invoice in editing mode by clicking on the contextual menu Contextual menu then on the settings button. Settings button

You can also change this setting by default so that your new quotes and invoices will automatically be configured accordingly. To do this, go to the main menu “Settings > General”.

Link to this article: https://toolcie.com/en/support/k/how-do-i-change-currency-quote-or-invoice

Activating or deactivating the detailed display of taxes on quotes and invoices

You can activate or deactivate the detailed display of taxes on quotes and invoices on a case-by-case basis by clicking on the contextual menu Contextual menu then on the settings button. Settings button

You can also change this setting by default so that your new quotes and invoices will automatically be configured accordingly. To do this, go to the main menu “Settings > Quotes/Invoices”.

Link to this article: https://toolcie.com/en/support/k/activating-or-deactivating-detailed-display-taxes-quotes-and-invoices

Where can I find the invoices for my subscription?

To access the invoices for your subscription, use the main menu “Settings > Subscription”, then go to the “Invoices” tab. There you will find all invoices for your subscription.

Link to this article: https://toolcie.com/en/support/k/where-can-i-find-invoices-my-subscription

Text library

What is the text library for?

The text library allows you to create reusable text to save time later. You can insert text from the library when a text field has multiple lines.

How do you use it?

When you click on the text field in the editing bar, the button Text library icon allows you to search for text from the library. The button Save icon allows you to save the text being written to the library.

For quotes and invoices, you can also set your default text (header text, footer text, email text) by going to “Settings > Quotes” and “Settings > Invoices”.

You can also set various text signatures by going into your personal settings (the menu located on the upper right of the application), then to the “Signatures” tab.

What are “text types” for?

Text types allow you to categorize pieces of text to find them more easily. Text types can also be used to display tokens (variables) that can be used based on the context. For example, the text type “Email for quotes” allows you to use tokens such as “Customer last name”, “Customer first name”, “Quote reference ID”, or “Quote amount”. These different tokens will be automatically replaced by the corresponding values for the document.

Link to this article: https://toolcie.com/en/support/k/text-library

Document templates

The document templates are used to boost productivity. They allow you to create quotes and invoices from a basic document that you’ve previously created.

When creating a new document, you have the choice to create a blank (clean) document or to start from an existing document template.

How do I create a new document template?

There are two options:

  1. Create a blank document, then in the settings for that document, activate the option “Treat this document as a template”.
  2. From the page listing your quotes and invoices, create a new document from a template, then click the button “Create a document template”.

Can a document template be sent to the customer?

No, document templates should not be sent to customers. They are only to be used as templates for creating new documents.

Link to this article: https://toolcie.com/en/support/k/document-templates

How do I automatically add text to the footer of quotes and invoices?

You can automatically add text to the headers and footers of quotes and invoices when creating a new document. The text can then be edited in each document.

You can add this text from the main menu “Settings > Quotes”. Add your text to fill in the field entitled “Default footer text”.

Follow this same step for invoices using the main menu “Settings > Invoices”.

The text will then be automatically added when new documents are created. This action will not change your existing documents.

Link to this article: https://toolcie.com/en/support/k/how-do-i-automatically-add-text-footer-quotes-and-invoices

What’s the difference between the document templates and layout templates?

The document templates are used to boost productivity. They allow you to create quotes and invoices from a basic document that you’ve previously created.

Layout templates, on the other hand, are used to customize the appearance (i.e., the design) of your documents. 

Related articles :

Link to this article: https://toolcie.com/en/support/k/whats-difference-between-document-templates-and-layout-templates

How do I add an attachment when sending a quote or an invoice?

You can add one or more attachments when sending a quote or invoice.

You have three options to do so:

  1. Import the attachment directly into the email
  2. Insert the attachment into the email body as a link
  3. Incorporate the attachment into the PDF file of the document

1. Import the attachment into the email

To import the attachment directly into the email, click on the Import attachment button “Import an attachment” button.

Once the media library is open, select the desired media or import a new one.

2. Insert the attachment into the body of the email

To insert the attachment into the body of the email, click on the “Message” text field, then on the toolbar, click on the Insert media button “Insert media” icon.

Once the media library is open, select the desired media or import a new one.

The attachment will then be inserted as a link directly into the body of your email.

You can also save the message for later usage by clicking on the Save button “Save this text to the library” button located on the toolbar.

3. Incorporate the attachment into the PDF file of the document

Toolcie allows you to add attachments before and after the document in PDF format.

See the article in the knowledge base

Link to this article: https://toolcie.com/en/support/k/how-do-i-add-attachment-when-sending-quote-or-invoice

Calculating margins and managing costs

Toolcie allows you to assign costs for each of the entries on your quotes and invoices. The costs correspond to your expenses incurred. For example, for a product, the cost may correspond to the purchase price tax excluded, packaging expenses or delivery expenses.

Assigning costs allows the software to automatically calculate the margin and its margin rate. The margin in Toolcie corresponds to the total tax excluded, minus costs. The percentage of margin is the same as the “markup” in technical terms.

How do I assign the cost for an item or for a custom entry?

To assign the cost or calculate the margin for a product, service or custom entry, check the “Checkbox Calculate margin” box when adding or editing the item.

You can complete the “Cost” field and the “Margin as %” field. The “Price”, “Cost”, and “Margin as %” fields are linked. Completing two of these fields will automatically fill the third.

You can link or unlink the “Price” and “Cost” fields by clicking the button located on the right Button associate price and cost. When the two fields are linked, any change to one of the two fields will automatically result in a modification in the second based on the margin rate.
This option is just an aid for filling in the fields. It is not saved in a database.

Managing fees and costs

When creating quotes and invoices, you can add fees that are visible to the customer. The software interprets these fees by default as costs that affect the margin.

For each fee, you have the option to indicate that it should be treated as income by checking the “Checkbox Treat as income” box. When the box is checked, the fee will be treated as having a margin of 100%.

An additional box that can be checked, “Checkbox Cost”, allows you to assign the cost associated with the fee. The cost can be set as a percentage or as a fixed amount.

Display of the margin and its margin rate

The margin and its margin rate are shown on quotes and invoices in editing mode for each entry. The overall margin is shown below the total amount for each group.

The margin also appears on the pages listing all documents, as well as on the Toolcie dashboard. You can also see the total margin earned per customer and per product.

Link to this article: https://toolcie.com/en/support/k/calculating-margins-and-managing-costs