Knowledge base

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Modifying an item on a quote or invoice

When adding a product or service to a quote or invoice, you have the option to modify it at any time.

There are different ways to modify the item :

  1. on the document itself
  2. in the database of items

Modifying the item on the document itself allows you to replace certain fields like the price, discount, name, description or unit of the item, without these edits impacting the item in the database.

Modifying an item in the database, meanwhile, allows you to modify the item both on the document and in the database of items. As a result, this will also modify your other documents not yet finalized that use the same item.

To modify a product or service on a document or in the database, click on the contextual menu Contextual menu on the right of the line item.

You can go back at any time and reset the modification made to an item in a document by clicking the reset button for the field Reset product button.

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How do I create a recurring invoice?

Recurring invoices are useful when you invoice some of your customers at regular intervals. For example, this can be the case with subscriptions or for maintenance.

Toolcie allows you to create recurring invoices. The software automatically creates a new invoice based on the original model at regular intervals. Once the invoice has been created, the software sends you an alert. That way, you can check the invoice, and if everything is in order, you can send it to your customer.

Activate recurring invoicing

You can activate the recurring option for an existing invoice or when adding a new invoice.

In editing/creation mode for an invoice, click on the contextual menu Contextual menu then on the “Recurring invoice” Recurring invoice button button.

If you are on the page listing all invoices, use the contextual menu Contextual menu then click on “Recurring invoice”.

The window will offer you different options for settings. In particular, you can set the desired interval of frequency, for example: every two weeks, every three months, every year, etc.

You can also set the type of ending:

  • never
  • end date
  • number of occurrences

If you choose the end date, the last automatic invoice will be created, at the latest, on the end date.

If you opt for a number of occurrences, the last invoice will be created once the number of occurrences is reached. For example: if you set it for two occurrences, two invoices will be created, then recurring invoicing will stop.

When saved, the next invoice creation date will be indicated.

Modify or deactivate recurring invoicing

At any time, you can modify or deactivate a recurring invoice either through the original invoice in question or through the subsequent related invoices. Just use the same pathway used for activating recurring invoicing.

Show all recurring invoices

When you are on the page listing all invoices, you can show recurring invoices (templates) by clicking the search icon Search icon then, from the menu located below the search field, click on “Recurring invoice”.

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Managing discounts on quotes and invoices

Toolcie allows you to manage discounts and other price reductions on your quotes and invoices in several different ways.

You can add discounts per line/entry, but also by group of entries (overall discounts).

The discount always includes two fields:

  • the type of discount: percentage or fixed amount
  • the value of the discount

How do I add a discount to a line item?

To add a discount when creating an entry, just click the Checkbox “Discount” checkbox, then complete the fields described above.

For a line/entry that’s already been created, click on the contextual menu Contextual menu to add the discount.

How do I add a discount to a group of items?

If you want to add an overall discount or a discount to a group of items, click on the “Add” Add button button, then on the “Discount” Discount button button.

If you want to apply a discount to the total amount of the document after taxes (e.g., VAT), choose the discount type “Fixed amount”, then check the box “Calculate on the total tax incl.”.

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How do I do a bulk export with invoices or quotes?

Toolcie allows you to do a bulk export of your invoices or quotes.

To export invoices or quotes, in the corresponding section, check the boxes Checkbox for the documents that you want to export, then click on the export button Export button.

As a comma-separated values (CSV) file, it must be opened in a spreadsheet application like Microsoft Excel or Google Sheets.

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Do I need to list prices tax excluded or tax included?

We are often asked if prices must be entered without tax or with all taxes included, typically for products or services.

The most important thing to consider is what happens if the tax (e.g., VAT) rate changes. Will your products and services have to increase in price or stay at the same price (decrease or increase in revenue in line with the new tax rate)?

Another point to consider is rounding linked to the currency used. For example, in Switzerland, amounts are rounded to the nearest 0.05. If you’ve activated the option to display prices tax included,we advise that you enter your prices tax included in order to avoid any rounding problems.

How do I specify this information ?

The software allows you to specify whether the price is shown tax excluded “Tax excl.” or tax included “Tax incl.” for each of your products and services.

What happens if the tax rate changes?

If the tax rate (e.g., VAT or sales tax) changes, all you have to do is change the rate. The prices of your items will be automatically recalculated using the new rate, with the selected price display mode determining the calculation of the inverse price (Tax excl. > Tax incl. or Tax incl. > Tax excl.).

Rest assured that this will not impact your previously established quotes and invoices (finalized documents).

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