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Creating Your First Invoice

This guide explains how to create your first invoice in Fiskl and helps you configure essential settings for professional, tax-compliant invoicing.

Before You Create Your First Invoice​

Setting up key configurations before creating your first invoice ensures accuracy and professionalism. Complete these setup steps to avoid editing invoices later.

Essential setup checklist:

  • Configure tax settings (if charging tax)
  • Set up company information and branding
  • Customize invoice templates
  • Configure language settings (if invoicing in different languages)
  • Set up email templates

These settings take 10-15 minutes to complete but streamline all future invoicing.

Step 1: Configure Tax Settings​

If you charge tax on products or services, configure tax settings before creating invoices.

Set Up Your Tax Authority​

  1. Go to Settings > Taxes
  2. Select Add Tax ID
  3. Enter your tax authority details:
    • Tax authority name (e.g., "VAT UK", "Sales Tax CA")
    • Tax identification number
    • Tax type (Sales Tax, VAT, GST, etc.)
  4. Select Save

Fiskl automatically creates a corresponding ledger account in your Chart of Accounts for this tax.

Add Tax Rates​

Configure the specific tax rates you charge:

  1. In Tax Settings, go to the Single Taxes section
  2. Select Add Tax
  3. Configure the tax:
    • Tax name (e.g., "Standard VAT 20%")
    • Tax rate percentage
    • Assign to your tax authority (Tax ID)
    • Mark as Sales Tax or Non-Sales Tax
  4. Select Save

Multiple tax rates example:

  • Standard rate: 20%
  • Reduced rate: 5%
  • Zero rate: 0%

Set Default Tax Rates​

Configure default taxes that apply automatically to new invoices:

  1. In Tax Settings, find your primary tax rate
  2. Mark it as the default for sales
  3. Select Save

This tax applies automatically to all line items unless you specify otherwise.

Learn more: Tax Settings

Step 2: Set Up Company Information and Branding​

Your company information appears on every invoice. Configure it once for consistent branding.

Add Company Details​

  1. Go to Settings > Company
  2. Complete your company information:
    • Legal business name
    • Business address
    • Phone number
    • Email address
    • Website
    • Business registration number
  3. Upload your company logo
  4. Select Save

Configure Invoice Templates and Brands​

Templates control the appearance and content of your invoices.

  1. Go to Settings > Templates and Brands
  2. Select Add New Template or edit the default template
  3. Customize the template:

Name & Header:

  • Template name (internal use only)
  • Upload your logo (appears on invoices)
  • Adjust logo size
  • Upload email logo (square, 100KB max, displays at 70x70px)

Brand Overrides:

If you operate multiple brands under one entity, override company details:

  • Company name
  • Address
  • Contact information
  • Logo

This creates separate branded invoices without multiple accounts.

Colors & Fonts:

  • Select brand colors for headers and accents
  • Customize font styles
  • Preview changes in real time

Invoice Layout:

  • Select layout style (Classic, Modern, Minimal)
  • Select which fields to display
  • Adjust spacing and formatting

Learn more: Invoice Templates

Step 3: Configure Language Settings​

If you invoice clients in multiple languages, configure language settings before creating invoices.

Set Your Default Language​

  1. Go to Settings > Invoice and Quote Settings
  2. Under Language Settings, select your primary language
  3. Select Save

All new invoices use this language by default. You can change the language for individual invoices when needed.

Supported features:

  • Over 60 languages available
  • Invoice and quote translations
  • Email template translations
  • Client-facing payment screens
  • Payment schedule interfaces

Customize Language Translations (Optional)​

Create custom language versions for regional dialects or specific terminology:

  1. In Language Settings, select Clone Language
  2. Select the base language to customize
  3. Edit translations:
    • Change terminology to suit your business
    • Adapt regional dialects
    • Customize field labels
  4. Save your custom language

Your custom language appears in the language selector when creating invoices.

Learn more: Invoice and Quote Settings

Step 4: Configure Email Templates​

Fiskl sends email notifications for invoices, reminders, and overdue notices. Configure your email strategy before sending invoices.

Select Your Email Strategy​

Fiskl offers two email approaches:

Option 1: Fiskl HTML Email Templates (Recommended)

Pre-designed, translated HTML emails that automatically match your invoice language.

Benefits:

  • Professional HTML formatting
  • Automatic translation to invoice language
  • Consistent branding
  • Includes dynamic placeholders
  • Works for invoices, reminders, overdue notices, and recurring invoices

Option 2: Custom Email Text

Write your own email content with full control over wording.

Benefits:

  • Complete customization
  • Your specific tone and voice
  • Custom messaging per scenario
  • Still includes dynamic placeholders

Configure Email Templates​

  1. Go to Settings > Templates and Brands
  2. Select your template
  3. Scroll to Email Settings
  4. Select your email strategy:
    • Use Fiskl templates - Select this for translated HTML emails
    • Use custom text - Select this to write your own

If using custom email text:

  1. Configure emails for each scenario:
    • New invoice email
    • Payment reminder email
    • Overdue notice email
    • Recurring invoice email
  2. Write your email content
  3. Use placeholders for dynamic information

Email Placeholders​

Placeholders automatically populate with invoice data:

Common placeholders:

  • {invoice_number} - Invoice number
  • {invoice_date} - Invoice date
  • {due_date} - Payment due date
  • {client_name} - Client name
  • {company_name} - Your company name
  • {invoice_total} - Total amount
  • {invoice_link} - Link to view invoice online

Example custom email:

Subject: Invoice {invoice_number} from {company_name}

Dear {client_name},

Thank you for your business. Please find invoice {invoice_number}
for {invoice_total} attached.

Payment is due by {due_date}.

View and pay online: {invoice_link}

Best regards,
{company_name}

The placeholders work across all email types, ensuring consistency.

Step 5: Create Your First Invoice​

Now that settings are configured, create your first invoice.

Start a New Invoice​

  1. Go to Invoices in the left navigation
  2. Select New Invoice
  3. The invoice creation screen opens

Add Client Information​

If the client exists:

  1. Select the client from the Client dropdown
  2. Their details populate automatically

If this is a new client:

  1. Select Add New Client
  2. Enter client details:
    • Client name
    • Email address
    • Billing address
    • Phone number (optional)
  3. Select Save

Set Invoice Details​

Configure the invoice parameters:

Invoice number:

  • Auto-generated based on your sequence
  • Editable if needed

Invoice date:

  • Defaults to today
  • Change if issuing for a different date

Due date:

  • Set payment deadline
  • Uses your default payment terms

Language:

  • Defaults to your primary language
  • Change for this specific invoice if needed

Template:

  • Select which template to use
  • Change if using multiple templates/brands

Add Line Items​

Add products or services to your invoice:

  1. Select Add Line Item
  2. Enter line item details:
    • Description (product or service name)
    • Quantity
    • Unit price
    • Tax rate (defaults to your primary tax rate)
  3. The amount calculates automatically

Add more line items:

  • Select Add Line Item for each product or service
  • Fiskl calculates subtotals and totals automatically

Product library:

If you have products or services saved:

  1. Select Select from library
  2. Select the product
  3. Details populate automatically

Apply Discounts (Optional)​

Add discounts to line items or the entire invoice:

Line item discount:

  1. Select the line item
  2. Enter discount percentage or amount
  3. The line calculates the discounted price

Invoice-level discount:

  1. Scroll to the invoice total section
  2. Enter discount percentage or amount
  3. The total updates automatically

Add Notes and Terms (Optional)​

Invoice notes:

  • Add notes visible to the client
  • Include project details or special instructions

Payment terms:

  • Add payment terms and conditions
  • Include late payment policies

Review Tax Calculation​

Before finalizing, verify tax calculation:

  1. Check that tax applies to appropriate line items
  2. Verify the tax rate is correct
  3. Review the tax amount in the total
  4. Confirm the final amount including tax

If tax doesn't calculate correctly, check your tax settings and line item tax assignments.

Step 6: Preview and Send Your Invoice​

Preview the Invoice​

  1. Select Preview
  2. Review the invoice as your client will see it
  3. Check all details:
    • Client information correct
    • Line items accurate
    • Tax calculated properly
    • Totals correct
    • Branding looks professional

Save or Send​

Option 1: Save as Draft

If you need to finish later:

  1. Select Save as Draft
  2. The invoice saves for later editing
  3. Find it in Invoices with Draft status

Option 2: Send to Client

When ready to send:

  1. Select Send Invoice
  2. Review the email preview
  3. Edit the email message if needed (if using custom emails)
  4. Select Send

The client receives the invoice via email with a link to view and pay online.

Option 3: Download PDF

To send manually or print:

  1. Select Download PDF
  2. The invoice downloads as a PDF file
  3. Attach to your own email or print

After Sending Your Invoice​

Track Invoice Status​

Monitor your invoice in the Invoices section:

Status indicators:

  • Draft - Not sent yet
  • Sent - Sent to client, awaiting payment
  • Viewed - Client opened the invoice
  • Partially Paid - Partial payment received
  • Paid - Fully paid
  • Overdue - Past due date, unpaid

Record Payments​

When a client pays:

  1. Go to Invoices
  2. Select the invoice
  3. Select Record Payment
  4. Enter payment details:
    • Payment amount
    • Payment date
    • Payment method
    • Bank account (where funds were received)
  5. Select Save

The invoice status updates to Paid and the transaction records in your accounting.

Send Reminders​

If an invoice is unpaid:

  1. Select the invoice
  2. Select Send Reminder
  3. Select reminder type:
    • Friendly reminder (before due date)
    • Payment due reminder (near due date)
    • Overdue notice (after due date)
  4. Review the email preview
  5. Select Send

Reminder emails use the templates you configured earlier.

Common Invoice Scenarios​

Invoicing in Multiple Currencies​

If your client uses a different currency:

  1. When creating the invoice, select the currency dropdown
  2. Select the client's currency
  3. Enter amounts in that currency
  4. Fiskl converts to your base currency for reporting

Exchange rates update automatically.

Recurring Invoices​

For repeat clients with regular billing:

  1. Create the first invoice as normal
  2. Select Make Recurring
  3. Configure the schedule:
    • Frequency (weekly, monthly, yearly)
    • Start date
    • End date or number of occurrences
  4. Select Save

Fiskl generates and sends invoices automatically based on the schedule.

Progress Invoicing​

For project-based work with milestones:

  1. Create the first invoice for the initial milestone
  2. Mark it as partial invoice
  3. Enter the percentage or amount
  4. Create subsequent invoices referencing the original
  5. Fiskl tracks total billed vs. project value

Best Practices for Invoicing​

Before Creating Invoices​

  • Complete all setup configurations
  • Test with a sample invoice to yourself
  • Verify tax calculations are accurate
  • Confirm email templates display correctly
  • Check that branding matches your identity

When Creating Invoices​

  • Use clear, detailed line item descriptions
  • Include project or purchase order numbers in notes
  • Set realistic due dates (typically Net 30)
  • Double-check client email addresses
  • Preview before sending

After Sending Invoices​

  • Monitor invoice status regularly
  • Send reminders for upcoming due dates
  • Follow up promptly on overdue invoices
  • Record payments as soon as received
  • Reconcile invoice payments with bank transactions

For Professional Results​

  • Use consistent templates across all invoices
  • Include complete payment instructions
  • Add your logo and branding
  • Provide multiple payment methods
  • Send thank you notes when payments are received

Troubleshooting Common Issues​

Tax Not Calculating Correctly​

Cause: Tax settings not configured or line items missing tax assignment

Solution:

  1. Verify tax rates are set up in Settings > Taxes
  2. Check that tax is assigned to line items
  3. Confirm default tax rate is configured
  4. Review tax-exempt items are marked correctly

Email Not Sending​

Cause: Client email address incorrect or email delivery issues

Solution:

  1. Verify client email address is correct
  2. Check your email sending limits
  3. Ask client to check spam folder
  4. Use Resend Invoice to try again
  5. Download PDF and send manually if issues persist

Invoice Number Sequence Wrong​

Cause: Manual numbering or sequence configuration

Solution:

  1. Go to Settings > Invoice and Quote Settings
  2. Check invoice number sequence settings
  3. Adjust the next invoice number if needed
  4. Consider using automatic sequential numbering

Template Not Displaying Correctly​

Cause: Logo size issues or template customization errors

Solution:

  1. Check logo dimensions (recommended max 800px wide)
  2. Verify template settings saved correctly
  3. Clear browser cache and preview again
  4. Try a different template to isolate the issue

Client Can't View Invoice Online​

Cause: Email link issues or browser compatibility

Solution:

  1. Resend the invoice email
  2. Ask client to check spam folder
  3. Download PDF and send directly
  4. Verify invoice isn't in draft status

Next Steps​

After creating your first invoice, explore these features:

Automate invoicing:

  • Set up recurring invoices for repeat clients
  • Enable automatic payment reminders
  • Connect payment gateways for instant payments

Track performance:

  • Review invoice aging reports
  • Monitor average time to payment
  • Analyze revenue by client

Expand capabilities:

  • Create professional quotes
  • Set up retainer invoicing
  • Enable online deposits and partial payments
tip

Create invoice templates for your most common services or products. This speeds up invoice creation and ensures consistency across all client communications.

Need More Help?​

Configure tax settings: Tax Settings

Customize templates and branding: Invoice Templates

Adjust language and payment options: Invoice and Quote Settings

Contact support: Get Support