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Create invoice

Create a new invoice with recipient, line items and template. Live preview on the right, save as draft or finalize directly.

Web
Chöre›Chor öffnen›Verwaltung›Kassenbuch›Rechnungen›Neue Rechnung

Diese Funktion ist nur im Web verfügbar.

Permission required: Cashbook › Edit

What is it?

The invoice editor creates a new invoice with status "Draft". You fill in recipient, line items and notes — on the right you immediately see a live preview of how the final PDF will look.

Step by step

  1. Open Administration > Cashbook > Invoices and click "+ New Invoice".
  2. Pick the account (e.g. association account) the payment should go to. Later payment entries will be linked to this invoice.
  3. Pick language and template — default is German and your choir's default template.
  4. Set invoice date and due date. Default due date is invoice date + payment term (set per choir).
  5. Pick the e-invoicing format:
    • ZUGFeRD — PDF with embedded XML (B2B standard, mandatory from 2027)
    • XRechnung — separate XML (mandatory for public authorities)
    • None — classic PDF without machine-readable XML
  6. Enter recipient data — name is required; for e-invoicing also address, postal code, city, country.
  7. Add line items — description, quantity, unit, unit price, VAT rate. "+ Add line item" for more rows.
  8. Optionally write an intro and closing note (e.g. "Thank you for your order" or payment instructions).
  9. Save as draft, or click "Save & finalize" to finalize right away.

Live preview

To the right of the input you see an HTML preview based on the selected template. With every change it refreshes automatically (after a short typing pause).

Note: The preview is HTML — the finalized PDF can differ slightly (fonts, margins). When in doubt, save as draft once and check via "Generate PDF" on the detail page.

Draft vs. finalization

Action When
Save as draft If you're not sure yet, want to keep editing, or are waiting for approval
Save & finalize When the invoice goes out to the customer — no further changes possible, the number is assigned, the PDF archived

What's still missing (TODO)

  • Recipient autocomplete from existing members / recurring customers
  • Instant email send to the recipient
  • Recurring invoices (e.g. membership dues)

Permission

You need cashbook.edit — the same as for normal cashbook entries.

Frequently asked questions

Do I have to re-enter the recipient every time?▾
Currently yes — the editor does not store customer master data. A later version will add an autocomplete feature for recurring recipients.
What happens when I save as draft?▾
The invoice does not get a number or PDF yet, but can be edited at any time. Only on finalization is the number assigned and the PDF archived.
Can I mix line items with different VAT rates?▾
Yes. You set the VAT rate per line item (0, 7, 19 %). The totals are listed automatically per rate. In small-business mode the rate is always 0 %.
What if the live preview stays empty?▾
Usually a default template for the selected language is missing. Go to Settings > Templates, create one and mark it as default. Or explicitly pick a template from the dropdown in the editor.
Can I change the e-invoicing format later?▾
As long as the invoice is a draft: yes. After finalization the format is fixed — the PDF and the XML are immutable in the archive. A later format change would only work via cancellation + new invoice.
How do I save intermediate states?▾
With "Save as draft" — afterwards you can close the tab and resume later via the invoice list. There is no auto-save, so save consciously.

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