Your Studio
Musterkunde GmbH
| Leistung | Gesamt |
|---|---|
| Webdesign 8 Std. × 75,00 € | 600,00 € |
- Nettosumme
- 600,00 €
- Umsatzsteuer 19 %
- 114,00 €
- Gesamtbetrag
- 714,00 €
WRITING INVOICES WITH BUCHLIO
Write, check and send quotes and invoices.
One invoice profile instead of repeated manual work: set your sender details, design, bank details and texts once, select customers, products and services, and check every quote (Angebot) and every invoice (Rechnung) before issuing it.
- Your own design with logo and colour
- E-invoices with XRechnung and ZUGFeRD
- Sending through your email account
- Payments and dunning letters at a glance
E-invoice · ZUGFeRD
Paid · €714.00
From quote to finished invoice.
Buchlio is designed for the self-employed and small businesses who create their quotes and invoices themselves and want to keep their receipts and payments in the same workspace. Every step stays traceable.
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Set up your invoice profile
Enter company details, logo, colour, bank details, payment term, dunning schedule and reusable texts. In a new workspace, “Set up Buchlio” guides you through company, taxes, invoices and tax adviser in a few steps.
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Optionally start with a quote
Issue and send a quote, record its acceptance with a date and create an order confirmation (Auftragsbestätigung) from it. At the top of Quotes, you see which sent quotes are still awaiting a decision and when their validity ends; after that, they show “Expired”.
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Add recipient and items
Take customers, products and services from the master data or create them as you go, optionally with a contact person below the company. From an accepted quote, the invoice takes over the quantities still open.
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Check live
Check totals, tax treatment, dates, texts and layout in the preview before issuing.
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Issue and send
When issued, the invoice receives its chronologically sortable number, such as 261006-1430-K3M9; with complete details, a hybrid ZUGFeRD/Factur-X PDF is created directly. With “Send”, check the sender account, recipient, subject and message, and only then send through one of your own email accounts; the email arrives in your colours with logo and signature.
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Track payments
Record payments, part payments and advance payments with their actual date and amount directly on the invoice or import them from the bank statement. From these, Buchlio derives open, partly paid or paid.
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Deal with what’s due
Check open and overdue invoices together. Buchlio shows which payment reminder (Zahlungserinnerung) or dunning letter (Mahnung) your dunning schedule provides for and opens it pre-filled for review. Under “Coming up”, you see what falls due in the next 14 days.
Everything important about your outgoing invoices.
The features work together without taking decisions off your hands that you should check yourself.
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Your own invoice design
Logo, accent colour, sender details, bank details and the introduction, payment and closing texts belong in your invoice profile. Placeholders insert recurring details where they fit. Directly sent emails carry the same accent colour as a frame, your logo at the top and your signature from the profile at the bottom.
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GiroCode for paying
If your IBAN is in the invoice profile, EUR invoices carry a GiroCode (EPC QR) for the amount payable, and payment reminders and dunning letters for the total claim. Your customer scans it with their banking app instead of typing in the IBAN and amount. The invoice profile doesn’t even accept an IBAN with a wrong check digit.
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Reuse customers, products and services
Record contacts and frequent products and services once and select them for the next invoice. New details can be added to the master data when you save. You compare duplicate entries side by side and merge them; existing invoices stay unchanged.
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Quotes and order confirmations
Quotes and order confirmations get their own number ranges (AN- and AB-) and are issued and sent as PDFs, like invoices. In the order confirmation, items can only be removed or reduced in quantity; the PDF shows both. Neither document ever counts as income.
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Never invoice more than confirmed
“Create invoice” derives the invoice from the order confirmation or the accepted quote. When you issue it, Buchlio prevents invoicing more than was confirmed; a cancellation invoice (Stornorechnung) releases the quantities again.
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Calculate totals and tax treatments
Quantities, unit prices, discounts and tax are calculated traceably, per rate when there are different tax rates. Tax-exempt cases set the tax rate to zero and hide VAT (Umsatzsteuer) details that don’t apply. A final invoice (Schlussrechnung) deducts paid advance payment invoices (Anzahlungsrechnung) with net and VAT per rate and claims the rest.
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Supplies to other EU countries
You issue supplies of goods to businesses in other EU states as an intra-Community supply (Innergemeinschaftliche Lieferung): with both USt-IdNr. (VAT identification number for trade within the EU), the statutory note and an e-invoice (E-Rechnung) in category K. The Voranmeldung (advance VAT return, filed monthly or quarterly in ELSTER) shows the turnover in Kz 41 (Kz: Kennzahl, numbered field on a tax form in ELSTER), and the Zusammenfassende Meldung (EC sales list of supplies and services to businesses in other EU countries) lists it per USt-IdNr.; the accounting package contains it as a CSV for import into Mein ELSTER. Reverse Charge (the customer owes the VAT instead of the supplier, § 13b UStG) is for services; Buchlio does not accept goods going abroad under it.
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ZUGFeRD and XRechnung when issuing
Buchlio issues invoices, credit notes (Gutschrift) and cancellation invoices with complete details directly as hybrid ZUGFeRD/Factur-X PDFs (PDF/A-3, profile EN 16931). With a Leitweg-ID (routing ID that public-sector customers require on e-invoices) or order reference, the same PDF also contains the XRechnung (UBL); with a Leitweg-ID, it is also attached to the email as a separate XML. Buchlio names missing details before you issue; without them, a simple PDF is created.
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Foreign currency with VAT in EUR
Invoices in a foreign currency with German VAT additionally show the tax in EUR. If you wish, Buchlio converts it with the BMF-Monatskurs (official monthly exchange rate for VAT, published by the Federal Ministry of Finance) of the month of supply; the PDF, XRechnung and ZUGFeRD carry the value.
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Prepare recurring invoices
Buchlio offers you monthly, quarterly or yearly invoices as a draft on the due date. A series can also start later, for example with a customer’s next billing year. You check and issue them yourself; nothing is sent automatically.
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Check the email before sending
Unsent invoices are in the Inbox under Sending. Recipient, subject and message stay editable until you approve them, and the salutation names the company or the contact person, as you choose; the issued PDF is attached automatically, with a Leitweg-ID also the XRechnung as XML. “How the email arrives” shows beforehand exactly what your customer receives.
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Sending and responses at a glance
Under “Sent & received”, everything sent in the year is listed with its recipient and route. When Buchlio fetches the mailbox you send from, it detects bounces and replies: an undeliverable invoice reports itself in the notifications and is ready to send again, and a reply appears with its date.
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Handle due dates and dunning letters
Overdue outgoing invoices appear with their open remaining amount. Following your dunning schedule, Due dates and notifications show whether a payment reminder or the 1st or 2nd dunning letter is due, and open the letter pre-filled. Buchlio includes late payment interest (Verzugszinsen) under § 288 BGB traceably, for business customers with a €40 lump sum instead of a dunning fee (Mahngebühr). Nothing is sent automatically: you check and send every letter yourself.
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Reconcile bank statements
Buchlio reads the CAMT (XML, also as ZIP) or CSV export of your online banking only on your device. For each transaction, it suggests the matching open invoice – by invoice number, amount, name and date – and recognises payments already recorded. Only what you confirm is saved as a payment; there is no bank connection.
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Keep corrections traceable
Issued invoices stay unchanged: email, “Save PDF” and exports use exactly the file saved when the invoice was issued. “Correct invoice” issues a cancellation invoice and opens a copy as a new draft with a new number. You correct a partial amount with a credit note that refers to the original invoice; both documents are also created as e-invoices. Entries expressly marked as test or mistaken entries can be removed as long as they have not been sent.
Invoice data stays part of your workspace.
Buchlio stores app data and originals locally. To sync your devices, you can optionally connect your own cloud storage. The credentials of your email accounts are stored encrypted in the app configuration folder, and the system keychain keeps the key to them. They never get into the Vault.
Do you also want to capture incoming invoices, till receipts and other documents? How to digitise receipts with Buchlio.
Frequently asked questions about the invoicing software.
Invoices with Buchlio
Can I create invoices as PDFs with Buchlio?
Yes. Buchlio generates a PDF in your saved design from the checked invoice data. Before issuing, you see a live preview; with complete details, the PDF is an e-invoice at the same time.
Can I write quotes too?
Yes. You issue quotes as PDFs and send them like invoices. When your customer accepts, you record this with a date and create an order confirmation from it and later the invoice. Quotes and order confirmations appear in no payment or tax report.
Does Buchlio support XRechnung?
Yes. Buchlio issues invoices, credit notes and cancellation invoices with complete details as ZUGFeRD/Factur-X PDFs in profile EN 16931, also in a foreign currency with VAT in EUR. With a Leitweg-ID or order reference, the same PDF also contains an XRechnung (UBL); with a Leitweg-ID, the email attaches it as a separate XML, and “XRechnung XML” saves it. For this, an invoice needs, among other things, the sender’s IBAN, email address and phone number and the recipient’s email address. Incoming UBL and CII XML and embedded data from ZUGFeRD and Factur-X PDFs are read locally.
Can Buchlio send invoices directly by email?
Yes. You can connect several of your own email accounts locally and set which of them can receive, send or both. Before every email goes out, you choose the sender and check the recipient, subject and message; the invoice PDF is attached automatically. Directly sent emails arrive in the colours of your invoice profile with logo and signature, and under “Sent & received” you see everything sent, including bounces and replies. Alternatively, the email can be prepared in your mail app.
How are open and paid invoices told apart?
The payment status results solely from confirmed payments with date and amount. Open amounts, part payments and advance payments therefore stay traceable instead of being feigned by a freely set status.
Does Buchlio replace a tax adviser?
No. Buchlio helps you create, organise and analyse your documents. The legal and tax review remains with you or your tax adviser.
Your next invoice can be simpler.
Buchlio for Mac is here: write your next quotes and invoices with Buchlio and try all features free for 7 days. If you have questions, write to us.