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Invoices

What you'll do: design how your invoices look, print them or save them as PDF, produce your country's e-invoice, and bill a customer in a foreign currency.

Design your invoice

  1. Press Alt+K (Company), then Invoice design. Or press Alt+G and type "invoice design" (or "logo").
  2. Set what you want. A preview of your latest invoice updates as you go.
  3. Look: template (Classic, Modern or Compact), accent colour, font, paper (A4, Letter or A5), and whether cash (B2C) invoices print on 80 mm receipts.
  4. Logo and signature images (PNG, JPEG or SVG): press Enter on the field for its menu.
  5. What to show: the HSN/SAC or tax class column, quantity and rate columns, the amount in words, the authorised signatory. Columns your country's law requires stay on.
  6. Bank details: account name, bank, branch, account number, IBAN, local bank code, SWIFT/BIC.
  7. Texts: terms, declaration and footer. India also has the LUT ARN for exports.
  8. Titles for each voucher type. Some countries fix the title by law (for example "Tax Invoice"), and then it can't be changed.
  9. Press Ctrl+A to save. PgUp and PgDn scroll the preview.

Only an Owner can change the design. The design is kept in this company file and doesn't sync to other computers yet. More detail: Invoice design.

After you save a Sales invoice, Credit Note or Debit Note, KhataOS asks "Print?". Or, on any saved voucher:

  • Print: press Ctrl+P. A print window opens with the invoice in your design, then your system's print dialog. Choose a printer, or "Save as PDF".
  • PDF file: press Ctrl+E (Export), then PDF. KhataOS writes the PDF itself and asks where to save it. This also works on phones.
  • Many invoices at once: in the Day Book (K), press Alt+E and choose the PDF of the period's invoices and notes. Each starts on a new page.

If some letters in a name don't come out right in the PDF file, print with Ctrl+P and save as PDF from the print dialog instead.

Ship-to and export details: on a saved Sales invoice or note, press Ctrl+E, then Ship-to and export details. Add the delivery address, and for exports the ports, Incoterms, destination, shipping bill and (India) IGST or LUT. These print on the invoice; they don't change the books.

E-invoices

Every e-invoice comes from a saved invoice's Export menu: open the voucher and press Ctrl+E (or Alt+E).

Country On the Export menu Sent to the authority?
India Generate IRN (e-invoice portal), e-Invoice JSON, e-Way Bill JSON IRP connection: tested against our test server only, so far
Saudi Arabia Submit to ZATCA, ZATCA e-invoice XML Yes: tested on ZATCA's sandbox
UAE UAE e-invoice (PINT AE), Send via Access Point Access point: tested against our test server only
Singapore InvoiceNow e-invoice (PINT SG), Send via Access Point Access point: tested against our test server only
Germany XRechnung (UBL or CII), Factur-X / ZUGFeRD PDF No: you send the file
France, Netherlands Factur-X / ZUGFeRD PDF No
Spain VeriFactu record, Factur-X / ZUGFeRD PDF No
Mexico CFDI 4.0 (stamping is on the CFDI invoices screen) PAC connection: tested against our test server only
UK, US PDF only No e-invoice

None of these files has been checked with the authority's official validator yet. Check them before you rely on them. The setup for each is on your country page: India, UAE and Saudi Arabia, Singapore, Europe, Mexico.

The Factur-X PDF is a plain text layout, not your invoice design, and has no logo.

Bilingual invoices

Saudi Arabia and UAE invoices and notes always print in English and Arabic. Saudi invoices carry the ZATCA QR code once the e-invoice has been made. With Hijri dates on (Ctrl+K), the Hijri date prints too. See Arabic.

Foreign currency

To bill a customer (or record a supplier's bill) in another currency:

  1. Alter the party's ledger (A, Ledger) and set Currency to the ISO code, such as USD or EUR. A cash or bank ledger can have a currency too.
  2. Enter the invoice as usual. A Rate of exchange field appears (for example 1 USD = … INR), filled in with the last rate you used. Type the rate for this invoice.
  3. Type amounts in the foreign currency. KhataOS works out the amounts in your base currency as you type.
  4. Save. The invoice prints in the customer's currency, with the rate and the totals in your base currency.

When the customer pays at a different rate, settle the bill against it (Agst Ref) in a Receipt with that day's rate. The gain or loss goes to Forex Gain/Loss when you save. Ledger statements and outstanding bills show both currencies.

Limits today:

  • one foreign currency per voucher;
  • rates are typed in, never fetched online;
  • there is no screen to edit the currency list, keep a table of rates, or revalue open balances at year end;
  • ZATCA, PINT (UAE and Singapore), XRechnung and Factur-X e-invoices refuse invoices in a foreign currency.

More detail: Multiple currencies.

Not built yet

Emailing an invoice (Ctrl+M), sending it on WhatsApp (Ctrl+Alt+W), print preview settings, printing many invoices directly (other than the Day Book PDF), and cheque layouts other than CTS-2010.