Creating Invoices
Learn how to create professional invoices with billli, including adding line items, setting payment terms, and generating Swiss QR-Bills.
Creating invoices with billli is straightforward. This guide covers everything from adding line items to customizing payment terms.
Starting a New Invoice
There are several ways to create a new invoice:
- Click New Invoice in the top navigation
- From the Invoices page, click the + button
- From a client's page, click Create Invoice
Selecting a Client
Every invoice needs a recipient. You can:
- Select an existing client from the dropdown
- Create a new client by clicking "Add new client"
Creating clients separately saves time when invoicing repeat customers. See Managing Clients for details.
Adding Line Items
Line items are the products or services you're billing for.
Adding Items
Click Add Item
Click the Add Item button below the line items section.
Enter Description
Provide a clear description of the product or service. Be specific—this helps your client understand what they're paying for.
Set Quantity and Price
Enter the quantity (hours, units, etc.) and the unit price. billli calculates the total automatically.
Apply VAT (if applicable)
Select the appropriate VAT rate. If you're not VAT-registered, leave this at 0%.
Line Item Examples
| Description | Qty | Unit Price | VAT | Total |
|---|---|---|---|---|
| Web Development - Homepage | 8h | CHF 150.00 | 8.1% | CHF 1,297.20 |
| Logo Design | 1 | CHF 800.00 | 8.1% | CHF 864.80 |
| Hosting Setup | 1 | CHF 200.00 | 8.1% | CHF 216.20 |
Setting Payment Terms
Configure how and when you expect payment:
Due Date
Choose from preset options or set a custom date:
- Immediately (due on receipt)
- 7 days
- 14 days (recommended for most businesses)
- 30 days
- Custom date
Payment Reference
billli automatically generates a unique reference number for each invoice. This reference appears in the QR-Bill and helps you match payments to invoices.
The payment reference follows the Swiss QR-Bill standard, ensuring your bank can process payments correctly.
Invoice Details
Invoice Number
billli generates sequential invoice numbers automatically. The format is:
INV-2026-0001
INV-2026-0002
...
You can customize the prefix in Settings → Invoices.
Invoice Date
Defaults to today's date. Change it if you're creating an invoice for services rendered on a different date.
Currency
billli supports CHF and EUR. Swiss QR-Bills require CHF for domestic payments.
Previewing Your Invoice
Before sending, always preview your invoice:
- Click Preview to see the full invoice
- Check the QR-Bill section at the bottom
- Verify all amounts and client details
- Review the payment reference
Saving and Sending
Once your invoice is ready:
Save as Draft
Click Save to keep the invoice as a draft. You can edit it later before sending.
Send to Client
Click Send to:
- Generate the final PDF
- Send via email to your client
- Mark the invoice as sent
Once sent, invoices cannot be edited. If you need to make changes, you'll need to create a credit note or a new invoice.
Download PDF
Click Download to get a PDF copy. The PDF includes:
- Your professional invoice header
- All line items and totals
- Swiss QR-Bill payment slip (ready to scan)
Invoice Totals
billli calculates all totals automatically:
- Subtotal: Sum of all line items before VAT
- VAT: Calculated per line item, grouped by rate
- Total: Final amount due