Frequently asked questions

Invoices

How to create an invoice using Billbooks?

Login to your Billbooks reports.

On Dashboard, left navigation pane, head to Invoices tab, either click on the + sign or click on the Invoices tab.

You can see + New Invoice button, click to create invoice.

How to offer discount in invoice?

Go to the Invoices tab, in case of new invoice, click on + New Invoice while for existing invoice, click on Edit, present on top corner.

You can either set a flat amount or discount percentage on an item by clicking on the discount amount. Once set, click on apply.

The discounted amount will automatically get generated.

Can invoice number be changed?

Yes, it can be changed. Go to the Invoices tab on the left navigation pane of Dashboard.

Either click on the dropdown of an invoice whose number you want to change or directly click on the invoice, you’ll find Edit option in both the ways.

Click on Edit option, change the number and. click on Save.

How to print invoice?

Click on the Invoices tab on left navigation pane of Dashboard.

Hover on the invoice you want to print and select Print option from the dropdown.

Another way to print is, click on the invoice, the Print option is located on the top right corner of the page.

How to create a copy / duplicate / clone of invoice?
  • On Dashboard, left navigation pane, click on the Invoices tab
  • From the available invoices, hover on the one you want to duplicate
  • Click on its specific dropdown icon
  • Click on Duplicate option
  • Make changes if needed and click on Save
How to create a recurring invoice?

While creating a new invoice using Billbooks, just tick on the Recurring option present on the bottom of the page.

The invoice will turn into New Recurring Invoice. It will automatically get generated as per the schedule you set.

How to add new item (service/goods) in invoice?

Directly add item while creating invoice by clicking on the dropdown present under Items column. Click on + New Item button.

Enter the item details and save. You can also go to the Items option on left navigation pane of Dashboard.

Add item by clicking on + New Item. Item details you save here will also be saved in your master items list to reuse for later.

How to send invoice?

Click on the Invoices tab on left navigation pane of Dashboard. Click on the dropdown of invoice you want to send. Select Send Invoice.

Another way is by clicking on the invoice, More dropdown is located on the top right corner of the page, select Send Invoice.

Edit subject, message if you want and send.

How to create recurring expense?

Go to Expenses section on Dashboard. Click on + New Expense button. Now tick the Recurring option, present on the bottom of New Expense screen.

Set the start date, how often to generate the expense and how many expenses to be created.

How to add new user?

Go to Settings on left navigation pane of Dashboard. In settings, click on Users section.

On top right corner, click on + New User button.

Fill details and save.

How to set payment reminder for an invoice?

While creating an invoice, you will find Payment Reminders on the right hand side, choose reminder period from dropdown and save.

Estimates

How to create an estimate?

Login to your Billbooks reports. On Dashboard, left navigation pane, head to Estimates tab, either click on the + sign or click on the Estimates tab.

You can see + New Estimate button, click and create estimate.

How to create a copy / duplicate / clone of invoice?
  • On Dashboard, left navigation pane, click on the Invoices tab
  • From the available invoices, hover on the one you want to duplicate
  • Click on its specific dropdown icon
  • Click on Duplicate option
  • Make changes if needed and click on Save

Reports

How to view Invoices Report?

Go to Reports on the left navigation pane of Dashboard. Click on Invoices Report.

You can set date range and also apply filter of which client you want see the invoice report and choose status of the invoice.

What is an Expenses Report and how to view it?

Keep a track of how much you spend and where you spend with Expenses Report feature. Go to Reports on the left navigation pane of Dashboard. Click on Expenses Report.

You can set date range, apply filter of which category you want to check and choose status of the expenses.

What is an Item Sales Report and how to view it?

Get a detail report of the transaction of services and goods. Go to Reports on the left navigation pane of Dashboard. Click on Item Sales Report.

You can set date range, apply filter of which item you want to check and choose invoice status of the sales report.

What is a Collections Report and how to view it?

Get a detailed summary of all the payments you have collected, till date. Go to Reports on the left navigation pane of Dashboard. Click on Collections Report.

You can set date range, apply filter of which client you want to check payment collected and also according to the mode of payment by selecting Payment method.

What is an Outstandings Report and how to view it?

Get a clear report of the clients who have outstanding balances. Go to Reports on the left navigation pane of Dashboard.

Click on Outstandings Report. You can apply filter.

What is Sales Tax Summary and how to view it?

Get a clear summary of the taxes collected from sales that’s helpful in filing tax returns. Go to Reports on the left navigation pane of Dashboard.

Select Sales Tax Summary. Click on the calendar icon to set date range.

What is a Profit & Loss Report and how to view it?

It is a report that helps you to review income and expenses within a specific period of time. Go to Reports on the left navigation pane of Dashboard. Click on Profit & Loss. You can select the time period and apply filter of income status.

Clients

How to add new client?

There are 2 ways, either you can directly add client while creating invoice by clicking on + New Client in Client name section or on Dashboard, left navigation pane, click on Clients tab.

Next, click on + New Client button. Enter all necessary details and Save.

How to mark client as inactive?

Go to Clients tab on left navigation pane of Dashboard. Click on the dropdown located on the end of client’s column whom you want to mark inactive. Click on Mark as Inactive option.

Perform bulk action by ticking on the checkbox (present before the name row).

How to add client’s shipping address?

Go to Clients tab on Dashboard. In case of new client, click on + New Client button while for existing client, click on specific client’s row.

On new screen, click on the shipping address tab, fill in the details and save.

Payment

How to choose online payment gateway?

Click on Settings tab on left navigation pane of Dashboard. Click on Integrations in settings. Select any of the online payment gateway of your choice.

Payment options include PayPal, Stripe, Braintree, Authorize.net and 2checkout.

Does Billbooks charge any additional transaction fees?

Transaction fees will be charged as per your chosen payment gateway plan. However Billbooks won’t be charging you any additional transaction fees.

How to set payment terms / invoice due date?

On invoice, you will find Payment Terms on right hand side. Click on the dropdown and select payment due date.

How to set auto reminders to unpaid invoices?

On invoice, you will find Payment Reminders on right hand side. Click on the dropdown and set auto reminder.

Items

How to add new item?

Add item while creating items by adding a new line and clicking on + New Item. Or click on the Items tab from left navigation and click on + New Item button. Only item name is mandatory. You can set rate per unit and taxes to save time while creating items.

How to delete an item?

Click on Items tab. If the item is part of an existing items or estimate, we recommend you to mark it as inactive from the dropdown. If not, you can click on Delete.

Expenses

How to stop recurring expenses?

Under recurring expenses, click on the Expense you want to edit. Set the ‘How many?’ column to 0 remaining.

Settings

How to add new tax?

Go to Settings (gear icon). Choose Taxes option and click on + New Tax button, add new tax and save.

How to delete a tax?

Go to Settings (gear icon) and select Taxes. Here you’ll see the list of taxes you’ve added. Click on Delete from the dropdown next to the respective tax you want to remove.

How to create and enable Taxes in Billbooks?

Go to Settings (gear icon). Select Taxes and click on + New Tax button, add a Tax and rate. When creating an invoice you will see a tax column next to item. An item will have tax by default if you have set it that way within Items.

How do I apply tax on items?

Once you have added the taxes, go to Items from left navigation. Click on the Item to which you wish to apply tax by default. Select the tax and save the item.

How do I modify the financial/fiscal year of the invoice?

Go to Settings (gear icon). Click Preferences or Organization Profile to set the fiscal year. Save changes once done.

How do I take a backup of my data?

Go to Settings (gear icon), select the Data backup option from the Settings. Once you click on the “Backup Your Data” button, you’ll receive a link to download your data.

How can I change my base currency?

Go to Settings (gear icon). Click on Preferences or Organization Profile to change your Base Currency.

How can I add logo of my organisation?

Go to Settings (gear icon). Click on Organization Profile and make sure your image is of preferred size as mentioned and click on Save Changes.

How can I change the date format of my organisation?

Go to Settings (gear icon). Click Preferences, set date format of your choice and save the changes once done.

How can I set or change invoice due date

Go to Settings (gear icon). Click Preferences, in Invoice Settings, you’ll find Default Payment Terms to set the due date.

How to add new user?

Go to Settings (gear icon). Select Users, click on + New User. Fill necessary fields and Save.

How to edit columns of Invoice or Estimate?

You can edit the columns of your invoice or estimate by clicking on Settings (gear icon). Go to Preferences, Invoice/Estimate Column Settings. Select fields of your choice or add new by clicking on Other option and Save Changes.

How can I change my Billbooks user email address?

Click on the company name mentioned above the Dashboard. Select My Profile. A pop up screen should appear where you can change the email address. Fill in the details and save.