Frequently asked questions

Invoice Office is an online platform for running your business documents — quotes, invoices, order confirmations, credit notes and payment reminders — from one place. It automates the repetitive parts (recurring invoices, reminders, VAT) and gives you dashboards to see how your business is doing.

Invoice Office runs in nine languages — English, Dutch, German, French, Spanish, Polish, Portuguese, Turkish and Ukrainian — across thirteen regional variants, so English covers the US, UK and India, Dutch covers the Netherlands and Belgium, and German covers Germany and Austria. Each account sees the variants that apply to its country.

Language is more than the interface: document designs, email templates, product names, payment and document terms, and VAT legal texts are each stored per language, and you set a language once on the customer record. Currency is separate, so you can bill a Belgian customer in euros in French.

See multi-language invoicing and multi-currency invoicing for the detail.

Create a free account, add your company details, and send your first invoice in minutes — no credit card required. You can import existing customers and products, or add them as you go.

Yes. You can import your customers, suppliers and products so you’re up and running quickly, and you can export your data at any time too — it’s your data. Every plan includes import and export, so switching to Invoice Office (or moving on later) is straightforward.

Yes — Invoice Office has a completely free plan that lets you send up to 3 documents per month with all the core features (invoices, quotes, customers, products, projects and time tracking). Paid plans start at €12.99/month and every paid plan comes with a 14-day free trial, so you can try everything before you pay.

Absolutely. Every paid plan starts with a 14-day free trial of the full version — no credit card required and no commitment. You can also stay on the free plan for as long as you like. Start your trial at app.invoiceoffice.com.

Yes. There’s no notice period and no lock-in — you can upgrade, downgrade or cancel whenever you want. Start on the free plan or the 14-day trial, and only move to a paid plan when it’s right for your business.

Yes. Invoice Office calculates VAT automatically on your invoices and expenses, and prepares your VAT return for you. Combined with expense tracking and bank imports, it keeps your bookkeeping in order and gives you clear dashboards and reports — so you always know where your business stands at tax time.

Find the invoice under Sales → Invoices, or the purchase under Procurement → Purchases, open the row’s ⋮ Action menu and choose Register payment. The amount still unpaid is filled in for you — check it, set the payment date and method, and click Register. The document then shows as Paid, Partial Payment or Overpaid.

Entered something wrong? Go to Sales → Payments or Procurement → Payments, open the payment’s ⋮ menu and choose Modify payment. The full walkthrough is in How do I register or modify a payment?

Go to Sales → Recurring invoices, choose Create recurring invoice and fill in the customer and lines as you would on a normal invoice. In the dates panel set the Cycle (Weekly through to Yearly, or Once for a single future invoice), Send From for the first invoice and, if the run should end, Send until. Then Save, click Finalize and choose Finalize invoice — a recurring invoice that is still a Draft is never sent.

From then on each invoice is created, finalized and emailed on its date. Recurring invoices need a Pro license. The other settings, the dashboard and how to change or stop a series are in the step-by-step guide How to set up a recurring invoice; what the feature covers is on Recurring invoices.

Every language has a base design with the document type Document, usually named Default. The designs for your invoices, quotes, credit notes and other documents follow it wherever their Use default switches are on, so you style the base design once and the rest pick it up.

1. Go to Settings → Documents → Document designs, choose the language and open the design whose document type is Document.
2. Set up your logo, blocks, fonts and colours there and click Save.
3. Open each of your other designs, click a block that should look the same and make sure Use default is switched on in its panel. Under Settings, General and Field names and values each have their own Use default design switch. When your company works in the basic editor, a single Use default design switch at the top of Settings applies the whole default design — layout, blocks and styles — to that design.

Switch Use default off on one block when only that document type needs something different; it gets its own settings back and the rest keeps following the default design. The Is default switch in the list is something else: it picks which design is used for a document type and language. See create and manage your document design templates.

Open your design under Settings → Documents → Document designs and click the logo on the page. In the Logo panel on the right, open Content:

• Logo image — upload your logo as a JPG or PNG file.
• Logo position — choose Right (or Left or Center).
• Logo size — drag the slider until the logo has the size you want.

Click Save. If Show text is on, the design prints a logo text instead of the image, so switch it off. On an invoice or quote design with Use default on for the logo, it shows the logo from your default design — switch it off, or change the logo in the default design. In the advanced editor the logo’s settings are on the Document template side of the switch in the toolbar.

More detail in upload your logo and background image, and if it does not print, see why my logo is not showing on the PDF.

Open your design under Settings → Documents → Document designs and go to the Page tab on the left. Switch on Background image; its settings open on the right. Upload a JPG or PNG under Background image and use the Transparency slider to fade it, so the text on top stays readable. Click Save.

The background prints across the whole page, behind your content. The same Page tab has Show header and logo on every page for documents that run over more than one page. In the advanced editor you find the Page tab on the Document template side. See upload your logo and background image.

Yes. Click the document table on the page and open its Style tab:

• Font sets the font colour, size, family and line height for the whole table. Below it, the Heading and Rows boxes give the column headings and the product lines their own Font size, Font family and bold — for every column at once, or for one column you pick under Column.
• Sub total styles the totals under the table: the Sub total box sets the background, border and text colour of the subtotal rows, plus the font size, family and bold for all total rows, and the Footer box sets the colours of the final rows, such as the total and the grand total.

Anything you leave on Default follows the table’s own font. To use one font for the whole document, click an empty part of the page, switch on Apply to whole design and set the font there; it then overrules the font of every block. See how to customize the document layout.

Click the document table in your design and open Content. In the Columns list, switch off Product description, right under Name/Description, and click Save. Only the product name then prints on the line. The switch is locked while Use default above the list is on, because the columns then follow your default design — switch that off first, or change it in the default design.

A product can overrule the design: each product has its own Product description switch under its Settings tab. For lines with a product, that switch decides; the design’s switch applies to lines you type without a product. See how to switch and reorder columns in a document design.

Hover over a block on the page to see its toolbar. Drag it by the Move handle — or click it first and drag it by its body — and drop it in another row. A row holds up to three blocks side by side, and the same toolbar has Move left, Move right, Full width (its own row), Style and Hide. Drag a whole row by its Move row handle, and click a row to choose how its width is split between its blocks.

To align the content inside a block, open its Style tab and use Text align (every block except the document table). In the Document detail block every field also has its own Text align button. Blocks fall into rows and columns, so there is no free positioning at an exact spot. In the advanced editor you drag blocks on the Document template side. See how to customize the document layout.

Both edit the same designs. The basic editor puts everything on one screen: Blocks, Page and Settings tabs on the left, your page in the middle and the settings of the block you click on the right. The advanced editor adds a Document design / Document template switch: the document template holds the layout and styling and can be shared by several designs, so a change there reaches every design that follows it.

You switch your company between the two with the Basic document design or Advanced document design button on the Document designs page. The advanced editor needs an active Pro license; without one, you work in the basic editor and nothing in your designs is lost. See create and manage your document design templates.

Your data is hosted in the EU and protected with encryption in transit and at rest. Access is role-based, and you stay in control of your account, users and permissions at all times.

Sign in with your password as usual. On the screen that asks for your authentication code, click Turn off 2FA by email under Lost access to your authenticator app?. Open the email we send to your sign-in address, click the link (valid for 1 hour) and confirm with Yes, turn it off. You can then sign in with your password only. Any authenticator app works for two-step verification — Microsoft, Google or another — see how to set up two-factor authentication.