The 'Invoicing' section is available only for relations with the 'Customer' status. In this section, you get an overview of customer-specific billing settings, including what can be billed.
Summary of amounts
At the top of this section, you’ll see a brief summary of what still can be invoiced to this customer and what has been. This information helps you quickly understand billed and outstanding amounts.
Box: Invoice data and settings (customer-specific)
The information you add in the 'Invoice Data and Settings' box is specific to this relation. Some options are set to 'Use the general settings' by default, unless you customize them specifically for this customer.
Below are some key settings:
- PO number: Enter the customer’s purchase order (PO) number. If there are multiple numbers, you can specify them per assignment (when using the Assignments module).
- VAT transaction type: If this customer always uses a different VAT transaction type than the default one, you can adjust it here. For exceptional cases, it’s best to only change this on the corresponding invoice itself.
- Discount: Set default discounts for this relation. Learn more about customer discounts.
- Price table: Link this relation to a specific price table. Price tables can be managed via Registration > Price Tables.
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Peppol GLN Number: A GLN (Global Location Number) is a unique identification code for physical locations within a company, such as branches or departments. In the Peppol network, it serves as an alternative or supplement to the VAT number to ensure e-invoices are routed to the correct recipient, which is especially useful for larger organisations.
You enter this number manually. It is optional: if you leave it empty, AdminPulse will automatically use the relationship’s default Peppol address.
👉 If a GLN number is provided, any invoices you send via Peppol will be delivered to that GLN address.
If you are working with the Assignments feature, you can also enter a separate GLN number for each individual assignment. - Method for sending invoice: if a specific delivery method is desired for a client’s invoices, it can be configured here. Below that, the client's status with regard to the Peppol network is shown, along with the date of the last lookup. It’s also possible to manually look up the client on the Peppol network from this section.
- Invoice email template: Select a specific email template to use when the invoice and/or invoice details are sent by email
- Credit note email template: Select a specific email template to use when the credit note is sent by email
- Invoice text: Add text here that will appear on every invoice for this customer.
- Tax exemption reason: choose an option from the drop-down list, or enter your own text.
- Paymentmethod and Direct debit mandate reference : These fields are filled in automatically when you use an integration with a direct debit provider (such as Twikey or Mollie).
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Billing information: Enter any additional details or a remark that are relevant for billing this relation. This text appears as a tooltip when you hover over the yellow i icon in the Invoices or Invoice proposals screen.
This field is optional and can contain up to 2,000 characters.
👉 If you'd like to add a general text to all invoices for all your customers, you can set it up under Settings > General Settings > Invoice PDF creation > Invoice text.
Box: Invoice scheduling
In the 'Invoice scheduling' box, you can set up specific invoicing schedules for this relation. This is useful for customers with periodically billed projects or services.
💡 Want to know how to apply an invoice schedule to a specific relation? Then check out this article on invoicing scheduling: Invoice scheduling per relation: set up, viewing and modification
💡Curious about how to configure Invoice schedules (via Settings > Invoice schedules)? Creating and managing invoice schedules
Box: Planned registrations
For recurring costs, products, or registration items like subscription fees, you can add planned registrations in the 'Planned registrations' box. Add a planned registration by clicking the + button.
- Choose a schedule and set the desired dates.
- Choose a price list item type and fill in the relevant data.
- Click Save.
The registration will then be processed automatically at the scheduled time. By using the info icon, you can see an overview of the next scheduled date, and you can edit planned registrations via the pencil icon, or delete them with the bin icon.
Please note that planned registrations are linked to a "System user" by default and not to a specific AdminPulse user.
Box: Invoice to
You may link tasks and registrations to one relation, but send the invoice to another relation. To do this, fill in the 'To invoice to' field in the relation’s profile. Registrations stay linked to the original relation, but invoices are sent to the 'To invoice to' relation.
For more information about the 'Invoice to' box, check our article about setting up billing to different relations.
Box: Bank accounts
In the 'Bank accounts' box, you can keep an overview of the IBAN numbers of the relation. When adding a Belgian IBAN, AdminPulse will automatically fill in the corresponding BIC and bank name.
For accounts listed as "Other," you can enter a non-IBAN account number, like foreign accounts or crypto accounts.
You can store multiple bank accounts for a relation and use the star icon to mark the default account.
This section is also shown in the 'Accountant Info' section of the relation file.
💡 Do you work with direct debit and have linked your provider (e.g. Twikey or Mollie)? Then the bank details are filled in automatically here.
⏭️ Up next, explore the following section of the relation file: The relation file - Accountant info section