Application

Looking for more infomation about the basic functions of Debitoor or news about new features? Look no further. Our constantly-updated blog offers articles on many topics.

Kate

New and improved: the Suppliers tab

Suppliers are key contacts for any small business or freelancer. They might provide you with the raw materials you use to manufacture finished goods, they might supply the products you sell to the end consumer, or they might simply sell the day-to-day items you need to keep your business running (coffee, paper, printer ink, etc.).

Managing and maintaining your relationships with your suppliers is therefore an important part of running a business. To make this even easier, we’ve updated and improved the Suppliers tab in Debitoor invoicing software, and this blog post takes a closer look at the changes we’ve made.

Debitoor invoicing software makes it even easier to manage your suppliers

Kate

Proforma invoicing on your mobile

Proforma invoicing is an essential feature of any good invoicing software. But did you know that you can create proforma invoices from your phone as quickly and easily as from your computer or laptop?

Someone using the Debitoor iOS app on their iPhone, choosing whether to send or print the proforma invoice they created through their invoicing app

As well as looking at the advantages of sending proforma invoices from a mobile device, we explain how to create a proforma invoice anytime, anywhere with our free, intuative invoicing apps for iOS and Android.

Kate

5 tips for getting more out of your invoicing software

When you make purchases for your business, its normal to shop around, make comparisons, and see which options cover the basics. The same goes for choosing invoicing software – you probably look at which software makes it easy to send invoices, keep track of payments, and record company expenses.

A laptop using Debitoor invoicing software

Of course Debitoor offers the essentials, but it’s the little things that make good invoicing software great. With a few added touches, the right invoicing software can save you time, help you provide better customer service, and even save you money – so here’s five tips on getting more from your invoicing software.

Loukia

When to make recurring invoices, and when to copy invoices

When you are creating periodic invoices, more often than not the best and more efficient option for you is to create recurring invoices.

When to use recurring invoices vs copying invoices

In Debitoor invoicing software you have the option to create recurring invoices for cases where you are invoicing a repeated customer for the same service.

However, in other cases it may be more practical to simply copy an invoice, even if it is a recurring invoice.

Loukia

Recording your expenses with OCR in iOS and browser app

Nowadays, more and more aspects of business are turning towards digitalisation so rapidly that it can actually be quite difficult to keep up! There's no need to be afraid of it though, if anything you should embrace the benefits of digitised processes and products.

Automatically record expenses using OCR technology

For you to be strategic in your business, you should consider thinking beyond processing paper documents, and rather use a faster and more effective system such as OCR.

Whitney

iZettle-Debitoor integration

A relative newcomer and yet already making a big impact on simplifying the payment process for freelancers and small businesses. We’re talking about iZettle, an app and card reader that make it easy to accept payment from customers anytime and anywhere.

Although it may seem like a fairly basic POS solution, iZettle is unique in that it is completely and effortlessly mobile. The card reader is small and lightweight, easy to carry for business and has the added bonus of being considerably more affordable than a traditional credit card terminal.

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iZettle is available to anyone. All you need to get started is your mobile or tablet, the card reader, and a few minutes to sign up. After that, you’re ready to start accepting payments.

Whitney

Big news! Import your customer and product lists

The title tells you all you need to know: it’s now possible to import both your customer list and product list to your Debitoor account. Fast. Easy. Immediate.

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Up until now, it’s been necessary to add each customer or product one-by-one. That’s all changed. No more heavy lifting with the tedious entry of each and every detail.

Now, you can tackle that task with just a few clicks. It’s so easy, that I’ll have to go into unnecessary detail just to make this a full blogpost.

Whitney

Debitoor x PayPal: direct and automatic integration

After a year of a great integration with PayPal, we’ve made the partnership even better. Now, every time a customer pays one of your invoices via PayPal, the payment is directly and automatically matched within your account.

Here’s a little more about how it works:

  • First, connect your Debitoor account to PayPal by clicking on ‘Settings > Settings > Online Payment’.
  • You’ll see PayPal listed, and click the ‘Connect’ button to get started. You’ll need a PayPal Business account to connect, so if you already have one, just log in to activate the integration, or you can easily set one up.
Whitney

Connect your online store to Debitoor: WooCommerce

If you run an online store and use WordPress for your business website, chances are you use or have heard about WooCommerce. Did you know you can connect your online store directly to your invoicing and accounting software?

By connecting your WooCommerce account with Debitoor, your data can flow effortlessly between your two accounts, allowing you to keep track of orders, products, and sync customer data in close to real-time.

Whitney

Include financial fees (and more!) in a payment

Online payment solutions are a great way to receive payment from customers fast and without the headache. However, many forms of electronic payment methods take a percentage of the total cost in order to continue providing a great service.

So when you receive a payment, it might be a little less than the total you indicated on your invoice. This amount is the percentage taken from the payment solution to cover their costs.

Although it is generally a small percentage, it can cause some unnecessary complications when it comes to entering payments on invoices.

In Debitoor, there is a simple way to include not only these small expenses, but also cash discounts to customers, bad debt, and other miscellaneous fees, ensuring the invoice is paid in full and no longer marked as ‘Partially Paid’ or overdue in your account.

Whitney

How to include and update your small business loan

Setting out on an independent path by becoming a freelancer or launching your own company is an exciting and empowering endeavour. However, it can be daunting to break away from a more traditional work environment and start making your business goals a reality.

When starting out, there are likely more than a few concerns that arise. One of the most crucial and common matters for budding entrepreneurs is the issue of capital. Starting a business from scratch often requires time and money before you start seeing a steady profit.

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Small business loans are a means to making sure that your business has the funding it needs to get off the ground. They are a common approach to providing a financial base for development and can be obtained from a number of different sources.

Whitney

PayPal & Debitoor

A quick, easy, and secure way to send and receive payment, PayPal is a main integration in the Debitoor application. If you’re not yet a PayPal user, it could greatly simplify transactions for your small business.

To sign up, visit the site to enter your information and register for free. Through this account you can link your credit card, prepaid card, or current account and make transactions free of charge.

PayPal’s ease-of-use and seamless integration make it an ideal partner for Debitoor.

Whitney

Reconciling bank reconciliation

The process of bank reconciliation is one that is generally not considered among the many exciting aspects of running a business. And yet, this tedious task is one of the most crucial for staying on top of your company’s finances.

It’s always the same: painstakingly combing through income and expense records to ensure that the amounts match exactly to amounts recorded in bank statements, often with frustrating forays into emails/cupboards/bins searching for some waylaid bill or paper receipt. Who has time for that?

Fortunately, the development of cloud-based accounting and invoicing software has made this process a little less painful by allowing transactions to be stored and accessed electronically, where users can match each transaction. This may sound familiar to Debitoor users, familiar with this built-in feature.

But we’re not stopping there...

Here's why we're changing the free plan

Debitoor was launched some way back in 2012 filling in the gap in the market for the simple and light accounting software for freelancers and small businesses. We've strived to make the service as lingo- and visually clutter-free as it is possible. And we've given it away free of charge.

We've also released a range of more sophisticated accounting features and introduced two more subscription plans that made the development of these features possible.

It's also worth mentioning that we're incredibly grateful to you - the Debitoor community - for contributing with your ideas and suggestions that helped Debitoor grow from a simple invoicing application to a fully-packed invoicing and accounting software.

However, it goes without saying, that growth requires sustenance and it's simply not sustainable for Debitoor to provide service without charge anymore.

Debitoor.com support only for paid plans

Simplicity, ease of use and great design - these are the qualities that have always been at the core of Debitoor's principles. And even though the application is quite easy and straightforward the amount of support requests we get on the daily basis can be overwhelming.

Don't get me wrong, we like hearing back from you and learning what questions concern you most. But in a lot of instances the answers are simply found on the website itself.

The Browser Game

There’s a fierce battle going on between the internet giants.

Microsoft is desperately trying to defend what’s left of its former dominator Internet Explorer. The almighty Google has taken to the top of market share rankings with Chrome. Apple has its Safari and Firefox stands ready as a somewhat idealistic alternative to the other big three.

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How to record partial payments on your invoice

You deal with this situation all the time: A customer pays only part of an invoice. How do you keep track of partial payments? Debitoor makes it pain free. You can easily match a partial payment to the corresponding invoice.

Under ‘Payments’, find the right transaction and match it to the invoice. The invoice will remain in the ‘Unpaid’ category, but you can see the recorded payment when you open the invoice. It will also display the amount that’s still due.

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Email undelivered, message received

You’d like to know if an email bounces (marketing jargon for undeliverable), right? Services like Hotmail or Gmail will send you a notification. To give you a better user experience, Debitoor now does the same.

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Emails can bounce for a number of reasons, but it is often caused simply by a small spelling mistake in the email address.

With the new notification feature, you will know right away if one of your quotes or invoices hasn’t reached its intended recipient. You can then check if you spelled the email address correctly and possibly contact the customer via phone, if the problem seems to lie elsewhere.

New feature: Add discounts to your invoices

Every customer loves a discount. They can do wonders for your sales numbers. That's why a highly requested new feature is now available in Debitoor: Adding discounts to your invoices and quotes.

To add a discount, simply type the desired percentage into the newly created box called 'Discount'. The system will then automatically make sure the discount is added to the whole invoice.

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Now on your iPhone: record expenses on the go

So, you're making a purchase, popping the receipt into your wallet and at the end of the month you're trying to remember what you've done with that receipt after you got back home.

I've already shown you how to send a copy of your receipt to Debitoor Expenses using email. And now it's got even easier.

Because, if you're using the Debitoor iOS app, you can simply record your expenses using your phone's camera. Just look for the new feature under the "+" sign on the top-right hand side.

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Payments + expenses: a match made in Debitoor

Do you know how much money you spend on your business every month?

If you don't - you most definitely should. Even if you think that your business is not yet big enough to worry about such things and especially if you're investing your own money into your venture.

Why? Starting with tracking your expenses now will help you run your business more efficiently when it grows. And you will also be able to see how much money you spend at a glance and have a better control over your budget.

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8 ways to make use of the additional message field

You know when we say "Simple Invoicing & Accounting" we really mean it, right? You create an invoice or a quote with your product & customer details and just hit "Send". Easy peasy!

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But sometimes you need to go beyond a simple estimate or confirmation of the purchase or a finished project. If you're a designer, chances are you want your customer to see the exact details and the process of the project you're quoting on.

And if something you're invoicing, has to include the shipping details, you'd like to leave a note for these on the invoice too. If we'd add all the little features that are very specific for you business, it would make the application a bit hard to understand to those who are not in the same field as you. And that's why there's an additional message field with 5000 characters to your disposal. It's a simple and easy solution. So, let's see what you can do with it. 1. Bigger font for your company & bank details So, you want to have larger font for your company address, bank details or any other element on the invoice? Just include it in the additional message field like an example below: Company-Details-Debitoor-Additional-Message-Field-example-preview.png 2. Partial Payment & Receipt Did you already receive a payment or part payment for the project? Or perhaps, you require a part-payment for this project before it's completed. Mention it on the invoice before you send it to the customer. You can send a Draft invoice with the acknowledgment that the invoice has been partially paid and that a final invoice will be issued once it's paid in full. Partial-payment-details-Debitoor-Additional-Message-Field-example-preview.png 3. Specify unit type for special requirements If you have some special product unit types that are not included in Debitoor at the moment you can outline them here as well. Just like on the example below: Unit-Type-Debitoor-Additional-Message-Field-example.indexed.png 4. Payment details Got special payment terms? Do you want to let your customer know that you will provide a completed order after the payment has been made? Or there's a particular way that your payment has to be processed? Let your customer know if the additional message field: Payment-Details-Debitoor-Additional-Message-Field-example-preview.png 5. Shipping details If you're selling a product that includes shipping it would be great if you could also outline it on the invoice, right? What are your shipping rates? What are the lead times? You can also improvise a little and add "_" symbol, so that your customer could sign the invoice (if you're including a physical copy) - that would turn your invoice into an improvised Delivery Docket. Here's an example: Shipping-Details-Debitoor-Additional-Message-Field-example-preview.png 6. Job docket & Project Description When you work on a freelance project you might as well let your customer know exactly what happens if they don't pay on time, if you're required to work additional hours & also clarify any details of project: what you're willing and what you're not willing to do etc. You have 5000 symbols in the additional message field - that's enough to fill about 2 pages. So use these to give as much detail on the project as possible. Project-Details-Debitoor-Additional-Message-Field-example.indexed1.png 7. Personal Message You can also just leave a personal message for your customer. Just like David does in Debitoor support videos. And also if you have any seasonal greetings for your customers - this would be a the space to express these. 8. Anything else You see, once you know that you have all this space (5000 spaces to be precise) you can let your imagination flow. Of just be extremely practical and outline any particular details you want to discuss with the client at the door: travel arrangement, expense arrangement and other terms & conditions. The space is open to your disposal. And remember that you can save the message - so it appears on all of your invoices or stays as a template for your future arrangements. Are you already using the additional message field? What do you use it for? Do you have any suggestions for your fellow users on what they should mention on their invoices?

Expenses that should not be included on your VAT reports

When you start a new business the amount of paperwork and numbers you have to account for is overwhelming. You will learn that business paperwork is much more than just sending off an invoice and you'll have to learn it fast, before all the deadlines for HMRC, Company House and other reports start coming in.

So, you already know how to create an invoice, and you know you can do it easily with Debitoor. Now, it's time to take a look at your expenses and decide what you can take off or put on your reports to make sure you don't overpay (or underpay) your taxes.

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Keep track of your income & spending with the Debitoor Bank

We're do our best to bring you more video tutorials for all Debitoor features. A video can tell a story or explain how things work so much quicker and easier than a text.

So, here's another video added to Debitoor YouTube Channel. This time it's about tracking your business expenses & income with the Debitoor Bank - a feature added not that long ago but already used by many Premium Plus users.

David learns how he can keep track of his expenses & income with the Debitoor Bank feature

Introducing new Premium Plus accounting plan

It's 2014 and here at Debitoor, it's all about accounting. Online VAT reporting, bank reconciliation and document handling - with more accounting features in the making.

What started out as an experiment to build a simple invoicing solution for small businesses and startups has taken a giant leap into the not at all boring world of accounting.

And so today, we're adding a new pricing plan to Debitoor which includes all invoicing and accounting features of Debitoor in one package called "Premium Plus" which is available at €10 per month.

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The Importance of Being Branded

"How come it's free?" It's the question I get asked often when I introduce Debitoor to a new audience. And if you're still wondering about, find out why Debitoor is free.

I thought I would use this space to talk a little bit about Debitoor branding on your invoices and why we use it.

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What do you really think of Debitoor? We want to know

For the past few weeks we have been asking for your opinion. We asked what you thought of Debitoor and if you would recommend it to your friend or a colleague.

I have personally read through all your messages and tweets and they have made my day on several occasions. We have received some very high praises and also a some suggestions for improvement - and it's great! This way we can tell what we can improve on.

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The net promoter score so far for Debitoor is 65 - a great number to be at. This number measures the likelihood of anyone recommending a product to a peer based on a scale of 100.

Here's where you find your quotes

With the recent layout and navigational changes for Debitoor - the biggest design change in the history of Debitoor - we rearranged the menu items in a way which meant that some of you couldn't find your quotes.

And this type of feedback is super valuable to us.

So we'll release some updates to the design this week which should make it easier for you to get to your quotes. Note that Sales is still your gateway to Invoices, Quotes and Products:

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Introducing the new Debitoor design

As you might have noticed already Debitoor has a whole new look as of today. Don't worry, it's still as intuitive and easy to use as before. And all your data is still here, just shifted around in a fresher and more organised view.

So, let's see what's different.

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Why can't I delete my invoice forever?

This is a question we get a lot. In Debitoor, you can't permanently delete an invoice. And, technically, you should not be able to do this in any other accounting software.

It's to do with the law - as simple as that. You have to keep your transaction records for 5 years. If a tax man asks you to get copies of invoices from a couple of years back you have to present these to him.

Imagine if you could delete your invoice and reuse the invoice number to change all the data on them. This would be cheating. And we don't want you to get in trouble.

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4 steps to stress-free accounting

You took a chance and made a decision to have your own business and do what you're really passionate about.

The least thing you'd like to do is to be sitting at the desk for hours and filling out appropriate paperwork (unless your business is accounting, of course). And although I cannot tell you how to do it at all, I have some advice on how to make your accounting flow more organised.

They say anything you can stick to for three weeks will become a habit. So, the steps below can help you to develop a habit of keeping your books organised.

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Even less paper with swift transfer of your expense

The cool thing about using an online service like Debitoor is that you have a free extra space on your desk where a growing heap of paper otherwise would sit with an attached dread to ever find something in it.

You're making purchases online already, so why store the receipts from these purchases in a printed form anyway? Just forward your e-mail purchase confirmations to your Debitoor Alias and they will be stored in your Expenses tab in a handy format and available in seconds if you need to show it to your accountant or a tax man.

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Send a quote to your customer

Give your customers a quote or an estimate to let them know what your services or products will cost, before you make the final deal with them.

Adding a quote feature to Debitoor is the top user request in the forum, and now you'll find the new Quotes feature right up there in the top menu:

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Add a personal touch to your invoice

Well, now you can have a whole 5000 characters to let your imagination fly!

We've just added another feature to our growing roster: a custom message field at the bottom of each invoice. You can use it to explain your Shipping Policy:

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Or you might have a special Returns Policy...

Save time by copying your invoice

As of today, there's no need to start from scratch when you want to issue an invoice that's similar to an already finalized one - or a recurrent invoice for that matter.

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You simply hit 'Copy' on your draft, unpaid or done invoices or credit notes and a duplicate of your invoice will jump to your 'Drafts' tab ready for further editing, if you wish.

Again, a result of your highly valued feedback. And another reason to keep that feedback coming.

Get your invoice out on paper

If you're using Google Chrome as your browser, you can now print your invoice straight from your Debitoor invoice overview. You can print draft, unpaid, done as well as deleted invoices or credit notes straight from the drop-down menu. So no need to download your invoice to print it.

But again, only if you're using Google Chrome.

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Debitoor iPhone App: easy invoicing on-the-go

That's right! Now you can get Debitoor for your iPhone and easily create an invoice anywhere you go.

Either you've made a deal of a lifetime on the plane or found a new customer at a networking event - you can now instantly add them to your customer list. With the Debitoor iPhone app you have everything you need to issue an invoice available instantly at your fingertips.

And as always with the Debitoor design we kept everything clean and simple. Want to have a sneak peak? Well, here it is:

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Delete my invoice? Seriously?

Admittedly, adding this new function to Debitoor was a tricky one.

I mean, using it should be pretty straightforward, but introducing a function that's been at the very top of our users' wish list for quite some time and meeting the legal requirement that you're not allowed to delete a finalised invoice were a controversial mix.

So we've come up with a solution which ensures that the invoice you're deleting disappears from your list of 'done' invoices and then jumps to the 'deleted' tab, keeping the invoice number for any future reference.

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Export your data for easy processing

Looking for an easy way to share your data with your accountant or bookkeeper? To import your data into your accounting system? Or just wondering how to do an easy backup of everything you've entered in Debitoor?

Well, in that case, I'm happy to share with you that the new data export feature is now live under your 'Account Settings':

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It allows you to export your invoices, expenses, customers and products in a CSV file format for easy import into other systems or simply for an Excel overview.

Because we care about the beauty of buttons

In case you hadn't already noticed: we've released some updates which improve Debitoor in the vital areas of usability and design.

More specifically, we've given the lists and buttons a major overhaul, adding some special attention to the look and feel of your invoices overview:

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Timeline for expenses, credit notes, and invoice filters

Today we pushed out a bunch of new features for you. We have added the possibility for you to see how your expenses develop over time by browsing through a graphical timeline. You can filter by selecting individual months and receive a breakdown of all expenses in the selected period.

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On the invoice side we also introduced new invoice filters that splits your invoices into three lists. Drafts is for all the invoices that you haven't yet sent to your customers. When you finalize a draft invoice it is immediately moved to the Unpaid list so use that to follow up on customer payments. Once you have received payment from the customer you can mark invoices as paid and they are then moved to their final resting place in the Done list.

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Expenses is now available!

We’ve been working hard on a new feature that allows you to track your expenses and suppliers, and have now made the Expenses Beta available to all users. We hope you love it as much as we do. To start tracking your expenses you just need to request access on the Expenses page.

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Expense Beta with ability to request access

With Expenses it is possible to create suppliers directly from the Expense form. Once a supplier is selected for an expense, we will calculate VAT based on the location of the supplier.

Welcome to Debitoor

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We've created a new invoicing/accounting program for the English market earlier this year called Debitoor. We are targeting small company owners, freelancers and newly established companies who are on the lookout for a straightforward invoicing program.

Based on a lot of customer feedback and numerous suggestions we have tailored Debitoor to fit even more of your needs. Incorporating the ability to invoice in gross or net price, the option to choose between several units and the way you pay us, are just some your suggestions we have included.

An important concept for us is the ease of use and we're happy to find that we're still able to stick to our principle that "less is more" in our quest for continuous improvements.