Having worked on three different continents throughout several stages of her life, Whitney would be lying if she said she hasn’t experienced real cultural encounters.

As a former English teacher and editor, Whitney is without a doubt the right person for our English speaking users.


Using delivery notes in your business

With deliveries quickly jumping from a popular option to now the only option for some, many businesses are looking at ways to transition to providing delivery or looking into ways to make the delivery process more efficient and professional.

While there might be some aspects that are ultimately out of the control of suppliers (transit times and parcel handling, as well as weather), there are a number of ways to ensure a positive process for your customers when it comes to deliveries.

A delivery note on a clipboard created in just a few clicks from a Debitoor invoice


Cash flow in your small business

Getting started with a business is an exciting experience. From setting out on your own, leaving the commute and the workday hours behind, it’s easy to get caught up in the process and enjoy the freedom. And you should.

But for many who make the move to becoming self-employed, something that comes up eventually is cash flow. It can prove a challenge for many small businesses just starting out. It’s not an uncommon obstacle that appears for new businesses of any size, in fact.

Woman sitting at her computer in a cafe, writing on paper, working on her business

Even businesses that require relatively low capital to get started can find themselves forced to shoulder large sums to keep the business going until they find the next client. So the question arises: is there a way to prevent this? And in the absence of a solution, how can new businesses be better prepared for cash flow issues?


Design update: new look for navigation

As part of our goal to continue to improve the software based on the feedback and needs of our users, we’re excited to share the latest update in the design of Debitoor: a new, dark background for the navigation menu bar.

Mockup image with new dark navigation bar in web app

This change does not affect how the menu works or any of the features available on your plan. It’s purely an aesthetic update that our designers have spent time researching and testing.

Let’s take a closer look at the change and how it ties in to some other updates you might have noticed over the last few months in your invoicing & accounting software.


The benefits of going freelance

Making the decision to finally pursue that business idea that you’ve been rolling around in your head for years, or even expanding something you already do occasionally on the side of full time employment can certainly be intimidating.

Becoming a freelancer or sole trader means taking on an entirely new approach to business, to work, to finances, and can have a major effect on your personal life. Your business is entirely in your hands, often for better or worse.

But the benefits can far outweigh the risks if you have done your research, have set clear paths to your goals, and have the right tools to help you get there.

Garden table with computer set up. Work and invoice from anywhere as a freelancer with invoicing software


8 features you'll only find in invoice software

Most self employed are familiar with Word and Excel. After all, these two programs are arguably ‘tried and true’ having been around a long time and many people having worked with them previously whether as a student or in other jobs.

When you start your own business, it can seem to make sense that you stick with what you know. However, are they really the best options for running your business easily and reliably from anywhere?

At the end of the day, if you were to compare them to online invoicing software, they will come up short. Mainly because of the most obvious of reasons: neither Word nor Excel were created with the express purpose of creating legal, professional invoices.

Man holding an iPad, online invoicing & accounting software work well on this. Word and Excel maybe not as well.


Getting paid and your invoicing & accounting software

As easy as it is to create invoices from anywhere with online invoicing software like Debitoor, freelancers, sole traders, and small business owners still face challenges when it comes to arguably one of the most important parts of running a business: getting paid.

But there are things you can do to make it as easy as possible for your customers to make payments. Primarily, offering different payment options. Just as your customers are likely all different with different orders, they might well prefer different payment methods as well.

While most people today might consider online payment the fastest and easiest method, there are certainly those who would disagree with this or might just feel comfortable making payments a different way. In any case, being flexible in how customers can pay can significantly increase your chances of receiving prompt payment for invoices.

A row of people holding shopping bags. They could have paid using different methods, just like with your invoices


Managing employee pay as a small business owner

There are a lot of different ways to start a business. Whether it begins as a side hustle, or is a planned, full-time transition. Sole traders who grow a business to a size that requires a little more help can mean finding a part-time intern to hiring employees for different roles.

A group of people having a discussion over a table with laptops

Hiring is a time-consuming process that can be considerably more difficult than many might anticipate. Finding the right person or people to help to grow and develop a business you have launched can be sensitive and difficult.

There are some great guides available out there for help with hiring. Take a look at our article ‘Hiring - the right way!’ for some great tips on everything from the job ad and reviewing applicants to interviews and making the right choice for your business.


6 tips for attracting international customers

Today’s marketplace is bigger than your neighbourhood, than your town, than your country. As you likely already know, reaching customers who aren’t just across the city but on the other side of the world is only getting easier.

At Debitoor, we realise that our users might be looking a bit further when it comes to their business. Tools such as changing the invoice language and working with different currencies are already built-in. But what if you don’t yet have the customers to necessitate using those options? This article takes a look at some of the first steps to gaining customers abroad.

A world map made of wood, with text about targeting international customers

One of the key aspects of attracting international clientele is marketing. Online marketing, to be specific. This is not only due to the fact that it is far-reaching, but also because it can be incredibly cost-effective for small businesses that might not have massive amounts of capital to invest in growing a customer base in a foreign market.


Fresh new customers tab design in your invoice software

We’re starting off 2020 with a little update already. Our developers have delivered once again, adding to the Debitoor design facelift you probably noticed at the end of 2019 (if you missed this, check out our article on the new navigation bar design).

Woman on a laptop adding a new customer in her Debitoor invoice software account

If you prefer the short version: we’re updating the design bit by bit, based on user feedback and better understanding of how you work with the software.


How to record currency exchange differences in your invoice software

Small businesses today have many options to expand and grow. This often means a customer base that is located outside the country in which your business is based. This brings a new set of added complexities, but they’re easily navigable with the right software.

Man holding crumpled Euro paper bills - handling exchange rate differences is easy with invoicing software like Debitoor.

Creating invoices in foreign currencies is one of the many ways that using online invoice software like Debitoor can simplify the billing process. But as easy as it is to create an invoice in another language or currency, you might be asking - what about the payment side?

This article will help clarify how to manage payments with exchange rate differences for invoices in foreign currencies in your Debitoor account.


Say goodbye to time management: attention management in the new year

If one of your new year resolutions is to start improving your time management skills, or if you’re interested in optimising your productivity, read on! In a world where our attention is constantly torn not only between people and projects but also devices, is time management really what we should be focusing on?

Arguably considered a cornerstone of a good work ethic, time management helps you to establish a routine, to set goals and track your progress over a work day. But does it prevent you from getting distracted by that juicy news article with celeb gossip or the incoming call from your friend on holiday?

Stressed woman sitting at a desk with a computer, planner, and documents

In other words, is it your time or attention that is in the most jeopardy in today’s world? We take a look at an alternative to time management, focusing instead on where your attention is going.


A look back at 2019 and forward to 2020

Another year is coming to a close. It’s only natural to take a moment to reflect on how 2019 has gone before looking ahead to the coming year. A lot has happened in a year, and yes, we’re only talking about in your invoicing software.

Cartoon man flying on a paper airplane Debitoor invoice into 2020

It has been a big year at Debitoor, with some important new features introduced to improve localisation, adhere to governmental regulations, but most of all to continue to provide users with intuitive software for managing the invoicing and accounting for their business.

Here are just a few of the things that were updated or added in 2019 to Debitoor...


Get ready for invoicing in 2020 - updating invoice numbers

A new year brings a new start - to your workout regimen, diet, and staying on top of your finances. It’s a good time to step back and make some changes to set yourself up for success in the year ahead.

One of the most important things you can do in the new year is something that seems quite small but that can have a major impact on your efficiency, organisation, and yes, even tax not only in the year ahead but for many years after. We’re talking about invoice numbers.

New year calls for updated invoice numbers. It's easy in Debitoor invoicing software


Communicating with your customers: notes and terms

If you’ve already started invoicing with Debitoor, you’ve likely noticed a few additional fields beyond the entirely necessary details that must be included in an invoice. These fields are there to provide you with extra customisation options for every invoice you send to a customer.

Two yellow post-it notes next to a computer keyboard that say 'Notes' and 'Terms'

We understand that every sale is different. Maybe your most recent sale is to a loyal customer, maybe you have a seasonal discount or are encouraging referrals. In any case, Debitoor invoicing software is built with these needs in mind, so in this article we’ll take a closer look at two useful fields in the invoice form: notes and payment terms.


Find your way in Debitoor: new navigation design

We’re excited to release a new look for Debitoor: a small change that we’re hoping will make a big impact on how you work with the software and how we can continue to grow and develop based on your feedback.

The change? We’ve moved the navigation bar from the top to the left side of the page. While this might not seem so small, it is only a design change. You’ll still find all of the features and functions of your Debitoor account available now from the left.

New design features combo image


Now available: Profit & Loss breakdown

Once again, the development wizards have worked their magic (or, have worked hard to understand the needs of Debitoor users, researched the best way to implement a frequently requested feature, and spent time building and testing that feature to all users, depending on how you look at it).

In this case, as part of the ongoing improvements to our accounting and financial reports, there’s an exciting and fun new feature that gives you even more understanding of your business numbers and makes it easier to see exactly where your income and expenses are coming from - all from the profit & loss itself.

Debitoor invoicing software provides tools to easily manage your business finances and view reports

This update allows you to click on elements in the P&L to see exactly how each line breaks down - which costs have contributed to that particular category.


Bookkeeping for your garage

If your happy place is working on a car, grease on your hands, tools lining your walls, it’s likely been a dream of yours to run your own car services shop. However, there are parts of running a business that might not be quite as enjoyable for you - the paperwork and finances.

Man working on underside of car, will need to invoice later with Debitoor accounting & invoicing software

Luckily, the tech world of today has made it easier than ever for anyone to stay on top of the invoicing and accounting side of their business. But what about your business? In this article, we outline what you need to consider when looking for bookkeeping software for your garage.


Self-employed developer: 6 tips for getting started

As a developer who loves their work, you might sometimes find yourself wondering how you could grow if you had more flexibility and freedom when it comes to when you work and what you work on. If you’re currently considering breaking out of the mold and setting out to become self-employed, we hear you. And we’re here for you.

It’s a big step, so it’s only natural to have a few doubts and to question whether it’s really the right move for you. However, with the resources available today and a little preparation, you can be well on your way to feeling confident about becoming a self-employed developer.

Woman on a laptop with a Python coding book next to her


Accounting year, dividends, and more updates in Debitoor

If you’re the type of user who likes to check the overall numbers often and make sure they’re on track, you might have noticed some recent changes to a few aspects of your financial reports. Primarily: the balance sheet and the profit & loss statement.

While Debitoor is focused on providing tools that make it easy to manage your quotes and invoicing, record expenses, and work easily with your accountant, it’s also important that the software continues to grow and develop, just like our users’ businesses.

Debitoor is always working to make our users' lives easier, to make them as happy as this smiling man at a computer

That in mind, it’s always our goal to create solutions that simplify rather than complicate your experience in running your business. So every change we make goes through a process to ensure that it is the most intuitive it can be - granted, there are some features that by their nature are slightly more complex. There are also features that are more useful for some users than others, which is why we base our plans on features for growing businesses.


New: Starting numbers in the Profit & Loss statement

Our developers have been busy. After gathering feedback from you, our users, we wanted to give you what you’ve asked for and make it easier to get started with Debitoor to manage your business accounting.

So the developers have worked their magic and made it possible for users to enter starting balances from their business bookkeeping directly in the P&L.

Now possible in Debitoor invoicing & accounting software: enter opening balances in your p&l statement

New users who switch to Debitoor from another software, or if you’re already using Debitoor invoicing and want to start using the accounting side, can start at any time from any point in their accounting and pick up where their previous record-keeping left off.


Your business numbers: why they matter

You already know that the numbers matter. They give you the opportunity to accurately see how well your business is doing or whether some changes need to be made to help things along. Instead of relying on a gut feeling, they provide concrete, clear indications of how things are going.

However, many small business owners tend to focus only on the main numbers: income and expenses. They let their accountant (if they’re working with an accountant) take care of the more complex, detailed numbers.

Don't let this computer screen full of numbers panic you. Manage them easily with accounting software like Debitoor.

Yet when running a business, better knowledge of just what those numbers mean can help you understand the financial health of your business, what the road ahead looks like, how you compare to competitors, and more.


From invoice template to shipment - the tools you need

When it comes to sales and fulfilling orders, there are a series of steps that need to be followed - both to ensure that you’re meeting all the local regulations and to provide a smooth and clear process for your customers.

Online invoicing software makes it that much easier to follow these steps each and every time and feel confident in knowing that your invoices look professional and are legally-compliant.

Parcel with delivery address blank. Send a delivery note with your shipment with Debitoor invoicing software

In this article we’ll take a closer look at each of the steps to keep in mind from the beginning of the invoicing process to sending your shipment on its way to your customer.


The pros and cons of being self-employed

In the age of Instagram celebrities and digital nomads, being self-employed seems like the latest trend and the secret to living a lavish life of working only when you feel like it and always from some exotic locale.

But what many seem to forget is that self-employment has been around for a very long time. Small companies all begin somewhere - even sprouting as an idea of a freelancer. Being self-employed can also take many forms and is common in many different industries.

Social media has contributed a plethora of new buzzwords and titles to self-employment: ‘remote work’, ‘solopreneur’, ‘side hustle’...but essentially it all comes down to one main thing. Being self-employed means: running your business, your way.

Being self-employed can mean working from anywhere like this guy on his laptop with a great view


10 reasons to use software for your bookkeeping & invoicing

The life of a small business owner is busy. It’s as demanding as it is rewarding, and not always in equal measure. You likely often find yourself pulled in many different directions simultaneously.

From keeping documents organised to ensuring your payments are all on track to finding out about the latest regulation changes and following up on late payments from customers...and those are just the tedious administrative tasks.

You need time to actually run your business and do the work. But if you’ve been depending on folders or boxes full of papers, or even in antiquated CD-rom-installed accounting software, it might be time to take back control of your schedule. Accounting & invoicing software can help make that happen.

Easy to use invoicing & bookkeeping software like Debitoor shown on this laptop and smartphone make it easy to run your business from anywhere


Accounting software: your all-in-one solution for business finances

If you run a business, there are many things that are simply unavoidable. But there’s one in particular that inspires many to want to turn tail and run: accounting. Maybe accountants enjoy the tedious number crunching, but for most freelancers and small business owners, it’s not something on which you’d choose to spend your time.

This is when it pays off to find and invest in accounting software. While that may sound intimidating, the accounting programs today are a far cry from the CD download install versions of even a decade ago.

Accounting all in one place - like on this computer, tablet, smartphone laid out on a table

Today the focus is on automation, ease-of-use, and portability - even for those without any experience managing business finances. Online accounting software makes it easy.


Personal trainers - easily manage the business side

If you work in fitness, it’s likely that you’re not particularly inclined towards sitting in the office. Just an assumption, but when it comes to personal training, the work and passion that you put not only into your own fitness but also into that of your clients means that you are more likely to be found in the gym or outdoors.

Trainer with a client doing TRX workout. With Debitoor invoicing software, the trainer can invoice from anywhere.

Unless you’re employed directly by a gym, you’re self-employed. You’re setting your own hours and rates, and it’s a fantastic feeling to be able to do what you love, when you want, and help people pursue health and see results.

And yet there are some things that come with the territory of being self-employed that will take time away from the parts you love about being a personal trainer. Accounting. Invoicing. Following up on late payments.


Easy bookkeeping for your small business

Balancing the books. Does the thought of it make you cringe? Or do you suddenly realise that you really should clean the kitchen today? It’s also been ages since you organised your desk...

There are many options for bookkeeping today. Including those you can manage from a computer like this one on a desk in a home.

While these things are important, managing the bookkeeping for your business is also incredibly important. We know you know that. But it doesn’t make it any easier to sit down and get it done.

If you’ve ever let those expenses pile up day after day, or even week after week, you’re certainly not alone. From our experience, self-employed who record each transaction as it occurs are truly the exception, not the rule. But what if it were easy to become one of them? And to avoid the tedious task of sitting down to spend hours catching up on bookkeeping.


My invoice is ‘Paid’, where is my money?

It’s a question we hear from time to time in Debitoor support. However, Debitoor does not actually handle any money that is paid between your customers and your business. Debitoor acts as an easy tool for creating and sending invoices in less than a minute as well as for adding expenses from anywhere, but it also allows you to give your customers the option of online payment.

Debitoor offers several options for making it easy for your customers to pay your invoices, but this money will not pass through your Debitoor account at any time.

Debitoor makes it easy for your customers to pay you online like this woman at her computer. Connect an online payment option to get started


Do you need an exit strategy?

While some ambitious entrepreneurs start a business solely with the aim of building it up to a point where it’s profitable and attractive to potential buyers, many small business owners have different motivations for setting out on their own.

Hearing the stories from many Debitoor users, it’s fair to say that the main impulse to start a business stems from one of several reasons: a passion for that type of work, a potential opportunity for becoming more independent, quitting the day job.


How to include commission on your invoices

Many professions have fairly up-front billing, making it fast and easy to create invoices with the right invoicing software. However, many self-employed also work on sales commission and are looking for the right solution for including this on their invoices.

If you’re not sure, commission refers to any compensation (additional or base) that is earned based on the amount of sales an individual makes. In other words, the more sales made, the higher the commission received.

Commission is generally used as an incentive - employers offer the commission on top of a salary to encourage employees to sell more. This can also apply to a self-employed individual with a contract to work with larger companies.

If you need to add commission to your invoices, it's easy with invoicing software like Debitoor


Issuing a refund - what to keep in mind

It’s one of those inevitabilities when it comes to running a business. At some point, it’s more than likely that you’ll need to reimburse a customer. There are a few main situations that can lead to this, but the result is ultimately the same.

However, there are a number of things to consider and some steps to take depending on the particular situation and how you will be processing the refund.

One of the more important things to have in place even before you start making sales is a clear return policy. This will provide guidance not only to the customer but also to you in the event that a return is the cause for a refund request. More on this to come.

Dealing with refunds for returns like in this parcel are never fun, but can be easy with the right invoicing & accounting software


Zero-rated and VAT-exempt products or services & your invoices

Beyond the standard UK 20% VAT on products/services, there are two additional tax rates: 5% and 0%. These apply only to specific items or types of services.

Does your business work only with products or services that fall under the zero-rated VAT in the UK? Or do you sell a selection of items that are zero-rated? In either case, there are important things to keep in mind when it comes to your invoicing.

In addition to these three VAT rates, there is another option: VAT-exempt. Some products and services are considered VAT-exempt. A business can also be considered VAT-exempt if it sells only VAT-exempt goods/services. In this case, they would not be eligible to register for VAT and would not submit VAT returns.


Working with the UK Flat Rate VAT Scheme

Now available in Debitoor: the flat rate scheme! Find out more about the flat rate VAT scheme and how it works in Debitoor:

Running a small business in the UK, there are many things to consider, to calculate, to evaluate. Once your business is over the VAT threshold, tax is one thing that is unavoidable. While it can cause headaches, there are easier ways to stay on top of tax and make your quarterly reporting (even under HMRC’s Making Tax Digital), just a little bit easier.

A flat line, just like the flat-rate VAT scheme.


Using a card reader with your invoice software

If you run a brick-and-mortar shop or set up a market stall on the weekends in the summer at your local markets, you’re likely already working with direct, face-to-face payments with your customers.

Issue invoices and accept payments at your market stall like these in Borough Market

As a business, you need the right hardware and software to make the sales process fast and easy. A POS (Point of Sale) system refers to the cash register/computer/tablet/card reader that you use to register and accept payments.

If your business is a bit more mobile, it’s probable that you’re not porting around a bulky cash register but rather are making use of one of the significantly more convenient card readers that make it easy to accept payments from anywhere.


Looking for an easy way to manage your cash flow?

When you run a small business, it can be easy to get caught up in the day-to-day, in your work itself, and in building the business relationships that will help your business develop. It’s not uncommon to open that paper drawer at the end of the week (or month) and find all those receipts for business expenses as well as an email inbox full of replies from customers and notifications of payment.

While incoming cash flow is definitely preferred, keeping track of outgoing cash flow is of course, equally important. Understanding a balance between the two is an important yet easy way to maintain an idea of the financial health of your business.

Whether incoming or outgoing like these arrows, keeping track of cash flow can be easy with invoicing & accounting software

Aside from keeping tedious accounting records, is there a way to do this easily, even in an age where we’re increasingly mobile for work and often take our tasks to go? As with most things today - there’s an app for that (Android or iOS)! But also an online browser version that syncs with your mobile while you’re on the go.


How to edit an invoice marked as ‘Paid’

It happens. When you’re self-employed, even with a side hustle, it can be easy to put the wrong customer address, add the wrong quantity of products, or even mark the wrong invoice as ‘Paid’.

Traditionally, these types of small mistakes meant combing through old invoices, creating a credit note modified from a Word or Excel invoice template, or playing a game of swap-the-invoices between computer folders.

Thankfully, those days are in the past. With accounting & invoicing software like Debitoor, it’s easy to quickly remove payment from an invoice and make the other necessary changes (some are even made automatically).

Marked an invoice as paid but need to edit? Here's how with Debitoor invoicing software


Security in your accounting & invoicing software

In today’s digital age, the safety of data online is of constant concern. There seem to be new stories about hacked programs or breached databases. It’s only natural that when it comes to accounting for your business, you want to make sure that the software you choose has the proper security measures in place.

Your confidential information should stay exactly that: confidential. When you are working with online accounting software, the amount of information you store can seem concerning with the stories you hear every so often about data security breaches.

Beyond that, worries over potentially losing data gathered over months or years and saved in an online profile is a focus for some users, but one that can quickly be quelled with clear information about how data is backed up online.

Woman looking at a tablet, with security images floating above.


Adding extra information to your invoices

No sticky notes required! If you’re already a Debitoor user, you know how fast and simple it is to create an invoice. Adding all customer details and product information with just a few clicks (or taps if you’re using the Android or iOS mobile app!).

Don’t add sticky notes like these. Use Debitoor invoicing software to add professional-looking notes to your invoices

Including the necessary details such as invoice number, issue date, and payment terms are either updated automatically or can be adjusted with a click or two. Different tax rates can be added by invoice line, and discounts applied overall or by item. Plus, you can easily change the currency or even the language of your invoice.

In other words, the options for creating an invoice in Debitoor go beyond the convenient template and professional designs. But what if you need to add more information for your customer? What if there are details that you want to include on every invoice? The good news is that there are options for that as well!


Invoicing software with professional invoice templates

Have you ever tried to build your own invoice template? Maybe in Word or Excel (we’ve even seen invoices created in Paint! True story). But what purpose should an invoice template serve? In this article we take a closer look at templates for professional invoices, where to find them, how to use them, and whether there’s an easier option (hint: there is).

Plus: should you pay for an invoice template? Or download a free invoice template? What about if there’s a mistake or you want to change the template? Let’s take at the invoicing process and see how it can be improved.

This coffee, cell phone and blank piece of paper on a desk are asking you what the best invoice template should look like


Keeping track of your profits with accounting & invoicing software

How much has your business made this month? When you’ve launched a business, it is often a regular question - along with: are you covering your costs? Is your profit increasing each month?

While it can be easy to become preoccupied with the numbers, it is in fact important to have an idea of your current revenue. Thankfully, it’s easier than ever today with the help of online, cloud-based accounting & invoicing software like Debitoor.

Woman checking up on her business from her mobile, with a close-up of Debitoor's accounting & invoicing app


Preparing for Making Tax Digital - 3 things you can do now

It’s almost here. In less than a week, the April 1st Making Tax Digital deadline arrives. What does this mean for businesses? For some, it will mean that they will need to use HMRC-approved software to digitally keep track of their records and submit returns directly to HMRC online.

If you already know that your business falls under the requirements for using Making Tax Digital software and you’re a Debitoor user, then you’re already ahead of the game. But just in case you’re just getting started, here is a quick list of three things you can do now to get ready:

Do you have a checklist like this one for the arrival of Making Tax Digital? Debitoor accounting & invoicing software is HMRC-approved.


HMRC’s Making Tax Digital: A Debitoor Q&A

The start of Making Tax Digital for businesses over the taxable turnover threshold of £85,000 is just around the corner. With April 1st coming up quickly, VAT-registered businesses in the UK are looking for answers and solutions for managing VAT returns under the requirements laid out by this new regulation.

Here at Debitoor, we’ve also been hard at work preparing for the April 1st deadline, to ensure that the software offers the options necessary for our users to continue their invoicing and accounting needs and meet the requirements of Making Tax Digital software.

In this article we have a short set of questions and answers about MTD in general, plus specific information about Making Tax Digital and Debitoor.

Debitoor accounting and invoicing software is HMRC approved. Submit your VAT returns easily from your account to HMRC, just like on this computer.


Marketing success strategies - from real small businesses

You want your business to succeed. You put time, money, effort, and possibly a few sleepless nights into creating a business. But simply starting it, getting a logo, putting up a website, won’t automatically start reeling in the customers. For that, you need marketing.

For some, marketing might seem like a difficult nut to crack. How do you break into a market when just starting out? Is there a secret to getting the right message to the right potential customers? What’s the best medium? What if your business is already established and you’re looking to expand your reach?

Do you have a marketing strategy like this one shown on a desktop computer?

There are plenty of questions because there are plenty of ways to go about marketing for your business. While the route you decide to take ultimately depends largely on your industry, market, competitors, and basically: just what works, there is some useful advice out there to help you find the best strategy for your business.


5 business mistakes - and what to do about them

When running a business, it can seem like there is always something that pops up and needs your attention. But it’s still up to you to make the right decisions for the best impact on your business. However, this can be a bit difficult, especially if there are easier or cheaper options.

In this article, we look at a few common things that businesses do that can be changed and can have a positive impact on your business, stress levels, and even cash flow.


Bank reconciliation - do you need it? Why it’s important

You’ve likely heard of it, but if you’ve worked with accountants and haven’t had as much of a hands-on approach to finances, bank reconciliation is the process of matching the transactions from your bank records with those in your business records. In other words, the incoming payments from customer match with the invoices you’ve created, and the outgoing payments match with your expenses.

A man balancing his chequebook. Reconciliation can be easier with Debitoor invoicing software

Yes, it sounds a bit tedious, especially if you have to go through each payment one-by-one. But below we show you just how important it is as well as provide some tips for making bank reconciliation fast and simple.


How to manage a loan in Debitoor accounting

Launching a small business often takes up a lot of time. And money. For many businesses just starting out, a loan can make sense. Loans can provide that little extra capital that is necessary to really get things off the ground, and often, favourable terms can be found.

But getting a loan also includes an added level of management from an accounting point of view. It’s one thing to receive the money, and make payments, but how do you ensure this appears correctly in your accounts and is reflected in your financial reports?

Accounting & invoicing software can provide a solution for managing these balances and regular payments.


Just hired employees? Manage invoicing & accounting as a team

When a business is growing, it often means that it become a bit too much work for one person to handle alone. Hiring talented, qualified individuals to help out with some of the daily tasks can take a lot off your plate.

Once you’ve found your team, you’ll likely be sharing many of the duties you were previously managing on your own. These can often include much of the administrative tasks, including invoicing and even accounting.

The right invoicing & accounting software will make it easy to work with a team like this


Digging in to invoicing and accounting for gardeners

Do you own a gardening business? Whether you’re just starting out or already well-established, there are a few inevitable elements of the business that require some time behind a screen.

This woman planting can quickly add this hour to her invoice with Debitoor invoicing software’s mobile app

But with the right software, you can keep the tedious bits up-to-date as you work - even onsite or on the way to your next location and minimise the time you spend at the end of the day or week. As with everything today: there’s an app for that.

So how exactly can you make it easy, fast, and efficient to manage your business invoicing and accounting even when on the go? Cloud-based software is a great option when you’re constantly moving from place to place for work, and don’t find yourself at a desk from 9-17.


Sending invoices? Why not from a cafe!

As a small business owner, you’re possibly like many who work comfortably from a home office. At least when it comes to managing the invoicing and accounting sides of your business.

If you're craving coffee from a fancy machine like this one, you can still manage your invoices with invoicing software like Debitoor.

But thanks to apps and cloud-based software, it’s easy to mix it up and move locations. Maybe you’re looking for a little company, or you simply need a change of scenery. Or if you have a business meeting and decide to get there early to prepare. Fortunately, no matter the reason, the right software will work for you anywhere.

And not just at any location. But also on any device. With cloud-based software, you can log in to your account and access your data even if you choose to take your iPad instead of your laptop.


Working with SumUp - online and in-person payments

Whether you run a brick-and-mortar shop or run a market stall on weekends and holidays, finding the right solution for payments can be a challenge. While there seem to be an array of options these days, finding one that works well and makes sense ends up being more difficult.

If you want to be able to accept credit and debit card payments, there are handy card readers and apps that make this fast and painless. But what about online payments? And how do you manage your accounting at the end of the day?

A shop accepting a credit card payment. They could be using the SumUp x Debitoor integration for easy payments and accounting


HMRC and your VAT

In 2019, HMRC is introducing the newest regulations involving the digitisation of tax in Making Tax Digital for business. The new requirements will apply to any business with an annual turnover above the VAT threshold, as well as those that have voluntarily registered for VAT.

HMRC is introducing Making Tax Digital, which means all businesses including those in the buildings from this picture of downtown London, will need to use software to report VAT


3 business resolutions for 2019

The new year has arrived and along with personal goals and ambitions, you likely also have a few New Year's resolutions for your business as well.

If you’re already on the way towards making those a reality, you’re ahead of the curve. If you’re still brainstorming about how to make your business even better in 2019, we’ve found a few to give you some ideas (plus some tips on how to make them happen).

In the calendar this woman is looking at, the 1st is highlighted - is she thinking about new resolutions for her business?


New year, new numbers - Invoicing in 2019

With 2019 just around the corner (I know, so soon), you might already be thinking about your invoices. That is, if you’re done all your holiday shopping and planning...or maybe as a break from the hectic holiday season?

In any case, when it comes to your invoices, a new year can mean new invoice numbers. We often get requests from users asking about how they can start anew from ‘1’ in the new year. There is, however, a better way to go about updating your invoice number series.

Updating your invoice numbers for the new year is easy with Debitoor invoicing software

While counting up from ‘1’ might seem straightforward, using a structure that provides more information about your invoices can help you stay organised.


Manage your business from your iPad

The middle child of the Apple products enjoys a positive reputation for being not only functional but highly portable. With arguably greater capabilities than a smartphone (albeit less than a computer), iPads have become useful tools for many types of businesses.

While a computer used to be a requirement for managing the more complex aspects of running a business such as spreadsheets or Word & Excel invoice templates, many businesses find that with the right tools, an iPad is a useful device for managing the day-to-day.

Woman happy to be using her iPad. Maybe because she's using Debitoor invoicing sofware :)

Because an iPad gives you the option of accessing the web through a browser as you would on a computer, as well as having access to most mobile apps you’re used to on your phone, it’s quite versatile.


Equestrian centre? Invoicing & accounting for your business

Running an equestrian centre involves constant care and attention. If you’re not coordinating delivery of bedding, then you’re following up with one of your customers or scheduling a new trainer.

If you run an equestrian centre, the invoicing & accounting can be easy with Debitoor

The day-to-day tasks are demanding, often physically as well as mentally, and if you’re not already a bit tired at the end of the day, you certainly will be if you have to sit down and spend hours and hours on invoicing and managing the accounting.

If you’re looking for a solution for this time-consuming process so that you can relax at the end of the day, without having to sit down and spend even more time behind a computer screen.


Do you need insurance as a UK small business?

Potentially the only topic that could elicit more yawns and convenient excuses to leave the room than accounting: insurance. Somewhat infamous for aggressive marketing, yet tedious red-tape ridden claims process, insurance is not a popular topic in any situation.

And yet it’s an aspect of running a business that should be considered early on. An added obstacle is that it can be challenging to determine exactly what type(s) of insurance your business will need and also what it means for your bottom line.

Keep your business covered with the right insurance

There are some types of insurance that are required if your business meets certain criteria such as having an employee or working with vehicles. While other types of insurance are not necessarily required, they are strongly recommended by authorities.


How to create a New Zealand tax invoice

If you’re a freelancer or a small business owner in New Zealand, you’re likely familiar with the invoicing process. And how tedious and time-consuming it can be.

Creating, sending, and managing invoices is a crucial part of running a business but not often one that most self-employed look forward to. Yet, invoicing is directly connected to one of the main goals of having a business: getting paid.

Small business in New Zealand? Creating an invoice is easy with Debitoor invoicing software

An invoice is a required document for most sales, so understanding exactly what must be included is an important basic, as missing details can result in an invoice not being valid. From there, it’s about communication with your customer, promotion of your brand, and professionalism.


Fast and professional invoicing for designers

When you’re a designer, no matter what field, the aesthetic of your brand is inevitably an important one. And yet when it comes to the business side of things, you might be willing to put up with more simple, dry designs in order to get the paperwork out of the way and focus on what you enjoy.

Yes, it's possible to create custom, beautiful invoices fast with Debitoor invoicing software.

It doesn’t need to be that way. You don’t need to compromise creativity for professionalism when it comes to your sales documents. There are many solutions today that enable you to easily, quickly create and send invoices that reflect your abilities and business.

Let’s take a closer look at what that means.


Self-employed abroad? 5 tips to help your business run smoothly

It’s exciting. Not only are you living in a country different from the one you grew up in, you’ve also set out to become self-employed. Taking so many aspects of your life into your own hands, it can be exhilarating if not a little bit overwhelming.

No matter where you are, there are some guidelines to follow and great resources (like Debitoor invoice software!) to help you run your business

There are many things to consider when you’re running a business in a country where you might not be familiar with everything - from the business culture to the local regulations, from the expenses to the marketing options.

With so much to consider, it’s important to make some decisions that can significantly affect your time, efficiency, and, if I may say: your sanity!


US-based business? We got your tax/back!

It’s no secret that sales tax in the US can get a little complicated. Unlike the standardised VAT (Value Added Tax) that can be found in the UK, Australia, Ireland and other countries where Debitoor is available, US tax rates often differ by state, region, county, and sometimes even city.

Small town or big city - no matter where your business is based in the US, you can now add your sales tax rate to your invoices created with Debitoor.

Up until recently, Debitoor offered a simplified US edition to our American users. It allowed the basics of invoicing and accounting (as we do for all our users). However, we’re thrilled to announce that the US edition now features your tax rate.


Interview with Elsabe of Moss Kiddos - Part II

We continue our interview with Elsabe of Moss Kiddos preschool and aftercare. In part I, Elsabe shared how she became involved with the school. We learned about how it became her passion and has changed not only her life but the life of every child that has attended Moss Kiddos.

In part II, we’ll find out about how the future looks for Elsabe and for Moss Kiddos, as well as any advice she would give herself if she were just starting this journey today. Finally, we hear some thoughts on using Debitoor.

A class at Moss Kiddos, all dressed up and having fun.


5 ways cloud-based invoice software benefits SMEs

Invoicing is a pillar of running a business, small or large. The invoicing process can often seem time-consuming and tedious, but it doesn’t have to be this way. Online invoicing software provides a straightforward solution for businesses today.

Online, cloud-based invoicing software like Debitoor can provide a variety of different benefits when it comes to running your business. Here are 5.

A necessary but often unappealing part of running a business: the paperwork. More specifically, invoices. They’re essential for billing customers and getting paid, but can quickly become a monotonous task that takes time away from the more interesting and exciting aspects of managing a business.

With current technology, however, invoicing no longer needs to be a series of Word or Excel invoice templates and spreadsheets requiring manual sorting and updating. It can instead be fast and uncomplicated.


Interview with Elsabe of Moss Kiddos

One of the greatest things about working at Debitoor is that we get to regularly communicate with incredibly inspiring people: our users. We often say that small business owners are heroes, and never has that been more true than with our most recent interview: Elsabe of Moss-Kiddos Preschool and After Care.

Based in Mossel Bay, South Africa, Moss-Kiddos provides education, healthy meals, social development and more to children of the area.

Kids of Moss Kiddos enjoying a fun afternoon

We had the privilege of speaking with Elsabe about her work, the development of Moss-Kiddos, her joys and challenges, and what she looks forward to in the future. This interview truly touched us as Elsabe explained the sacrifices she made to pursue her calling. Hers is a dedication that has shown that pursuing a dream is not only self-rewarding, but can make such a difference to so many lives.


Team building at Debitoor Team Days 2018

Once a year, we set aside a week to gather the entire Debitoor team from all of our offices in one place. Our headquarters in Copenhagen, Denmark, hosted all of our colleagues this year, where we had a chance to work together, in person.

Debitoor Team Days 2018, team building, innovation, and fun!

With increasing digitisation, especially when working with colleagues in other cities or countries, it can easily be the case that you never meet people that you speak with every day at work.

At Debitoor, although we focus on creating and providing the latest in invoicing software and technology to benefit our users, we still believe in the ‘old-fashioned’ ways when it comes to getting to know our colleagues.


Easy invoicing for translators in the UK

Some claim the rise in international communication should lead to advances in technology allowing instantaneous translation reminiscent of Douglas Adams' famous ‘babel fish’.

Creating and sending professional invoices can be easy for UK translators with Debitoor online invoice software

While we might be far from hitchhiking through the galaxy while hosting a linguistically skilled creature in our ear canal, it’s more important than ever that interactions across languages and cultures are without misunderstanding.

Translators serve an important role in ensuring that messages are communicated properly, with the right tone, and picking up on subtle nuances that the forays into machine translation are still lacking.


Income & expenses running a market stall

Who doesn’t appreciate something made locally, by hand? With buzzwords like ‘artisanal’ and ‘bespoke’ still dominating shopping trends, many look to their local weekend markets to see what people in their area are doing.

More and more people are interested in exactly what ingredients are going into the food and products they buy. There is a renewed appreciation for handmade items, full of craftsmanship and with fewer processed and artificial ingredients - often with more appealing prices.

Many sole traders and small businesses don’t start with a bricks-and-mortar location, many launch online and rely on strategic marketing and word of mouth. But becoming a market stall trader can be a great, relatively inexpensive way to sell your products in person and meet your customers.

Getting set up with your market stall is one thing. Managing payments and orders is another. It can be easy with Debitoor invoicing & accounting software


Manage your sales quickly, easily, from anywhere

Today, it seems the ultimate goal is convenience. From buying food to vacuuming, the more automated and quick any process can be, the better. So there’s no exception when it comes to managing your invoicing and sales process.

As a small business owner, your time is meaningful, and faster sales have the potential to mean more sales, which generally translates pretty directly to: more income.

Keep customers happy (and yourself happy!) with high customer service standards. Stay professional with invoicing software like Debitoor

Whether you’re working in a bricks-and-mortar shop or you run an online business and work from your home, or anything in between, there is a current and easy solution for helping you stay on top of sales and maximise the time you have to spend following up on leads, shipping out orders, or finishing jobs.


Implementing a new subscription billing system

As always, our development team has been hard at work recently, focusing on a brand new aspect of Debitoor. However, this one is a little different and doesn’t directly affect users. Nonetheless, it’s a big achievement that our team is happy to announce: our own billing system!

We focused on making the subscription payment process as simple and convenient as possible - with the added benefit of more information and control over your own subscription.

Debitoor is proud to announce a brand new billing system for subscription payments

So it has been the aim of the development team to create a simple, fast, and hassle-free billing process for all subscription payments.


Your invoices: gross or net pricing?

For everyone who sits down to create their first invoice (or somewhere along the way), the question arises: What’s the difference between net and gross pricing? Which format is right for my invoices?

With Debitoor invoicing software, moving betwen gross and net pricing is as easy as a click

Not to worry. In this article, we’ll explain quickly and simply what the differences are, and how to apply one or the other in your invoices with ready-made invoice templates.


In the driver’s seat with dashboard graphs

As an entrepreneur, the success of your business is (we assume) of central importance. Starting a business is not just something small, instead it is a significant investment, not only of money but time, effort, emotion, stress and more.

It's easy to maintain an overview of your business with dashboard graphics in your Debitoor invoice software account

Small business owners and freelancers usually have a lot on their plates. You’re likely constantly juggling the different aspects of running a business. What that means on a day-to-day level is that you’re looking for the most efficient ways of staying on top of things.

It’s one thing to be able to create, send, and manage invoices with invoicing software, as well as register payments and expenses. But what about the bigger picture? You don’t want to have to sit down and do calculations while on the go.


How mobile apps can help you run your business

When it comes to being a freelancer, sole trader, or small business owner, the now clichéd saying ‘Time is money’ has likely never rung more true. Whether it’s ordering supplies, planning a new marketing campaign, or even on-site for a job, when you’re running a business, the more time you have is more potential for you to earn (or take a well-deserved breather).

Thankfully, online software has a deep understanding of this need and programs are built to cater more and more to creating useful solutions for users looking to maximise their time and run their business as smoothly as possible.

Keep up with what's happening from anywhere with mobile apps for Debitoor invoicing software.


Why doesn't my invoicing software offer everything I want?

We make it a point to encourage communication between our customers and our support. We receive many suggestions and requests daily for a wide variety of different features that could make a difference for our users.

At Debitoor, we listen to these requests and suggestions. We record every single one, to be considered when it comes to growing and developing the software in the the best way possible.

Requests cover a very broad range of different features and functions and our developers organise and analyse each one to determine the top priorities, the ones that will best benefit the largest number of users.

At Debitoor invoicing software, we want to hear your ideas


All grown up: the evolution of the Debitoor brand

You might notice a change in the next couple days. Not to worry - I’m not talking about a change that will affect your use of the software. Instead it’s something a bit closer to the hearts of the Debitoor team. Here’s a hint:

With the third anniversary comes a new look for Debitoor invoicing software

This month marks the 3-year anniversary of Debitoor becoming independent, and we’re thrilled to be celebrating in a unique and exciting way. But more on that soon. First: a little background.


Get more out of Debitoor with the App Market

If you’re a new user to Debitoor, or if you’re just looking to add a few additional features to your accounting & invoicing software, you might have noticed that there’s an App Market, available both on your dashboard and from the ‘Settings’ menu at the top right of your account.

What you’ll find in the App Market are a number of additional features that can be added on and integrated with your Debitoor account. These apps have been selected to provide useful functions for our users, so this article will outline the various applications.

*Note that the country in which your business is located might affect which apps are available to you.

Record receipts easily with Debitoor invoicing software


5 easy accounting mistakes to avoid

You’ve found software and/or even hired an accountant - why? So that you don’t have to deal (as much) with the accounting side of running a business. It’s not the aspect that likely lured you into launching your own business in the first place, and probably doesn’t rank highly on your list of enjoyable tasks.

Yet you know the proper management of finances for your business is essential to its success. Even if you’re working with an accountant or with easy accounting & invoicing software like Debitoor, there are still a few small things you should be aware of when getting started.


Exporting your data from invoicing software

The recent introduction of the GDPR for countries operating within the EU means that online businesses that collect any personal data from users or visitors to their website must make this data available to the user to which it belongs.

For Debitoor accounting & invoicing software, no big change was needed. For each user, we make it easy to download the data you have securely within your account.

Exporting your data from Debitoor invoicing software is fast and simple - here's how


Better customer service with invoicing software

There are many things about running a business that can be considered ‘make or break’. One that likely keep hearing about is the level and type of service you provide to your customers - how you interact and communicate.

Naturally, it differs from field to field, but in most industries, a customer likes to feel looked after and receive updates and details about the progress of their order.

Communication is key for customer service. Online invoicing software can help make it easy.

It’s one thing to be told how important customer service can be to the success of a business, but facts provide the proof. This blog post delves a little deeper into how customer service affects a business, as well as some quick changes you can make to improve yours instantly.


The GDPR and small businesses

With the deadline for the new regulation arriving quickly (May 25th!), many businesses are still working to ensure that their data collection and handling procedures comply. Information surrounding whether the GDPR applies to small businesses has been confusing to say the least, but the answer to ‘Does the GDPR affects small businesses?’ is quite simply: yes.

There are some slightly different stipulations depending on the size of a business, however, the general requirements of the GDPR apply equally to small businesses, no matter how small. The main concern is the collection and processing of personal data, which, today, can be easily done by businesses of any size.

The GDPR affects all businesses operating in the EU if they handle personal data, no matter the size


How the new data protection regulation (GDPR) benefits you

Operating a business in the EU, you’ve likely heard about the imminent updates to the handling of personal data online - the General Data Protection Regulation or GDPR. By May 25th, all businesses that handle data within the EU must comply or face steep penalties.

So what exactly is are the regulations and what do they mean for small businesses and freelancers? This blog post aims to provide the latest information about the GDPR and how it benefits individual privacy rights online.

The GDPR will mean changes for businesses in the EU collecting and handling personal data


Invoicing & accounting for sports clubs

Running a sports organisation is a lot of fun. The team team spirit, the victories and defeats, the fun celebrations. But many don’t consider that even these types of organisations must be run much like a business.

Memberships, travel expenses, maintenance and other fees all must be recorded and managed appropriately.

Running a sports club can be easier with Debitoor invoicing & accounting software


Contacts across apps with PieSync

You’re likely familiar with the drill. You get a new mobile or sign up to a new programme and are faced with the often daunting and time-consuming task of adding or transferring all the details of the contacts you’ll be needing.

In some instances, it may only be a few and can be done quickly or even as you go. But as you begin to work with more and more customers. In today’s world, you’ll probably have contacts on your phone, on your CMS, on your invoicing software, and maybe across other apps.

Keeping these updated and ensuring you have all the names and contact information you need can quickly become tedious and end up costing you time that can be spent on more important aspects of running your business. Enter PieSync.

Set PieSync up once in Debitoor invoicing software and never worry again about adding contacts across applications with the 2-way sync


Banking options now in the iOS app

Cloud-based invoicing software gives you many advantages - from preventing the hassle of downloading and installing a program, to increased security and safety for your documents. It also means that your data is more mobile: available wherever you have an internet connection.

With the new Debitoor iOS app, not only can you create and send invoices and manage your expenses, you can now also enter payments from different manual bank accounts.

Debitoor invoicing software app for iPhone now gives you even more options in banking


Add product images to quotes

Not too long ago we introduced the great option of uploading images for your product list. Shortly after that, we made it possible to include these images on your invoices. Now, we’ve taken it one step further and extended that option to your quotes.

Adding pictures to your quotes? No problem with Debitoor invoicing software

And keeping in line with our aim of keeping it simple, it’s easy to add images to your quotes, it just takes a few clicks and each new quote will automatically include the images of your products.


Invoicing as a bartender

Life as a bartender can be exciting and fun, but as a freelancer, there are a lot of different aspects to take into consideration. If you’re working private parties, for example, you’re sometimes managing the purchase of the supplies, not to mention making sure you have all the equipment you need.

Bartenders keep it professional while making cocktails and can easily do so when it comes to invoicing with Debitoor invoicing software

Coordinating the setup, working with other bartenders, learning the drinks on menu for the night - you’ve got a lot on your plate. It’s not difficult for a few things to slip your mind when it comes time to get paid. And ultimately, the goal is of course to get paid.


Printable invoices in your invoicing software

New users or those who haven’t previously explored the option often ask whether it’s possible to print the invoices created with the invoice templates that are offered in Debitoor invoicing software.

Because Debitoor is completely cloud-based, online software, there is the misconception that invoices created with an account cannot be printed. This is completely untrue - in fact, Debitoor invoices are designed to be easily print and mailed by post.

Print an invoice created in Debitoor invoicing software easily, directly from your account


Your invoicing software - now even faster

New additions to features in software are usually pretty exciting for most users. But there are other changes to your invoicing software that can be a little more subtle, even difficult to notice without being pointed out.

For example, have you noticed that your Debitoor invoices, quotes, and delivery notes have been loading faster recently?

Optimisation of Debitoor invoicing software means even faster invoicing for you

To be more precise: 33% faster.


How to record income without an invoice

Invoicing software like Debitoor is used, as its name suggests, to create invoices. However, in Debitoor this does not mean that it is limited to only the creation and management of invoices.

Instead, all activities surrounding the invoicing process, including payments, as well as the other side of running a business: expenses.

Yes, you can register income not associated with an invoice in Debitoor invoicing & accounting software

But even when it comes to revenue, there are sometimes circumstances that do not require an invoice or perhaps uses a different type of documentation.


Bookkeeping made simple

It’s not a word that is popular amongst sole traders and small business owners. In fact, the word and all that it represents often bring feelings of irritation, fatigue, and maybe even nervousness for those running their own business. Well we already gave it away but it’s not hard to guess: bookkeeping.

Bookkeeping for your small business can be uncomplicated with Debitoor invoicing & accounting software

In previous articles we’ve discussed why it’s so important for all businesses - from the first sale of a freelancer to the wrapping up of a large corporation, bookkeeping is essential and, unfortunately, unavoidable when it comes to business.

But can this often tedious and seemingly complex part of running a business be fast, simple, and (dare we say it?) fun?


How to invoice for a down payment or deposit

In the process of invoicing, there are additional steps that are sometimes included. Depending on your business or industry, you might regularly use quotes, delivery notes, and accept deposits or down payments on orders.

While quotes and delivery notes might be fairly straightforward, as they’re separate from the invoice, a deposit can be a bit more complex.

Including a down payment or deposit in the invoicing process can be simple with Debitoor invoicing software


Mobile payments with the SumUp x Debitoor integration

At the end of 2017, we introduced a great new integration with SumUp - a leader in the card reader and online payment market. With SumUp, you can easily accept credit card, debit card, contactless, and online payments on the spot, and all will be automatically imported to your Debitoor invoicing software account.

Create and send an invoice and accept credit card payments in person, instantly with the SumUp x Debitoor integration

Originally created during our Team Days hackathon, the integration has been improved and developed to become a seamless function between SumUp and Debitoor.

Now you can use SumUp and Debitoor on your iPhone, easily establishing the connection from your Debitoor iOS app in seconds and allowing customers to pay instantly, directly via SumUp.


Interview with the team at illusiv Design

For our first interview of 2018, we spoke with Chris, Jessie, and Rachel from illusiv Design, an independent design studio in Australia, working with an impressive variety of projects. Chris shares what they've learned along the way and what illusiv Design is looking forward to in the new year.

Chris, Jessie, and Rachel tell us about their work with illusiv Design and using Debitoor


Adding expenses in your accounting & invoicing software

In running a business, whether you’re a freelancer, sole trader, or small business owner, the primary focus is often getting new business, making the sale, sending the invoice, and getting paid. In other words, incoming cash flow.

With Debitoor invoicing & accounting software, you have options when it comes to adding new expenses. Here's how

And then there’s the other side of transactions, the ones that involve outgoing cash flow. Arguably not the highlight of running a business, but important nonetheless. Expenses and costs can range anywhere from loan payments to supplier payments to customer refunds.

No matter where money from your business is being spent, it’s important to thoroughly record any expenses encountered. Thankfully, with online accounting & invoicing software like Debitoor, this can be done easily, through various quick methods.


6 things to look for in invoicing software

If you’re a sole trader or a small business owner looking for an invoicing and accounting solution, you’ve probably realised that choosing the right one can be a bit overwhelming. So you might be wondering what kinds of features you should be looking for. This article aims to give you an outline of the important things to look for in your accounting & invoicing software.

Here are 6 important things to look for in accounting & invoicing software


Getting paid in the new year

Despite the recent trend to buck the tradition of setting new year’s resolutions, let’s be honest: most of us still see the start of a new year as an opportunity for new beginnings, improvements, and positive change. And why shouldn’t we?

In business, the new year can present the right time to reevaluate everything from daily operations, to how you communicate with your customers, to income and expense management. In this article we take a look at one thing that we can comfortably say concerns most small business owners, freelancers, and sole traders: getting paid.

What's your business resolution for 2018? Here's one Debitoor invoicing & accounting software can help with: getting paid


New invoice numbers in 2018

We’re wrapping up the end of the year (and presents for the holiday season, most likely), and it’s a great time to start looking ahead to the new year and how this impacts on your invoicing.

Legally, it’s not necessary that your invoice numbers follow the calendar year, you can instead start at ‘1’ for each new year. The most important aspect of invoice numbers is that they follow a sequential order, without duplicates or gaps.

For your records, it might be helpful to use a more thorough invoice number that can help you see quickly which year/month your invoices are from - read more about our suggestions for custom invoice numbers.

With Debitoor invoicing software, starting a new invoice number series takes just a few clicks


2017: New features in Debitoor

Another year is coming to an end and, like most of us, it’s a great time to take a look back over what we’ve accomplished this year and write up our list of goals and projects for the new year.

Here at Debitoor accounting & invoicing software, we've done a lot in 2017! Here's an overview of the new features and functions

This outlook is applicable not only to our daily lives, but also in your invoicing & accounting software. Because, after all, there have been a lot of additions and improvements in Debitoor this year. And we’re already looking at how we can continue that in 2018…


3 ways to simplify invoicing for contractors

Invoicing. It’s an aspect of being self-employed about which many have conflicting feelings. Invoicing is a crucial, necessary part of what is arguably the most important part of your work: getting paid. Yet it is also often a time-consuming, tedious lot of paperwork that is easier to set aside to tackle another day.

The invoicing process doesn’t need to be a drain on your time or patience. Today, there are a number of ways to streamline your invoicing process to make it not only faster but much less complicated. At the same time, you can ensure that your invoices look professional and meet the current legal requirements.

The right invoicing & accounting app for contractors is one that gives you all the tools you need on the go. Debitoor invoicing software gives you a cloud-based solution you can access from anywhere


Proforma invoice vs. completed invoice template

When we talk about invoice templates, it’s usually understood that we’re referring to the process of filling in the details of your sale. That first step in creating a fully completed invoice that can be emailed to your customer and get you paid.

However, it is also possible that your invoice template can lead to a draft, or proforma invoice. A proforma invoice is not the same as a completed invoice, and there are some small but important differences between the two.

Creating a proforma invoice or a completed invoice is quick and simple with Debitoor invoicing software


SumUp x Debitoor: sell more and get paid faster

If you ever sell your products to customers in person, whether at a market, a shop or on-site at a job, you’re likely familiar with one of the more common questions: “Can I pay by card?”.

Even online, card is arguably the most popular way to pay.

The SumUp x Debitoor integration gives you all the tools to manage your sales and bookkeeping seamlessly

Debitoor now offers the option to integrate a SumUp account, allowing you to accept payments by credit card, debit card, and contactless, both online and off, quickly and easily with the SumUp card reader and accompanying mobile app.


Invoicing on-the-go with mobile apps

One thing that good invoicing software should always be is mobile. As a freelancer or small business owner, it’s not unlikely that you’re on the road a fair bit - be it to meet new potential customers, getting supplies, or on a job.

Being able to create and send invoices and register expenses from your mobile can make a big impact on your time. Registering a couple expenses while you wait for the metro or sending off those last invoices for the week as you grab a coffee or tea can make the difference in keeping up with your accounting.

Create and send invoices and stay on top of income and expenses with the Debitoor mobile invoicing app

With the Debitoor iOS app and Debitoor Android app, this is all possible.


Add product images to your invoices!

Earlier this month we released a lovely new feature that allows you to upload and save pictures of your products that will appear in the product list of your account. Now, we’ve gone a step further by allowing you to also include those images on new invoices!

With Debitoor invoicing software, you can now create an invoice with pictures of your product (or service) in just a couple of quick steps.

Try Debitoor invoicing software

Here’s how to start invoicing with images!


New options in recurring invoices

We recently launched the exciting new function of setting up recurring invoices for your business to help you save time and hassle when it comes to regularly repeating invoicing.

Recurring invoicing now gives you even more options in Debitoor invoicing software

After the release of this function, we spoke to users and collected feedback on how recurring invoices can best work for your business. And in Debitoor style, we set about making even more improvements on this useful function.

So what has been added?


4 things to add to your invoice template

Officially, each invoice you create needs to contain a set of information in order to be considered legal. These requirements are based on regulations surrounding business sales.

While it might sound a bit intimidating, once you realise what information needs to be included, it all seems very straightforward. However, there might be a couple things to keep in mind if you’re working with Word or Excel invoice templates. Make sure all your invoices include:

  • Their own invoice number, following your number sequence
  • The invoice date

Undo your last statement import

If you work with Debitoor’s automatic bank reconciliation to easily and instantly manage the matching of your payments with your invoices and expenses, you might have experienced a time when you needed to delete a line or two (or many).

New in Debitoor invoicing & accounting software, undo bank statement uploads

Previously, this has only been possible by deleting each line one-by-one. So if the wrong .csv document was uploaded accidentally, or the wrong amount column was selected or if you just enjoy uploading and watching your payments match before your eyes, you can now undo the entire previous upload.

This means that the next time you upload a .csv of your bank statement, and if you notice an issue, you can choose to ‘Undo’ that entire import with just a few clicks to remove all of the payments from your ‘Banking’ tab.


Images in your product list

In Debitoor invoicing software, it’s our goal to make invoicing as quick and simple as possible, giving you more time to run your business. When it comes to your products, this means the possibility to save product details in your account so you can add them to new invoices with just a click.

New: upload images of your products to show in your list to make invoicing even faster with Debitoor invoicing software

And now we’ve made your Debitoor product list even better. In addition to being able to include:

  • Custom product numbers

Invoicing software for your office

Software designed for invoicing and accounting can be a big help to a business. Because, as a small business owner, you often have the tedious but important task of managing the invoicing and expenses for your company when you’re starting out.

Staying organised and on top of your accounts is crucial for any business, but especially those that are relatively new and looking to grow. So here are just a few ways that you can best put your accounting & invoicing software to use.

Whether it's just you in a home office or a small team in a rented space, Debitoor invoicing & accounting software can simplify your tasks


New in October

October is almost at an end and it has been a full month of new additions and updates to Debitoor accounting & invoicing software. Just in case you missed one, here’s a short overview of what’s new and better in Debitoor.

October was a month of exciting new additions to Debitoor accounting & invoicing software. Here's what's new


Set default attachments for invoices

As we recently announced, it’s now possible to send attachments with your invoices and quotes. But we didn’t stop there. We’ve added the option to set attachments as default, so they go out with each and every invoice you send, without the need to attach them each time.

This means that any additional details you need to be included each time you send out an invoice can be done just once and applied to all your future invoices.

Upload attachments to send with your invoices just once and save them to send every time with Debitoor invoicing software


5 ways to simplify invoicing as a freelance writer

When writing is your craft, the more bureaucratic and strict forms required by tax authorities might cause involuntary cringes. But these types of documents are also often unavoidable. An example of this type of document? Your invoices.

When you complete a piece of writing to be published, the process generally follows a predictable process: you create an invoice based on your rates, send it to the person/organization/business that will be paying you and wait for the funds to come through.

Invoicing doesn't need to be a tedious task. Simplify it with Debitoor invoicing software

But what goes into the process of creating an invoice and how much time should it take? Tax authorities generally have a standard set of required information to be included on an invoice. Do you research every time a change is made?


Customer statements in your invoicing software

When you’re a small business owner, you almost always start out being the one not only in charge of running the day to day operations, but also the sales, the marketing, and yes, even the accounting.

In other words, you’re balancing a lot and have multiple jobs all rolled into one. It’s exhilarating and challenging but can also feel like you have too many plates in the air.

Managing your customers is more than just their information, but it's easy to track payments with Debitoor invoicing & accounting software

Thankfully, we live in an age where online resources are plentiful and many are designed for exactly this situation - a freelancer or small business owner with a lot going on. And these resources are designed to make it easier for you to run your business.


A new way to invoice: recurring invoices

Here at Debitoor, we believe it’s important to listen to our users. All feedback is gathered, saved, and applied to improving the software to meet the needs of the freelancers and small businesses that manage their invoicing and accounting with Debitoor.

Recurring invoicing is now possible with Debitoor invoicing software. Try it now

Invoicing is an essential part of any business, which is why we have aimed to create a way to create, send, and manage invoices easily and professionally. Not to mention fast. Our invoice templates and mobile app allow you to do just that - from anywhere.

With the release of recurring invoices, we take easy invoicing to a new level. We’ve made it possible to automate the creation and sending of invoices, making the process between billing your customer and getting paid even easier.


5 characteristics of user-friendly invoicing software

There are many programs out there now designed to help businesses with invoicing and accounting. But there are typically two main areas in which they differ: the design and the usability.

These are two seemingly small but ultimately significant factors for choosing the right invoicing and accounting software for your business.

Invoicing and accounting can be uncomplicated with Debitoor!

So what does user-friendly software offer? Look for these 5 key features...


Work efficiently with your invoicing software

More time and more money, who would turn down that down? Entrepreneurs in particular can often find themselves wishing for more of both, as running a business can take up serious time and cash might be a bit more strapped when starting out.

Here's how to make the most of your time - through your invoicing software

But if you use accounting & invoicing software, you can make a big difference in your time for a very small amount of money. And you know what they say about time (it’s money). Let’s look at a few ways you can make the best use of your software.


Debitoor Team Days 2017: Hackathon!

Each year, our entire team takes a couple of days to get together in one office. Why do we do this? To build our internal communication, to develop closer relationships with our colleagues, but mainly to discuss how we can make Debitoor invoicing software even better for our users.

Debitoor invoicing software's annual team days this year was a hackathon

We work in teams that combine individuals from different backgrounds and different areas of Debitoor: marketing, communication, support, product development, all to ensure that each team covers the full Debitoor experience and can work towards comprehensive ideas and solutions.

This year, that meant an exciting project: a hackthon!


Invoicing software for your mobile

Less than a year ago, we launched the new Debitoor accounting & invoicing software mobile app on iPhone and iPad.

For our developers, this was a milestone, mainly because the new iOS app featured a flexible and advanced technology that would allow for the introduction of new features and improvements on the fly.

Debitoor invoicing software is available on your iPhone, download it free from the Apple Store

The new app not only allows for the fast and simple invoicing through the use of the professional invoice template our users know and love, but compared to our Classic iPhone app, it also introduced some new functions including...


How to provide a discount on your invoice

Discount. When you’re shopping, it’s always a good thing. But when you’re selling your product or service, something that you work hard to provide for your customers, you might wonder why on earth you would charge less for it. Because, well, if they pay less, you earn less.

However, discounts can be a useful tool for a growing business. There are in fact, many reasons to offer a discount to customers. Check out our article ‘Offer a discount and get paid faster’ for a few ways discounts can benefit you.

Calculating and adding a discount to your invoices is easy with Debitoor invoicing software

It can sometimes be appropriate to grant your customers a discount. When it comes to your invoicing, it’s easy to calculate and add discounts if you have the right tools. That’s where invoicing software comes in useful.


Quotes & design on the go - Debitoor iPhone app

You may have noticed that the Debitoor iOS app has experienced some changes with the most recent updates. Namely, that we continue to introduce the useful features that you experience in our web-app.

Our latest release is no exception. When you update your iPhone app with the latest version), you’ll see some major additions to the capabilities of Debitoor in the palm of your hand.

With the latest update, two new functions will make invoicing even easier with Debitoor: quotes and invoice design. If you’re still using the Debitoor Classic app, now is the time to switch.

New in the Debitoor invoicing iPhone app: quotes


Write invoices as a digital nomad

When you start out as a digital nomad, you quickly discover that although you might be location dependent, there are a few things that simply need a solution. Invoicing is one of them. Whether you’re simply based somewhere else or you’re constantly on the road, you need to be able to keep track of your invoices.

Working with online invoicing software as a digital nomad means you can create and send invoices anytime


Quotes in invoicing - why they're important

When running a business, it’s not uncommon to receive an email, Facebook message, or voicemail asking about your product or services, usually from a potential customer. So you agree to send them a quotation. Simple enough.

However, this document is all too often underestimated. It can be the make-or-break for whether you receive the order or whether the customer decides to move on to a competitor. Invoicing software like Debitoor can help ensure you create professional quotes quickly and correctly.

Creating quotes is just as fast and simple as invoices with Debitoor invoicing software


Do I need invoicing software for my business?

At some point in the process of launching and running a business, an entrepreneur gets to the point where they ask themselves whether their current means of handling invoices is meeting the needs of their growing business.

In other words, whether they really need to look into invoicing software or Word and Excel invoice templates are enough.

In this article, we aim to answer those questions, and illustrate how you can save time and hassle by using the right accounting & invoicing software for your business.

Debitoor invoicing & accounting software gives you the tools to help run your business


An invoice template with bank reconciliation

An invoice created in an invoicing & accounting program offers options that take you beyond simple traditional invoicing in the sense of providing legal, professional-looking invoices to your customers.

Of these options, one that can take your invoicing to the next level is an easy foray into the world of accounting, is the option to match your invoices and expenses with the payments in your bank account.

This is known as bank reconciliation. And at this point many entrepreneurs just getting started will start quietly backing away, thanks to the accounting-heavy terms.

Invoicing and accounting are both easy to handle with Debitoor


Get started with invoicing software in 5 steps

If you’ve just launched your business or if you’re just transitioning from Word or Excel invoice templates to online invoicing software, this article is a good resource for getting started with a new system and getting the most out of it.

Whether you’re just starting out or have been in business for a while, it’s worthwhile to use an accounting and invoicing program for managing those aspects of your business. This article gives you the practical steps of how to get started.

Accounting & invoicing software like Debitoor makes it easy to start now


Classic: the latest in design

Invoice design, that is. Classic means traditional but not outdated. It comes with a certain sense of simplicity and is understated but effective. Our latest invoice design meets all of these expectations by giving your invoices a professional and familiar but clean look.

Here at Debitoor invoicing software, we’re always listening to feedback from our users, and for some time, users were requesting a more traditional invoice template that clearly separated the issuer and the recipient like traditional paper invoices but still allowed for customisation.

Through the efforts of our talented colleagues, the Classic invoice design was born. Our designers took the ideas presented by you, the users, and built an invoice template that meets your invoicing needs but also incorporates the ease-of-use and professionalism of invoices created with Debitoor.

So without further ado, more on the Classic.


New! Custom number series

Here at Debitoor, we always take suggestions from our users into account. And occasionally there is a particular request that inspires our developers to take action to meet the needs of our users. In this case, we’ve now introduced the possibility to add custom, alphanumeric number series for your invoices, quotes, and delivery notes.

Now available in Debitoor invoicing software: custom number series!


How to import data to your invoicing software

In a previous article, we gave you a quick guide on exporting your data. Useful for saving a copy of all your information to your computer and for sharing, for example, with your accountant (though you can also invite your accountant to collaborate directly), export is an important tool. But did you know you can also import?

Data import makes it easy and fast to add your information if you’ve been working with other software before, such as Word or Excel. Adding details such as customer names and addresses and product prices and descriptions one-by-one can quickly become tedious.

But online invoicing software like Debitoor aims to make that process more manageable in a serious way: by giving you the option to upload your spreadsheets to import all the data to your account instantly.

Here's how to import your data to get started invoicing fast with Debitoor invoicing software


Gross and net pricing in your invoice templates

When discussing gross vs. net prices, this could apply to one of any number of different elements of your business. From the payroll, to the company profits, to the pricing of your products.

In this article, gross and net refers to what you select for your invoices. In invoicing software like Debitoor, you can change whether your product prices are shown in gross or net prices for each invoice you create.

Here's how gross and net pricing working in invoicing and how to adjust easily with Debitoor invoicing software


Invoice software & other tools for entrepreneurs

Resources for entrepreneurs today seems endless. From mobile apps to gadgets to web tools, it seems every article has a list of the latest and best of these, changing so often it’s hard to even get a grasp on one before a new one is recommended.

So in this sea of options, which ones are truly necessary and which are generally superfluous? In this article we take a look at the ones that you should be sure you have set up for your business.

Working with online tools can get overwhelming. Keep it simple with theses basics like Debitoor accounting & invoicing software


How to register expenses in accounting software

We’ve been covering invoicing pretty thoroughly. But there’s another side to managing your business accounts. One that is crucial for maintaining solid records and an understanding of your financial situation. Expenses.

Expenses used to be an additional tedious task in double-entry bookkeeping. But with accounting & invoicing software it has become substantially more manageable (and we must say - fast!).


Invoice software vs. Online invoice software

You might think we’re splitting hairs here. But there’s in fact several big differences when it comes to the kind of invoice software you use. Aside from the fact that almost everything seems to be online these days, when it comes to your business this can save you time and money.

As a sole trader, small business owner, freelancer, entrepreneur, whichever term you associate with most, you’ll have the option to choose the type of software that’s right for your business. When it comes to invoicing, the first decision is whether you will use one based online, or download and install a programme to the hard drive of your computer.


How to manage invoicing while on holiday

With summer in full swing in most of Europe (and certainly in the UK!), many are looking forward to some well-deserved holidays. Entrepreneurs should be no exception. Launching and managing a business often requires round-the-clock attention but at the same time, we’re human and we all need a break from time to time.

Don't worry about being out of touch on your holiday. Access your invoicing & accounting from anywhere with Debitoor

But nevertheless, many freelancers and small business owners heading off on holiday still hear that nagging voice asking if it’s really alright to leave their business for a week or two. What if you need to check up on payments? Or even send a quick invoice?

With accounting & invoicing software, there’s no need to stress. As long as you can find a WiFi connection, you can access your account and keep tabs on things from anywhere!


Optimise your invoice workflow

Are you the founder of a business or a freelancer working successfully on a side-hustle who is still creating invoices with Word or Excel invoice templates? If so, it might be time to consider an alternative: invoicing software can make this process significantly easier, from making the sale to recording payments from customers.

In this article we take a look at the invoicing process from start to finish using online invoice software Debitoor, examining the key aspects that help make your workflow simple and easily managed.


Invoicing software for your side hustle

If you’ve started up a freelance business in your spare time and outside your regular office hours or launched a small business that you’re working to get off the ground before stepping out from the safety net, it’s just as important for this ‘side hustle’ to establish solid invoicing and accounting practices from Day 1.


How to register other income in your invoicing software

As an entrepreneur, you know how important it is to keep track of the cash flow in your business. While managing expenses is crucial for maintaining an understanding of the financial health of your business, equally important (and a bit more appealing!) is the income.

But what many just starting out might not be aware of is that income can come from different sources, not only payment for your invoices. Good news, hey? Despite the fact that this type of income cannot be matched to an invoice in your records, it’s still important to keep track of these amounts.


Creating a quotation with invoicing software

When it comes to sales for your business, you’ve likely already discovered that not every customer will place an order right away. Some prefer to take things a little more slowly: be provided an offer, have time to consider and confer with their own needs and budget, and then finally confirm an order.

For these customers, issuing a professional-looking quotation is a big step towards converting that quote to an invoice. With invoicing software like Debitoor, it takes only a click to convert an accepted quote to an invoice, ready to send to your customer.


Invoicing for beginners

Sometimes, as an entrepreneur, it can feel like you’ve been tossed into a cold lake on a frosty winter morning. Just when you think you’re prepared for all of the challenges that might come along, things still tend to surprise you. But you realise that with running a business, things are often different in practise than any preconceived ideas.

And with your invoicing and accounting, it’s the same. So here, we aim to give you the basics for getting started with your invoicing on solid ground, as well as some tips to help you get paid fast.


Invoice templates for photographers

In a previous article, we took a look at what kind of invoicing and bookkeeping software works best for those working as photographers, both full-time and as a side hustle.

Today, we get into a bit more detail by looking into invoices for freelancers and entrepreneurs in photography. More specifically, we address the time-saving ways that photographers can create invoices.

Invoice templates in Debitoor can be tailored to any profession


Work in construction? Debitoor is for you!

The Construction Industry Scheme (CIS) in the was introduced to help regulate taxation for contractors and subcontractors self-employed in the UK. As such, it’s a crucial part of the invoicing process for those registered (as well as unregistered!) and when it comes time for self-assessment filing.

Invoicing software like Debitoor can help. By taking the calculation process off your hands and allowing easy application of the deduction, invoicing under CIS can be simple and fast.

If you're working under CIS, you can now add this deduction to your invoice template in Debitoor


Accounting: how to export your data correctly

If you’re using accounting & invoicing software like Debitoor to manage the incoming and outgoing cash flow for your business as well as to stay on top of your invoices, you might reach a point when you’d like to backup your data on your own hard drive, or perhaps download it to share with your accountant.

In Debitoor, sticking with our belief that accounting and invoicing can and should be simple and straightforward, we’ve kept this in mind across all aspects of the software, including the process for exporting your data.

Need to export your data? It takes only a few clicks with Debitoor accounting & invoicing software


New does mean better: 'Payments' is now 'Banking'

The development team here at Debitoor is just a little bit proud of the latest feature to be released: the ‘Payments’ tab has experienced a complete overhaul and while it still holds the same spot in your tabs, you’ll notice it sports a new icon and the title ‘Banking’.

The payment import function and tab is an important part of the Debitoor software - allowing users to easily upload a bank statement with a list of payments to be matched to invoices, expenses and other income. By automating that process, we aim to save you time and hassle.

'Payments' is now better than ever as 'Banking' in your Debitoor accounting & invoicing software


Record expenses from your iPhone

When you’re out and about, whether meeting a customer or consultant, or even picking something up for the office, it can be difficult to remember to register each expense, whether it’s a business lunch or a new toner for your printer. Basically, let’s face it, sometimes life gets in the way of staying on top of accounting.

Luckily, there’s an app for that. The latest Debitoor iOS app now allows you to record expenses while on the go. It’s fast and easy - avoid losing those receipts by simply snapping a picture with your phone and saving it to your account. That’s it!

New in the Debitoor iOS app: expenses


Now available: line discounts

Discounts are a common and useful way to attract new business, reward repeat business and loyal customer, as well as promote certain products or services for your business. In fact, we’ve written a blog post just about how discounts can work for you: ‘Offer a discount and get paid faster'.

While sometimes the discount you offer is on a bulk order, or if an invoice only involves one type of service or goods, then it’s convenient to be able to apply an overall discount in your invoice template.

There also might be occasions when you only want to apply your discount to one out of many different products covered on an invoice. Maybe you only have one type of product that is on special offer for the summer season, or you are trying to move stock on something in particular.

In that case, you would need to apply a line discount - meaning, of course, that it applied only to that particular line.


6 invoice software essentials

Even entrepreneurs that aren’t particularly tech-savvy are turning to invoicing software. Why? Because it’s quick, simple and helps you get paid faster. All while staying on top of your business accounts.

But before making the choice from all the invoice software options available out there, you should take a couple of things into consideration in order to ensure that you select the best software for your company.

Choosing a software shouldn't be based on the flip of a coin or roll of the dice. There are six elements in particular that every good invoicing & accounting software should offer in order to meet the needs of a growing business:

When selecting invoice software, it shouldn't be a roll of the dice. Base your choice on a few important factors.


Accounting: how to create a vat report

We all know about it. It can be the bane of small businesses - should you register? What will it mean for your business? How will it impact your income and expenses? And perhaps most crucially: will it mean more forms to submit when it comes time to file your tax return?

We’re talking, of course, about VAT. The decision of whether to register for VAT depends primarily on your annual turnover. If it falls above the current VAT registration threshold, you no longer have a choice. Below, and it’s completely up to you.

There are a few arguments for and against voluntarily registering for VAT if your turnover is in fact below the threshold. So it’s important to do the necessary research and make the decision based on your business and what works best for you.

Put the calculator away. Accounting software like Debitoor makes it easy to create a VAT report in just a few clicks.


3 invoice template essentials

What are the main things that are necessary to include on an invoice in order to be sure that it meets all the legal requirements?

In this blogpost, we take a look at three of the elements essential for each and every invoice you raise, all three crucial for creating a valid legal invoice, meaning that it will be recognised by HMRC, but also recognised by your customers as needing to be paid.

(You can, of course, skip this blogpost if you’re already a Debitoor user, as our invoice templates are updated constantly according to local requirements and regulations, ensuring that every invoice you complete is a legal document).

These three elements can make or break an invoice, but you'll never forget them with Debitoor invoicing software


Express invoice: write an invoice in 1 minute

Create a new invoice in no time flat with express invoice. As entrepreneurs, we know how valuable your time is - you’re constantly pulled from one task to the next, often this means you try to save time when you can. And when it comes to invoicing & accounting, you can.

In this article, we’ll show you just how fast you can raise an invoice. Maybe the title gave it away: in as little as a minute.

Invoice anywhere, anytime, fast with Debitoor invoicing software


Invoice template with multiple VAT rates

If you’ve ever wondered whether you can include your products or services with differing VAT rates, all on the same invoice without undue confusion or complex calculations, the simple answer is: yes, you can.

This might seem like a trivial detail. But different VAT rates for different items in the same invoice can cause a bit of a headache for those whose businesses deal in these types of products or services.

But there is a solution.

With Debitoor invoice templates, it's easy to add different VAT rates


Say farewell to paper with accounting & invoicing software

You’re probably familiar with the following situation: crumpled receipts in your pockets, a stack of papers on your desk and unopened bills in your drawer. With all that paperwork, what’s the best way to stay on top of your business as an entrepreneur?

Accounting and invoicing software like Debitoor allows you to store and manage all of that paperwork, without the paperwork: in the cloud. Online software gives you the tools to keep track of your invoicing, expenses, and receipts, all in one place, uncluttered.

No more piles of papers - use online accounting and invoicing software like Debitoor to stay organised


Partial payment & your invoice template

Have you ever created an invoice for which part must be paid in advance as a deposit or an advance? If so, how did you deal with this partial payment?

It’s not an uncommon approach, for many fields, a deposit or partial payment in advance is required, particularly when it comes to certain services. This can be either due to supplies necessary for conducting the service, as a guarantee for completion of the payment, for example.

Partial payments or deposits are not uncommon. Here's how to manage them in your Debitoor invoice template

Many entrepreneurs might request an advance partial payment for a custom product, or for a service with the remaining balance due after it is completed. However, this payment must also be accounted for on an invoice to provide legal documentation of the sales process.


Invoice software & accountants - a perfect match

With many things in life, we’re forced to come to a decision: choosing one or the other. In these cases, it usually means that the one we don’t choose is no longer an option to us, or doesn’t seem to work with the option we selected.

But when it comes to your bookkeeping, we believe this shouldn’t be the case. Let us explain.

Accounting & invoicing software like Debitoor makes it easier to collaborate with your accountant


Faster invoicing now with invoice software

Time might just be the most precious commodity of our day and age. No one knows this better than an entrepreneur. There is a lot to be done when it comes to running a business, and the day-to-day tasks certainly start to add up. Of these, the last you want to waste time on is managing invoices.

But there are ways to make things a bit easier and faster, allowing you to focus your time and energy on generating more business, creating new and better business relationships, and enjoying your journey as an entrepreneur.

Creating invoices can be fast and simple with Debitoor invoicing software


Invoicing software for photographers

As professional photographer, you likely charge your customers based on different criteria - maybe hourly, maybe based on the type of shoot, based on what kind of equipment you need, etc. You might even offer package deals for certain events: weddings, reunions and company portraits, for example.

Invoicing software that works for you means flexible invoice templates like those in Debitoor

It’s therefore important that your invoicing software works with your business. Meaning that it is just as flexible and can be adapted for any type of job you might encounter. But let’s be more specific: here’s what your accounting and invoicing software should do...


Income & expenses with invoicing software

You are the gatekeeper for your accounting: your income and expenses. In order for your business to run efficiently, both income and expenses must be managed properly. This is the only way to maintain a solid overview of your cashflow as a founder, and help ensure your business is not reaching above its means.


Invoice templates for online shops

In 2016, over 87% of UK internet users made a purchase online. That figure is only expected to grow in the coming years. Online sales grew 16.2% in 2015, with similar expected results from 2016.

This year, it seems those numbers are not slowing. As more people gain access to internet, more online payment options are provided, and more than ever before it’s easy to place an order online for products from overseas, all is looking quite rosy for online shops.

Online shopping is growing. Make sure your online shop is up to speed with invoicing software like Debitoor

Predictably, the most popular items purchased online include...


How to: get more out of your invoice templates

A common opinion among our users is that invoicing, while admittedly an important task, is not necessarily one they’d like to spend time managing and don’t really see why it’s important to do well (aside from that it is central to getting paid!).

Well, this is the raison d’être for Debitoor invoicing software. We don’t think that invoicing should be time-consuming, tedious, or a hassle (in fact, we even think it can be fun and give you more opportunities to connect and communicate with your customers).

The bottom line is that it’s important not to underestimate the importance of a good invoice template, which is why we’ve gathered up some of the top ways to optimise your invoice templates to create completed invoices that are professional, legal and made quickly.

Debitoor invoicing software makes it easier for you to get the most out of an invoice template


Word invoice template or Excel invoice template?

In this post, we address the following dilemma of which is better: a Word invoice template or an Excel invoice template. What are the pros and cons of each? And how do you make a decision?

Fortunately, this situation avoids any life-or-death decisions or existential angst, because, well, it’s about invoice templates, but also because the answer is simple: any invoice template is valid, as long as it meets the legal requirements.

Word vs. Excel invoice templates, or is there a better solution? There is: Debitoor invoice software


5 tips for keeping your invoices safe

Media in the UK recently announced that over 230,000 cyber attacks were launched on businesses in 2016 (over 1,000 hitting firewalls and other protection software each day!). This is a significant increase from the year before, which includes a larger number of IP addresses, allowing for more attacks to target UK SMEs.

Your business data contains sensitive information about your finances, not to mention your company details, contact and billing information for customers and suppliers. For this reason, it’s important to ensure that your computer is properly fortified against such cyber attacks.

Thankfully, if you use accounting and invoicing software in the cloud (like Debitoor), you can breathe easy. Cloud-based software that provides a hub for tools needed by small businesses provides higher security than businesses that use a variety of different methods for storing data, sending invoices, and managing accounts.

Not to mention that online software like Debitoor has a team of experts in your corner who have built infrastructure to boost the cyber-security of your business, having created infrastructure secure enough repel cyber attacks. In addition, these same experts keep a constant eye on the cyber security of your data.


Create delivery notes in moments

Running a business is both rewarding and challenging. Often at the same time. One of the major challenges that we hear about from our users is that of time-constraints. The age-old cliche that there really aren’t enough hours in a day couldn’t be more true for most entrepreneurs.

If your business involves creating, marketing, selling and shipping products, you might find that time spent on things like creating invoices and delivery notes is time that you would like to save. That’s where invoicing software can change things in a moment (because it only takes a moment!).

Create delivery notes easily and quickly with Debitoor invoicing software


6 tips for writing invoices like a pro

When it comes to your business, professionalism goes a long way. While you might have it down, it doesn’t hurt to have a small reminder every so often on how to ensure that your invoicing is up to scratch and meeting the professional image of your business.

So think of this as a quick reminder to make sure your invoices represent your professionalism in every way. And we think this should be easy and fast.

Here are just a few things to keep in mind when invoicing, to make sure you’re always at the top of your game.

Professional invoices can still express your brand. It's easy with Debitoor invoice templates


Copying invoices vs. recurring invoices

We recently reached out to Debitoor users to learn more about their thoughts on recurring invoices: is it a feature you’d be interested in? How would it ideally work for your business?

Copy an invoice fast to adjust customer or product details in your invoice template

We’re still going through all the feedback we received, but we noticed that there was one comment that came up again and again: a user can achieve a similar result by using the ‘copy invoice’ function in Debitoor invoicing software. However, many of our users don’t know about this useful little function or don’t use it as often as they could.


New in Debitoor: payment receipts!

In Debitoor, it’s common that we get requests from users for certain features or functions that would make the application even better for helping them run their business. While we must prioritise, every now and then there is a feature that we need to devote time to until it’s ready to go. This time: payment receipts.

We're thrilled to announce payment receipts - send a receipt for payment to an invoice created in Debitoor


Which invoice design should I use?

In previous blogposts, we’ve covered the importance of customising your invoices - making them stand out amongst the competition by ensuring they are professional but still represent your business’s unique brand.

With Debitoor invoice software, it's easy to design invoice templates to suit your business

Today, we’ll take a look more specifically at just a few of the options available for your invoice layout in Debitoor’s invoice designer.


5 secrets of an invoice template

Secrets don’t make friends. But when it comes to invoicing, knowing them can help you get an edge on not only running your business more efficiently, but possibly on the competition. When new users contact us about Debitoor’s invoice templates, they seem to have endless questions, as though invoice templates hold the secrets to business success.

At Debitoor, we believe in sharing the secrets of making the most of your invoice templates

While we’ve discussed the importance of professional invoice templates in running a business, we believe in sharing these ‘secrets’ in order to help our users as much as possible. So here goes!


Organised invoices: how invoicing software helps

Raising an invoice and managing the payment status of your invoices, as well as finding the ones you need at the drop of a hat is not so easily done if you’re working with Word or Excel invoice templates.

As your invoices pile up, making sure you keep them organised and moving them from one file to another so that you can keep track of payments made or missing can become not only time-consuming but also complex and messy.


Invoicing & accounting: a journey through history

My fox pelt for your axe - perhaps a trade that would have been common in the early ages of trade. Of course, we’ve come a long way since then, but the principles of business are still based upon the same very simple transaction process.

And where a transaction occurs, a bill is par for the course. Along with invoicing and continued transactions came the need for more comprehensive record keeping. So let’s take a look at the development of invoicing and accounting over the years…


Delete a customer or product list import

If you’re just starting out with your business, you might be starting with a few customers and products that can be added as you go. These lists can grow rapidly and you may find yourself with lists of new customers or products that need to be added fast.

For both current users and new Debitoor users, we’ve made it simple to add your customer and product details quickly to your account. The customer, product and supplier import function has aimed to make this process nearly instantaneous.

Once they're in your account, you can then add them to your invoice templates instantly by selecting them from the drop down menu.

Add new products or customers to invoices fast by importing your lists to your Debitoor account


Protect your account with Touch ID

Invoicing and accounting is important to every freelancer and small business owner, and ensuring that your data is secure is often a top concern for those working with online software.

It’s generally safe to say that for most, their mobile phones would also fall into this category. Today, our mobiles carry more than just the names and numbers of our contacts - it can sometimes feel like we carry our lives around on our phones, especially in the case of entrepreneurs.

Your mobile is probably protect by a PIN or passcode. But what happens if your kids get ahold of your phone, or if it’s misplaced. Worse yet, what happens if it is stolen?

Setting up Touch ID for your Debitoor account takes just 3 taps


Why it's important to clarify payment terms on invoices

For this article, a little case study is useful to illustrate: today we were contacted by a user who had been asked by their customer to send an invoice for which they would provide cash payment.

In these cases, it (literally) pays to specify the payment terms on the invoice itself to avoid any confusion or miscommunication.

In the invoice templates provided by Debitoor, there is a field in which you can add any specifics regarding the order, the services, the payment method, or any other important information your customer needs to know that should be included in the official document.


4 advantages of international invoicing software

In a regular day, you might grab a spicy curry for lunch, speak a few words of French (‘bon apetit’!) and book a hotel for your upcoming holiday in Malaga.

International experiences are everywhere, and as an entrepreneur, you might find opportunities abroad or you might even be travelling the world as a digital nomad. Using international accounting and invoicing software like Debitoor provides a number of advantages.

Just to give you an idea of how such software could help you and your business, we’ve outlined some of the most useful features for those working in an international context.

Invoicing software like Debitoor gives you all the tools you need to help run your business from anywhere, to anywhere in the world


Where is my invoice?

A common question from our users. The scenario usually goes something like this: they login to their Debitoor account and either cannot see the invoice they know they created the previous day, or find that their invoice list is completely blank. Understandably, they then contact us in a panic.

But rest assured, invoices in your Debitoor account will not go missing. We’ve made it our priority to ensure that all of your data is safe and secure - backed up on two separate servers. Read more about the measures we take to protect your data here: Debitoor Security.

Your ‘Invoices’ tab in Debitoor invoicing software maintains a full list of invoices you’ve created, at all stages of completion - from ‘Draft’ to ‘Paid’. Our search and filter function makes it easy to quickly sort through your invoices to find one in particular, or narrow it down to a certain grouping.

In Debitoor invoicing software, your invoices are always safe and secure.


More professional with invoice templates

Have you already created and sent the first invoice from your business? If you’re just starting out or you’re already well established, coming across as professional remains an important part of your brand image, as well as your interaction with your customers.

Invoice templates can greatly simplify and speed up invoicing - and help remove doubt about whether your invoices are helping with the professional image of your business.

Creating a professional, legal, and personalised invoice is easy with Debitoor invoicing software

But how should a professional invoice look? That depends on a number of factors. No matter where you are in the development of your company, you’ve likely received invoices now or in other situations in your life. This can provide a background for when you need to create your own invoices.


Invoice history at your fingertips

Creating and sending invoices can quickly become time consuming and disorganised. It’s therefore important to stay on top of the status of each of your invoices. As we’ve covered in previous blogposts, doing so with Word or Excel invoice templates can quickly become unmanageable.

But it’s something that can be important to keep an eye on, both for ensuring you’re receiving payment for your business and for maintaining good records for the tax authorities. Not to mention reducing the clutter on your computer or your files.

No more cluttered computer files or paper files. Debitoor invoicing software helps you keep track of your invoices easily


Working with your accountant: made simple

We’ve gone into detail about the benefits of working with an accountant. While it can be tempting to try to handle your business accounts yourself, finding the right accountant can help set your business on the right track from the beginning.

If you are working with an accountant or looking to get started with one, establishing good communication is, as with all business relationships, essential for a useful interaction as your company develops. Read more about how working with an accountant can help your business: ‘An expert in your corner: why hire an accountant’.

Debitoor accounting and invoicing software makes it easier to work with your accoutant.


An invoice template with reminders

If there were ever two things that go hand-in-hand, it’s the invoice and the reminder. An invoice issued can stand on its own, especially when a payment soon follows. But if payment is late, a reminder provides added support to the invoice, bolstering its importance and nudging it closer to getting paid.

Invoice templates and reminder templates go hand in hand. Debitoor invoicing software keeps it simple


How much discount should I grant on my invoice?

If there’s something we can all appreciate, it’s a sale. Everyone loves a good bargain. This is no exception when it comes to invoicing - who doesn’t want to pay a little less on a bill?

As an entrepreneur, this is an applicable strategy for appealing to customers and encouraging fast payment of an invoice. A discount can be an effective marketing tool if used correctly and selectively, providing your business with new customers and a higher turnover.

Everyone loves a sale - on anything from services to muffins! With Debitoor invoice templates, it's easy to apply a discount.

There are several different types of discounts you can offer. The most common ones include...


Write your invoice in 5 steps: here's how

How many invoices do you make each month? 5? 30? 80? Depending on the industry of your business, these numbers can be very different, and don’t necessarily provide an indication of the success of your company.

However, no matter your business, there are five central pillars of invoicing that should always be kept in mind. We walk you through them in five easy-to-follow steps...


An invoice layout your customer understands

Some invoices are simple. Others can get into double digit page numbers and feature lengthy descriptions of products or services provided. In either case, the most important thing is to make sure that you communicate clearly and effectively with your customer.

It’s an age old lesson, applicable not only to business dealings, but also to daily life. Too often, miscommunication or unclear information is the root of problems and disagreements the world over. But before I start waxing-poetic on the state of the world, I’ll get back to how this relates to you as an entrepreneur.

The format of your invoice is one place where extra care should be taken to provide detailed information in the clearest possible manner.

Creating an invoice shouldn't be messy. Don't sacrifice design, but keep invoices clear using invoice templates like those on Debitoor


When to use an invoice vs. a quote

It’s clear that the two documents serve different purposes. And yet they are strikingly similar. It can often be a bit cloudy when it comes to determining when both are necessary, or whether an invoice is the only one needed.

An invoice is needed once the order is confirmed or at the end of the service, outlining the goods or service provided and the total price as well as VAT (if applicable) and any discounts as well as the total.

A quotation, on the other hand, is issued before the goods or service are delivered and provides an itemised list and expected costs.

Let’s take a look at an example to provide a clearer image.


Digital nomad? Online invoicing software is for you

As the title implies, a digital nomad is either always on the move, even if you’re spending several months in the same place, it’s probably not your hometown (or even home country!). Working as a digital nomad means considerable flexibility...but when it comes to managing your invoicing and accounts, you’ll need to stick to the requirements in your place of origin.

You have some options. You can create invoices by hand, using an old-reliable like Word or Excel invoice templates, and struggle with spreadsheets, or you can find online, cloud-based invoicing and accounting software that can be accessed anywhere, from any device.

Even from a tent with a great view, you'll always be able to access your accounts with online invoicing software like Debitoor


An expert in your corner: why to hire an accountant

The term you know all too well but may not be particularly fond of as an entrepreneur: business accounting. At times it can be downright cringe-worthy, especially when it comes to tax time, you might start to feel like a pugilist in the third round.

Thankfully, with new technology comes new software to help make this side of running a business just a little more bearable. Cloud-based accounting and invoicing software can significantly simplify the accounting experience, making it fast and easy to enter and track expenses, enter payments on invoices, and manage your cash flow.

However, most of these programmes are not meant to replace a qualified accountant. Especially when ensuring that the credits equal the debits, and everything is up to scratch for your Self Assessment tax return, it is more than a little useful to have a professional on your side.

Invoicing software and your accountant are a great team. Debitoor even allows you to invite them to collaborate in your account


Invoice templates for cleaning services

While the cleaning industry can be competitive, there are a number of ways to help your business stand out from the crowd. One that we have heard is particularly important is how professionally you handle invoicing and payment from customers.

Creating invoices that not only comply with all of the latest regulations, but also promote the brand of your business will come across as highly professional. An invoice template is a particularly useful way to ensure that each of your invoices includes all of the necessary information (but doesn’t skimp on design!).

No matter what field you work in, it's important to create professional looking invoices. It's easy with Debitoor


Proforma invoices: right for your business?

We’ve already touched on the purpose and format of quotes and how they can be an important part of your invoicing process. So what exactly is the point of a proforma invoice and what is the difference between it and a quote? Can you use both?

Let’s first clarify what a proforma invoice is: a proforma is not an official invoice. Although it is almost indistinguishable from an invoice (it is, in fact, identical in all ways with the exception of the title ‘proforma’ or ‘draft’ and that it has no invoice number), their value and use is very different.


VAT-exempt invoice templates

An invoice template without VAT? Is that even possible? It is, in fact. And it is an important option to have if you’re working with invoice software or if you’re creating your own invoices from an invoice template in Excel or Word.

For sole traders and small business owners, the need to ensure you’re following all of the necessary VAT, invoicing, and legal regulations can start to get overwhelming. Understanding whether your business is fully or partially VAT-exempt can certainly make things a bit easier from the start.

With online invoicing software like Debitoor, you can disable the VAT if your business is exempt or unregistered


Issuing credit on an invoice

The following situation might sound familiar: an invoice is sent to a customer but it soon becomes clear that there are errors. Errors on an invoice that can result in long, drawn out communications to fix it or worse, if it’s not caught, a return of the merchandise.

If you catch the mistakes in time, what is the next step? How can they be resolved quickly and correctly from an accounting and tax point of view? The issuance of an invoice requires a certain reaction: it must be paid. And this is where a credit note comes in.

Issuing a credit note on an invoice is simple with Debitoor. It takes just a few clicks.


Invoice template for language courses

Does this situation sound familiar? You’ve just starting working as a language teacher, tutoring students. You need to charge your students, and you need to ensure you’re doing so legally. This means creating an invoice. Before you go start researching how to get started, first ask yourself...


7 basic invoice template errors to avoid

Errors in your invoice template can have substantial ramifications for your business. Especially if they’re not caught right away and end up affecting a large number of invoices. From getting paid by customers to causing complications at tax filing, incorrect or inaccurate invoices can be a nightmare.

An example comes from one of our users who received an invoice from a supplier. However, the invoice was missing the VAT number. When the user went to contact the supplier to point this out, he also realised that the address, and even the full name of the company had not been included on the invoice.

What he discovered was that this invoice was created using an online invoice template. An invoice template that in fact provided all of the required fields, however, the supplier company failed to fill this information in, making their invoice not only incomplete but possibly invalid as well.

Avoid the headache. Errors in your invoices can be avoided by fully completing invoice templates like those in Debitoor invoicing software


Looking for simple invoicing software?

When you’re running a business, you quickly realise just how important it is to manage your invoicing. No matter the size of your company, each invoice is a crucial document for both your your business organisation and your financial records.

At first, creating and sending invoices to your customers could be a bit tedious. While it might seem like it’s simpler to even write them out by hand rather than bothering with specialty software, it could also cause customers to question your professionalism. In this day-and-age, online invoices are a quick and easy option for all businesses.

Simple invoicing software in the UK is available online and provides up-to-date invoice templates that provide all of the fields necessary to ensure that your invoice complies with all of the legal requirements for an invoice, as well as some other added benefits that we’ll cover in more detail below.

It's true! There is simple online software for managing your invoicing and accounting. Enter Debitoor.


The fiscal and commercial sides of invoicing

The invoicing process is not limited only to sending and receiving invoices. While that is the most basic fiscal (and accounting) purpose, invoicing also has a commercial side. Both are important aspects to understand about the process in order to stay on top of your business.

Since we don’t want this post to turn into ‘Invoicing 101’ we’ll use a short example to illustrate the differences:

A Debitoor user recently got in touch with us because they wished to use different VAT rates on the same line of their invoice. This isn’t possible; not within the software due to the technical aspect, but also financially-speaking.

While it is possible to include items with different VAT rates on the same invoice, this must also follow some basic regulations - mainly that each different VAT amount is clearly stated on the invoice.


Invoice templates in other languages

You might have caught our previous blog post on invoices in foreign currencies (if not, take a moment to check out: ‘Multi-currency invoice templates). Invoicing in another currency, however, can often come with another element: a different language. The best way to do this is to use an appropriate invoice template.

Creating an invoice in another language can seem a bit intimidating, especially if it’s a language that you didn’t study in an A-level...but with the right invoicing software, you can feel sure that any concerns are unfounded.


Invoicing for digital services

In 2015, the EU saw a change in the regulation surrounding the VAT applied on the sale of digital services. These changes address how tax on these types of services is handled when sold to a buyer in another EU country. More specifically, it deals with the handling of VAT on digital services in an invoice template.

First, let’s clarify what qualifies as a digital service. While this term clearly covers online services such as radio broadcasting, telecommunications such as internet access and call management, it also covers more product-based services such as e-books, online images, music, games, websites, and more.

While this is quite a broad spectrum of ‘e-services’, it’s important to note that the taxation changes apply only when these services are purchased by an individual in another EU country. If the customer is a business, different rules apply.

Invoice templates for digital services can help you remember to add in the necessary details. Debitoor invoicing software is cloud-based, so you can access it from any device


Invoicing as a freelancer

Registered as self-employed and ready for the next step? Well that step should include your business plan and getting your company prepared for invoicing.

As a freelancer, creating and sending invoices to your customer is what gets you closer to getting paid and essentially helps you earn an income and drive your business forward.

Invoicing is therefore a crucial part of your work as a freelancer. Your invoices should represent your brand, the image you would like your company to project, as well as professionalism and reliability.

But don’t let it overwhelm you just yet. Debitoor invoice software makes it fast and simple to create custom invoices with a personal touch.


Invoice templates for transport companies

The growth of shopping online has already made a substantial impact on the freight industry. With an estimate of £62.7 billion being spent in online retail by 2020, the growth of transport businesses is already being noticed. In 2015, 371,878 new vans were registered, with added estimates that 17.1% of total retail sales will occur online by 2020.

These kinds of numbers point to new businesses and entrepreneurs making the most of a growing industry. And those small business owners need to stay on top of their invoicing and accounting from day 1. This means they’ll need to start working with an invoice template to ensure that their invoices are professional and adhere to all legal requirements.

Your transport business already has you covering a lot of ground. Debitoor cuts down on the work spent invoicing


Reading reports: evaluate your year

It’s not a particularly sexy topic, but it’s one that could be of crucial importance to the future success of your company. I’m talking about accounting analysis. You might be tempted to stop reading right here and now, so let me give you a few reasons to reconsider:

  • Accounting analysis doesn’t need to be difficult with the help of online, automated accounting software.
  • It can drastically change the way you look at your business finances.
  • Developing a deep understanding of your accounts can help you make better decisions for your business faster and easier.

Still creating invoices with Excel?

Are we repeating ourselves? Maybe a bit...but as the famous enlightenment philosopher Voltaire said, ‘I will repeat myself until they understand me’, and well, this is an article for those who are still using Excel to create invoices.

It’s for those who continue to toil away with making invoices in Excel (and Word) that we continue our fight to simplify their invoicing and provide them with a simple and professional solution for their business.

We’ve already gone into detail about how invoice templates in Excel fall short of the requirements for entrepreneurs (take a look at ‘Excel invoice templates: the solution for freelancers?’).

Creating invoices with Excel can seem like an easy solution. But it's anything but. Debitoor invoicing software is different.


Multi-currency invoice templates

In an increasingly global business environment, transactions across borders are not uncommon. Because of this, invoicing in other currencies is a reality that is faced by many small businesses.

Far from being intimidated by the differences, many companies are embracing this international trend, even beyond the Eurozone in order to pursue new opportunities and networks.

However, these new horizons in foreign lands can come with some added complexities. Thankfully, invoicing and accounting software like Debitoor can help lessen the gap. This all begins with an invoice template that gives you the option to change the currency and even language of your invoice.

With Debitoor invoicing software you can use foreign currencies in your invoice templates


Why switch to invoicing & accounting in the cloud?

The arrival of a new year often comes with an assortment of resolutions for the 12 months to come. From finally trying the Whole 30 diet, to waking up a bit earlier to do a short meditation in the morning, to starting a new project for your business, resolutions often fall short without the right support.

If invoicing is part of your business life, and is in any way related to a resolution to being more organised, thankfully there’s only one thing you need to make it happen (ok, one thing and a little motivation to get started).

Word and Excel invoice templates can certainly put a damper on your organisational aspirations. So for 2017, in the spirit of helping you uphold your resolutions, we suggest a switch to cloud-based invoicing software - a move that will undoubtedly help with at least one goal.

Software that helps you sleep at night: cloud-based invoicing software like Debitoor is as cosy as this computer on a duvet.


Invoicing bother: late payments

We’ve covered how important it is to create professional-looking invoices, and how easy it can be with an invoice template by autofilling customer and product details, calculating the numbers for you and sending it to your customer in just a few clicks.

More efficient invoicing means getting paid faster, which is something most entrepreneurs wouldn’t mind a bit. Not to mention avoiding the unpleasant conversations that can result from late or missing payments.

So what can be done to maintain a friendly but professional relationship while still making sure that your customer remembers to pay your invoice? Send a reminder.

But what kind of reminder do you send? What should a reminder include? What about an additional fee for late payment?


Your invoice template in PDF

Ever created an invoice, converted it to PDF, then suddenly realised a small but glaring mistake? Tried to go in and correct it? Then you have some idea of how difficult it is to edit a document in PDF format without an original in Word or Excel, for example.

While PDF is one of the main preferred format for documents such as invoices (precisely because of the impossibility of tampering with the details without starting from scratch), it can truly be a pain for small business owners who have already spent time and effort creating an invoice from a Word or Excel invoice template.


Invoice templates for creatives

Of the two hemispheres of the human brain, the logical and the creative, accounting certainly falls into the logical half. And invoicing? Also more on the logical due to the legal requirements and tedious details.

But what about invoicing for those individuals whose creative side reigns? A graphic designer, a photographer, an illustrator, or a musician for example. Invoice templates can be a welcome solution to the practical side of business, with the added bonus of easy customisation to meet design requirements.

While Word and Excel invoice templates can be a quick answer for creative professionals, there are a few key requirements that might be missing, which should be kept in mind when invoicing your customers.

Creating an invoice that matches your brand is easy with Debitoor invoice templates


Flymaryfly - self-employed abroad

For many, the start of a new year brings a host of new opportunities, a fresh beginning, a chance to finally get started with that business you’ve been silently planning, the move you’ve been contemplating, or the gym you’ve been avoiding.

It is inevitably a cliché, but that shouldn’t serve as a deterrent from pursuing the goals that were pushed to the wayside last year. But of course, it’s always difficult to forge a new path, especially if it’s in a direction that falls outside your comfort zone. So, we thought now would be a good time to provide a little inspiration.


Invoice due date: why it's important

It’s not rare for us to receive questions from Debitoor users asking how they can remove the invoice due date on their invoices. The reasoning behind this is usually due to aesthetic reasons, but also can simply be because they claim to not have use for a due date.

In any case, omitting the due date from an invoice is a mistake. In more ways than one. If I haven’t stressed enough how important an invoice is as an official business document, well, let’s just say I knowthat's not the case. But as an official document, there is a set series of information that is required. And one of them is clearly stating when your customer must provide payment.

All invoices need a due date. In Debitoor invoicing software, you can easily set the due date of your choosing.


How to manage expenses in your invoicing software

Just placed an order for a fresh set of business cards? Or taken care of a parking fine from that meeting that ran long? As an entrepreneur, business expenses are unavoidable - from supply and production costs, to the pesky extras that seem to crop up no matter how well you budget.

Expenses are more than just supplies. No matter what the expense, it's easy to manage in Debitoor invoicing and accounting software

Running a business can get busy, but invoicing software that also provides the tools to help you quickly and easily manage your accounting. With Debitoor, it’s simple to record and register any expense while on the go or sitting comfortably in your office chair over tea.

Here’s how...


A year in review: Debitoor in 2016...and what to expect in 2017

With 2016 rapidly coming to a close, we’d like to take a moment to step back and take stock of what we’ve accomplished over the course of the year. To be more specific, we’ll take a look at the new features and functions introduced, largely based on requests from our users.

So what has been achieved, changed, and what have we learned in the process? It has been a big year at Debitoor. A lot has happened in 12 months: we moved offices, and welcomed not only some new team members, but also thousands of new users.

We built and introduced new features and functions, updated existing ones, and heard some great feedback from our users. Below we’ll highlight the achievements from 2016 and let you know what we have in store for 2017.

Debitoor invoicing software has accomplished a lot this year. And we have more in store for the next one!


New invoice numbers for 2017

Each new fiscal year should correspond with its own invoice number sequence. While it’s not necessarily due to legal reasons, it can help you immensely with your invoice organisation and make sorting your invoices easier when the next tax season arrives.

In Debitoor, we care about both law and order, and in this case, we know that a good invoice number system can help you stay on top of your invoices and accounts.

In Debitoor invoicing software, it’s easy to update your numbering sequence to be in accordance with the new year. And it’s a small change that will help you in the year ahead. You can always change your invoice numbers, and we recommend doing so at the start of the new year or fiscal year, if yours differs from the calendar year.


3 reasons to use invoicing software (that you haven't heard yet)

Are you self-employed and running a business that sells either products or services? Then you know how important it is to create and send invoices. Without them, you wouldn’t receive the most crucial aspect of continued growth and development: money.

How do you create invoices? Do you use Word or Excel? Or even write them out by hand? Have you ever considered online invoice software?

If you have, then you might have taken the time to look into the different options for invoicing software, but you may not be aware of all of the advantages of this solution.

You probably know that your data is safer in the cloud than it is saved on your hard drive. In the cloud it’s encrypted, and not subject to the condition of your hardware. In the event of a computer crash, you need not worry about your data in the cloud.


The world’s best app for mobile invoicing

Intro: The creation of the new iOS app for Debitoor was a team effort that involved months of hard work. In this article, Debitoor's CTO, Allan Ebdrup, provides a detailed account of what approach was used, which tools were preferred, and how the Debitoor team went about developing the best mobile invoicing app on the market.

Straight out of the future: the best mobile app for invoicing on the go

The world's best app for mobile invoicing. That was the ambition that caused us at Debitoor, an online invoice solution provider, to halt the development of our current iPhone and Android apps that have been created for over 4 years in Xamarin. Even though the apps had high ratings in the App store and Play store, a fresh start was needed.

A fundamental change we wanted for the development of the new mobile app was to approach it as offline-first. Offline-first means that when, for example, a carpenter is working in a basement where there is no mobile coverage and no wifi, they can still look up customers, create an invoice and more. Data collected by Debitoor revealed that many people whose work takes them away from a desk, experience not having an internet connection on their phone from time to time.


How to create invoices on a Mac

Aside from an impressive collection of inspiring speeches and an increase in the sales of black turtlenecks, Steve Jobs also left us with an array of some great products; the Macbook being the standout.

But with their reliable operating system and user-friendly interface, Macbooks have also traditionally been known for having some different specifications when it comes to software. The question for entrepreneurs is: does this affect your invoicing?

No more incompatibility issues with online invoice software like Debitoor


Word invoice templates: the solution for freelancers?

Are you self-employed and creating invoices with Word? Using Word invoice templates is the first solution that many freelancers turn to when first starting out. After all, it’s free, seemingly simple to use and customisable.

Add in a quick Google search and you’ll find hundreds of thousands of results for Word invoice templates, giving you even more options for creating an invoice that suits your business...if you’re willing to slough through endless variations, taking care that your selection works with your current version of Word.

Ok, so you’re willing to put the extra work in because, well, it’s free. But is that the right decision for the growth of your business? To use Word templates instead of online invoicing software designed for freelancers like Debitoor?

Creating professional-looking invoices should be fast and easy. Word can be tedious so we've designed a better way.


When should I issue an invoice?

Congratulations! You’ve received an order. You have your products packed and ready to go or you’ve completed your service, your customer is satisfied, so you’re all done, right? Not quite yet.

The most important part of your sales process is still missing. You want to be paid for your work. And in order to get paid, you’ll need to supply an invoice. Because without invoicing, there will be no money coming your way.

An invoice is a legally binding document that requires a customer to pay for products or services that you have delivered. In some cases, such as if the products do not match the description or the work was unsatisfactory, payment can be disputed. But an invoice is needed in every instance.

Issuing an invoice is easy and fast with Debitoor invoice templates, so there's no need to wait


5 reasons to use invoicing software instead of writing by hand

As a creative soul, I certainly appreciate the craft that goes into handmade things. I admit that I was adamantly against e-readers for a long time, preferring the feel of an actual book in my hands.

However, I have to say that technology has brought some advantages. It provides a level of convenience that is difficult to deny. And convenience often means a reduction of stress - something that we can all use, especially when running a business.

As an entrepreneur, time is money, so why spend extra time adding complication to your life by writing out invoices by hand? We know there’s a better way, so we share five way that invoicing software is a big improvement over writing out invoices by hand. Even for the creatively-inclined.


Where can I find blank invoices?

You’ve already achieved a lot. Starting a new business certainly comes with a distinct set of challenges and obstacles. So founding a company is truly an accomplishment. It’s your ideas, put into action.

And now you need to start issuing invoices. Your invoice should meet the legal requirements of your location and industry, should be professional-looking, and should include all the important information clearly.

If you haven’t created an invoice before, a blank invoice can be a big help. These provide the necessary fields that must be filled out, ensuring that you include all the information that is important for your invoice.

But when it comes to filling in information on a blank invoice form, there are a few different options…


The new Debitoor iOS app is here!

In contrast to many other invoicing and accounting programmes, at Debitoor we’ve always put an extra focus on our mobile app.

Because we know that many freelancers and small business owners have extremely busy schedules and are often on the road with no time to spare.

So with an aim to make our mobile app just as easy and fast as our browser version, you can create and send professional-looking invoices and keep your business running straight from your iPhone or Android.

For example, you can create and send an invoice to your customer immediately after completing a job - while still on site!


Change the font of your invoice

It’s come up before... It’s something we’ve been working on... A feature that gives you even more options for designing your invoices. And we’ve introduced the first of these changes: you can now choose from a variety of different fonts!

With the goal of giving you options to make your invoices more personalised, more beautiful, and more flexible, select your font to cater your invoices to your company’s unique brand.

Check out the great font options we’ve added to your invoice template designer in Debitoor:

Twelve new fonts in your invoice template to apply to your unique invoice


Online or electronic invoice?

Every so often, our customer support team receives a message asking about how to create an electronic invoice using Debitoor invoicing software.

While the difference between an electronic and online invoice might not be immediately clear, it should be noted that there is a distinct difference and it isn’t possible to create an electronic invoice with Debitoor.

This is due to the fact that the main difference lies in that an electronic invoice is a different file type that is delivered in a manner different from that used when issuing an online invoice. While an electronic invoice is online, it’s important to understand the differences.

Which is why we’ll provide a quick overview below...


Proforma invoice: same template?

How many times have you hear the mention of a ‘proforma invoice’ and silently wondered what the difference was between this and a traditional invoice? And how the invoice template would differ?

Let’s put an end to any doubts here and now: although the use and function of a proforma invoice is different from that of a final invoice, the templates are the same.

In invoicing software like Debitoor, a proforma invoice is generally treated as a draft invoice, making it easy to complete it and convert it to a final invoice once the details on the proforma have been confirmed by your customer.



Offer a discount and get paid faster

We’ve said it before and we’ll say it again: invoices are a crucially important part of running your business. They should never be undervalued - not only because good billing practises is synonymous with getting paid sooner (more often than not).

This is why it’s important to have a professional invoice template in order to get the most out of your invoicing and ensure that you’re meeting the most current regulations. Not to mention providing your customer with a better payment experience.

So what can be done to give your customers a little extra incentive to pay their invoices not just before the deadline, but as soon as possible? How about a prompt payment discount?


Invoice templates for small businesses

An invoice template can make your life easier as an entrepreneur. Yes, it’s as simple as that. Not only does it help you save time but it also helps you avoid mistakes when typing in all the details needed for invoicing your customer.

Because an online invoice template covers all of the regulatory requirements, including VAT, the necessary customer and product information and pricing details to ensure that your invoice is legally up-to-date.


When you know your invoice is accurate and clear, this saves you, your customer, and your accountant a variety of communication hassles.


Excel invoice templates: the solution for freelancers?

Have we talked about creating invoices using Word? While this is the first solution many entrepreneurs just starting up will turn to, it’s arguably one of the more frustrating, less up-to-date methods for creating an invoice.

Excel takes it up half a step by offering a more structured, it is after all, a highly complex programme with an almost endless number of applications. And Excel does offer invoice templates as part of the software.


But these invoice templates have their problems. Namely, that it isn’t possible for them to be updated regularly to comply with the latest legal and tax regulations.


Invoicing and the importance of customer, product, and supplier lists

Remember when lists were the trendiest thing on the internet? When the top read articles all featured titles like ‘The 10 best songs of all time’, ‘The 7 best TV series of the 90s’, or ‘The top 100 movies ever made’?

While the listicle may seem to have been dying out, it’s doubtful whether it will actually ever meet it’s end (we take full responsibility for contributing to its extended lifecycle). But what can we say? We create invoicing software. We’re fans of lists in general.

In fact, lists are a bit part of human nature, dating back to ancient times. In fact, the first recovered written lists can be found in Homer’s The Iliad which dates back to the 2nd century BCE, wherein he discusses the Trojan War.

But let’s not go too far back...we bring up the history of lists to show just how important they can be. They’re not made just for fun or a result of pure boredom, but are a useful organisational tactic.


GoCardless X Debitoor - offer your customers direct debit

Are you tired of arranging a payment schedule with a customer for the same product or service each and every month? That’s where direct debit steps in: automatic collection of payments from your customer. With Debitoor, you can offer this option to your customers by connecting to GoCardless.

What is the Debitoor X GoCardless integration? GoCardless is an online platform and solution for managing your billing via direct debit. It allows you to organise automatic collection from your customer, cutting out the hassle and waste of paper encountered in traditional bank paperwork.


How to invoice your customers successfully

Invoicing is a powerful communication tool between you and your customers. And yet, there is still a tendency to underestimate the importance of an invoice and not put much effort into them beyond getting the prices right.

But by doing this, freelancers and small business owners are passing up an opportunity to promote their brand and give their invoices a personal touch to bring them closer to their customers.


The basis of a successful business relationship rests not only on providing a quality product or service, but also on offering a professional and individual experience to the customer that can break through formal business barriers to establish strong communication and understanding.


The advantages of online payment options in your invoices

What is the main benefit to offering an online payment option direct from within your invoice? Many will cite the speed of payment. Others might mention the high levels of security. Some might also suggest the ease of use. All would be correct.


Today, while online payment is not available everywhere, it is more and more commonplace. For freelancers and small business owners it’s an especially useful option that adds a level of professionalism and reassurance for your customers.

There’s an added benefit for you as well. With Debitoor invoicing software, we’ve found that users who offer their customers an online payment option get paid 10% faster than those who don’t.


5 common invoice mistakes and how to avoid them

Inevitably, if you’d like to be paid for your product or service, you will need to create an invoice. If you were on top of things and wrote up your invoice and sent it off to your customer, your only concern is how soon you’ll get your money, right?

Unfortunately, this isn’t always the case.

Especially when you’re first starting out as an entrepreneur, it can be easy to make small errors when it comes to writing invoices.

Don't despair. Avoid invoice mistakes with invoice templates and invoicing software like Debitoor.


Invoice templates for the fashion industry

A friend of mine recently told me that in her boutique clothing store, everything is done by hand. Each piece of clothing is sewn individually, with the labels attached by hand and they even add their logos to the bags themselves.

While this is certainly a selling point for the clothes, the sales process doesn’t also need to be done by hand. Yet she wants to stress the unique identity of her business and is concerned that online invoicing won’t allow her the creative expression.

She needs her invoices to reflect not only her brand but the fact that she is involved in the fashion retail industry.



7 reasons invoicing software is better than Word and Excel

As soon as you need to start invoicing, you’re likely faced with the question of how you will go about it. Traditional software like Word and Excel will probably come to mind, but also these online invoicing programmes you’ve been hearing about. How to choose, how to choose.

A quick google search reveals plenty of Word and Excel invoice template downloads online. But there’s a reason that people choose online invoicing software instead. In this article, we’ll outline why it’s a better choice.



The advantages of invoicing from your mobile

There are many trades and professions that appeal to the modern nomad and wanderer. I’m not just talking about the trendy digital nomads, but also more traditional occupations: car service providers, contractors, plumbers, electricians, and more.

In these trades, invoicing is just as important as in other types of business, yet can be decidedly more complicated due to the mobile nature of the work.



6 tips for designing your invoices

Beautiful design is unique and personalised but also expresses a brand. This applies to the traditional forms of marketing for your business such as website, flyers, and emails, but also to your invoices.

Because they’re an important part of your communication with your customers, you should take into consideration to create a design that is professional and represents the image you envision for your business.


Here, we’ll cover a few things you should keep in mind when designing your invoices.


Invoicing software for Mac

Mac users are a selective group. And many Mac owners count themselves not just as users but also as fans. After all, it’s quite rare to see people camping out outside an electronics store for the release of a new Samsung or Lenovo.

Apple, on the other hand, appeals to the hearts (and pockets) of the masses. For some fans, these are more than just devices, they’re an extension of themselves, a extra mode of self-expression.


It’s difficult to say how this type of brand dedication develops, though there are certainly many thousands of experts who have analysed and weighed in on exactly how Apple has built such a strong fan base.


It doesn’t get easier: create invoices on your smartphone

Stare out the window, scroll through bad photos of your friend’s dinner the night before on social media, watch parents try to control their children. There are a lot of options for your daily commute.

Whether waiting on the platform or trying to regulate your body temperature in the unreasonably warm winter climate that exists only in the tube, there are productive ways to spend these moments. Namely: create an online invoice.



Why the best invoice templates aren’t free

If you’re searching for invoice templates, you’ve likely found plenty of options. From the old-school templates that look more like stationary, to the typical built-in Word & Excel invoicing templates.


Some of these are free of charge. But how come the free versions never quite seem to fit the bill? Here are a few good reasons to use paid invoice templates...


The best invoice templates for Mac

As entrepreneurs and Mac users, you have probably experienced the frustration that comes with finding great business software that you then discover is not compatible with Mac.

Even when it comes to invoicing, many programmes aren’t designed for Mac. Leaving you with the options of...Word & Excel? There should be better alternatives.

And there are.



7 tips to get your invoices paid faster

Are you among those who spend time tracking which customers still owe your company money? It could be because you have some particularly forgetful customers. But it might also be customers attempting to avoid payment for your product or service.

In either case, there are a few things you can try in order to provide a bit more incentive for paying your invoices on time and in full.



Why use online invoice software?

We get the question from time to time: ‘Can I download the software to my desktop?’. Because Debitoor is cloud-based, it actually isn’t possible to download the software. Debitoor is online invoicing and accounting software, which means there’s no need to download.

There are a couple of preconceived notions about software. Namely that:

  • A programme or software must be downloaded, stored, and managed on a computer
  • That the cloud is an obscure concept that isn’t accessible for everyone

What is a professional invoice template?

Are all invoice templates created equal? Each day there are countless numbers of people searching for ‘invoice template’ online. Try yourself - when you search for it in Google, you get over 6 million results!

The number goes down a bit when you make the search more specific: for example adding ‘Word and Excel’ to the search. This narrows your selection down to just 2.5 million. Still a bit of a feat trying to find the right one.


Debitoor Stories 2: Martin of PMS Inspections

Debitoor Stories - where Debitoor users share their experiences as entrepreneurs and small business owners!

In the second article of Debitoor Stories, we speak with Martin, a business owner in the property inspection field in South Africa.

Martin shares how his eye for detail, passion for working with people, and dedication to ensuring a safe environment, have contributed to expertise in his field and success in his business.



6 tips for writing clear invoices

Why is it important to write invoices that are clear? To put it simply: because the goal of communication is understanding between those involved. Today, with current technology, we spend most of our days communicating via the written word, whether through email, SMS, or chat.

Despite the fact that we seem to be writing more than ever, is our writing actually improving? Are we always clear in our emails or messages? Is it possible to be more clear?

With invoicing, we think so. And we think it can also be easy. So we want to talk about just a few reasons it’s important to write clear invoices.

Our invoice templates help ensure your invoices are clear


How to speed up your invoicing

How much time do you spend each month creating and sending invoices? Based on feedback from Debitoor users, we know that the most important thing is to provide a process that enables easy and fast invoicing in order to get paid faster.

We don’t think that making an invoice should take a long time. We aim to help you save time and still produce the professional-looking invoices that will help your business prosper.

To make invoicing as easy and as fast as possible, we’ve developed a few useful features that allow to save crucial minutes on producing each invoice...


5 reasons to custom design your invoices

During our annual team days, we set aside time to contact users directly and discuss their specific usage of the software and the workflow for their business.

We contacted a user located in Reykjavik, Iceland, who works in costume design and production for various theatres, television programmes, and film. An artist by trade, but still using a simple pen and paper for invoices before he found Debitoor.

Hard to believe, isn’t it? He explained to us that since using Debitoor and the invoice templates and designer to create professional-looking invoices, he’s found that he gets paid faster than before.

Need more reasons to design your invoices? Here are just a few...


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.


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.


Debitoor Stories #1

Introducing our new series: Debitoor Stories, where we talk to Debitoor users about their experiences as entrepreneurs and small business owners!


Our premiere article features Caroline of Trossachs.co.uk.


Invoice Recur

If you have invoices that you need to send out each month, to the same customers, with the same products and details, you might be wondering about recurring invoices.

Enter Invoice Recur. A team of skilled developers have created an extension that links easily to your Debitoor account and allows you to schedule your invoices to recur automatically!



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.


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.


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.

The centre of the Debitoor world? You, the user

On September 15th and 16th, Debitoor held its annual ‘Team Days’. Over the course of these two days, members from all of our offices got together to participate in workshops, meetings, and brainstorming sessions aimed at one goal: improving the Debitoor user experience.

We took the time to share the main questions, concerns, and requests and to discuss plans for the future as well as reflect on past successes and opportunities for improvement.


Training and tax: what is deductible?

As an entrepreneur, the opportunities for learning are seemingly endless. But you might also seek education in the form of professional courses, online training, or workshops.

If you’re looking to brush up on some business skills or learn something new, or if you’ve already completed that online course, you may be surprised to see the price tag on some of the more professional options.

As a self-employed individual, your investment in your own knowledge and skills is arguably money that you are investing in the growth of your business.

So whether you’re considering signing up or looking over expenses at tax time, you might wonder it those training courses that are related to running your business are eligible to be tax deductible.


VAT registration

Is it time for your business to be VAT registered? If the turnover (not profit) for your business is over £83,000 in a 12-month period in the UK, it’s a requirement for your business to be registered with HMRC.


Many entrepreneurs and small businesses struggle with the decision of whether to get VAT registered early on, or wait until they hit the VAT threshold before they deal with registration. But should you register if you are under the threshold? What would that mean for your business?

These are just a few of the questions that come up for entrepreneurs when it comes to VAT registration. The answers depend very much on your particular business, as well as personal preference.


From sole trader to employer: the basics

You’ve taken the leap and launched your business. Whether it started as a side project and grew, or you committed 110pc from the beginning, you may reach a point where you realise that there’s suddenly a bit too much work for just one person alone.

Hiring employees is a big step for a small business. Transitioning from self-employed to employer comes with some seemingly complex steps, but with a little guidance it should be fairly painless.

Before tackling the registration changes, it’s important to consider which role should be filled first in order to maximise business operations.



How to streamline your business accounting

Becoming your own boss, whether as a full-time position or a part-time, is an undeniably empowering and exciting step. This move towards independence, towards pursuing your own agenda, towards a new lifestyle is what we all strive to find in building our own business.

No matter the size, the thrill of running a business can sometimes be overshadowed by the more tedious and often intimidating aspects necessary to ensure that it’s on the right track.

Business finances are a common culprit for stress with freelancers and small business owners. Especially for those without much experience in handling business accounts themselves.



SMEs and sustainability: more than just a buzzword

Businesses ‘going green’ and becoming more sustainable was all the rage a few years ago. It was trendy, but it also produced meaningful long-term results.

This year, 9 UK companies were rated in the top 100 most sustainable businesses around the world in independent media company Corporate Knight’s annual rankings.

Today, more and more businesses are incorporating green strategies, such as cutting down on waste, replacing office lighting with more eco-conscious alternatives, and using low-flow toilets, for example.

These are businesses with the resources to invest in the more sustainable, but often also more expensive solutions. For most startups and SMEs, sustainability isn’t a primary concern when the focus is more about getting things off the ground and generating a profit.


The lowdown on director's loans

If you’ve borrowed money from your company, you’ve taken what’s called a ‘director’s loan’. That is, if you’re the director of a company who has withdrawn funds from your business other than your salary with the intention of repaying the funds to the account.

For sole traders and partnerships, borrowing money from your business is considerably more straightforward.

However, when working as an entrepreneur with a close company, this area can get slightly tricky - especially if your director’s loan account becomes overdrawn, and because you may be required to pay tax on the amount.

An overdrawn director’s account means that you have borrowed more money than you have put into the company.


Bootstrapped to backed: is it time to seek outside funding?

It’s never easy to start a business. Especially when you sit down and work out the numbers. Finances are (and should be) a primary area of focus before you begin, when you launch, and throughout the lifespan of your company.

But they’re not always fun. If you’ve bootstrapped (started a business with little capital - perhaps just your own savings or borrowed from family and friends), you may reach a point when you start to wonder whether it’s time to seek some additional funding from external sources.

The goal of many bootstrapped startups is to get to the phase where they can attract investors. These investors usually take the form of business angels or venture capitalists, depending on what stage your business has reached.

With the large influx of capital that comes from successfully luring an interested external investor, business potential can increase exponentially. However, there are a few things to take into consideration both before you begin seeking investors, as well as before accepting one.


Not in it for the chase

An astonishing percentage of SMEs in the UK recently reported that collecting payment from customers is one of the main hindrances in their business success. Over £2.4 billion is written-off by small businesses each year in the UK alone.



How your business plan affects your finances

You’ve heard it before: the importance of having a solid business plan, from the beginning, in order to 'hit the ground running'.

While you’re probably aware of the benefits of taking the time to sit down and think through your goals, your restrictions, your resources, and what you ultimately want to make of your company, the impact of a good business plan are likely further reaching than you might first realise.



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.


Something on the side? Benefits, registration, and tax

The goal of running your own business is one shared by many. While those who have the time, resources, and desire to dive in without looking back, it’s easier to quit the day job and commit 100pc to your new venture.

For others, this may not be an option, or they may prefer to wade in, in order to test the waters and get their footing. There are a number of reasons to keep your day job while taking the first steps toward self-employment.


7 tips for staying on top of your business accounts

As a freelancer or small business owner, you may sometimes find yourself a bit overwhelmed by all the different aspects of managing a company. Invoicing and accounting have the poor reputation of being one of the more time consuming and, let’s be honest, less fun parts of running your business.


But with a few tips and the help of cloud-based invoicing and accounting software like Debitoor, these tedious tasks can be managed more quickly and easily than ever before. With technology and a little dedication, your accounts can be running smoothly.


Patent, copyright, or trademark

Starting your own business can involve a fair amount of creative work. From your company name to logo, ads to website, even unique products that your company might produce.


Each original design, work or product is considered the property of you as an individual or of your business. However, it can be a bit confusing to remember which is which, as well as whether your company needs to apply for protection of your branding or inventions.

There are three main types of protection for this type of property: patents, copyrights, and trade marks. Each is important if it applies to your business, so read on to learn more.


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.


Tax 2.0

With plenty of promise and forewarning, HMRC will begin unveiling their new digital platform for individuals and small businesses this month.

The intention behind this initiative is to simplify the filing of tax in the UK, streamlining the process and providing a single platform for tax filing and information.


This new process has been touted as a modernisation of tax management. By providing individuals and businesses with their own online account, all information necessary for tax filing will now be saved and ready for filing.


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.


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.


Introducing search and filter for invocies


The new search and filter options have added another level of organisation to your invoice experience. With these two features, you can effortlessly sift through invoices by date and status, as well as search by customer name or invoice number.

While change can be a bit difficult to accept, we believe these features provide a better way to sort your invoices and stay on top of your accounting.

Haven’t had a chance to explore the new search and filter features yet or wondering how they work? Here’s a little introduction on how to use these solutions.


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.


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...


Hi there! I'm a new team member here at Debitoor


Hi, I’m Whitney and I’m the latest addition to the Debitoor team! I’ll be working in marketing and communications for the UK site as well as helping out with UK customer support.

Originally from sunny California, I’ve been lucky to have spent the last decade or so travelling, studying, and working in many amazing places around the world - from Amsterdam to Tokyo, somehow ending up in cosy Copenhagen. I’m currently working part-time here at Debitoor while I study the local language. After a year in Denmark, I can say that my Danish language skills are (finally) improving and I’m sure I’ll be fluent in no time...(hey, we all have dreams).

When I’m not at the office or buried under my language textbooks, you can find me trying a new brunch place with friends, checking out local concerts and events, or indulging my moderate addiction to nordic noir / scandinavian crime novels.