If you are selling artworks, either on your own or through an art gallery, or you render any artistic services (such as workshops, courses, advice, copyright, etc.), you are required to provide invoices.
Unlike traditional invoicing software, we have chosen to offer some flexibility. No one field is locked, the automatic assignment of numbers to invoices is not imposed, although recommended (see below in the Options section). It is therefore up to you to comply with the tax regulations in force in your country.
Go to Records > New Record in the menu bar, or press cmd+N (macOS) or ctrl+N (Windows), or click the button of the interface.
Enter an invoice number if the option of automatic assignment of numbers to invoices is disabled (see the paragraph Options below on this page).
The invoice date is automatically set as current date, modify it if necessary.
Choose the type of invoice in the Label field among following types: Invoice, Proforma, Credit note, etc. Invoice label is set by default.
Enter a date in Payment Date according to the date you received the payment.
In the Invoiced To field, choose the customer's name from the drop-down list. If the customer does not exists in the Address Book, we advise you to add him first, in order to keep some consistency of the database.
To display the list of works, activate the drop-down menu [Add], then choose Works. Select the artwork you want to add and click [Add] on the right. Click the button on the top left of the window to exit the works list.
If you need to add a service (transport or framing fees, tax deductions, etc.), as before, activate the drop-down menu [Add], and choose to enter the text manually in the invoice row.
Note: By default, invoices are created with VAT included, but you can desable this option.
If you enter the price excluding tax in the Price field, the price including tax will be calculated according to the tax rate. If you want the Price to correspond to the price including VAT, leave the option Price is tax added enabled. It is also possible to enter negative values, in case, for example, of deduction of different social contributions.
For invoices paid in installments, the table Payements serves as timeline. If you check the option -Payements, lthe amount already paid will be deducted from the Balance Due.
To display the reports, activate the menu View > Reports from the menu bar. You can switch between reports by Month, by Customer or by Type (label) of the invoice.
We will detail here some main options.To display the options panel, go to vBook v5 > User Settings in the menu bar on macOS or Edition > User Settings on Windows, or click the button [User Settingss] on the bottom of the main window, then display the tab .
Automatically enter invoice numbers - click on the option-link if you want to add a prefix.
Price is tax added by default - disable this option so that the invoices created are tax excluded by default.
The following section concerns printing. Some labels can be modified to allow to edit an invoice in a different language. This can be useful if you need to edit pro forma invoices.
For the options that concern the colors of labels and dividers, we advise you to do some print test to choose the options that suits you best.
The choice of print templates is limited to three: Invoice, Invoice (without pictures) and Invoice with large description (appropriate if you are invoicing services).