Your First Invoice

This guide walks you through creating and sending your first invoice in MyCompanyDesk.

Before you start

Make sure you have:

• Set up your company information (name, address, BTW-id, IBAN)
• At least one customer to invoice (you can create one during the process)

Create an invoice

1. Navigate to Invoices in the sidebar
2. Click the New Invoice button (or use the + floating button on mobile)
3. Fill in the invoice form:

Select a customer

Start typing the customer name. If the customer exists, select them from the dropdown. If not, type the full name and click Create customer to add them inline. The inline form asks for a customer name and address. The KVK lookup can suggest Dutch businesses and fill in the address automatically; private customers can be added by typing the address by hand. Only the customer name is required; you can add the email and full address later on the customer page.

Add line items

Each line item has:

• Description — What you're billing for
• Quantity — Number of units
• Unit price — Price per unit

• VAT rate — Applicable VAT percentage (0%, 9%, 21%, etc.)

Click Add item to add more line items. The total is calculated automatically including VAT.

Set invoice details

• Invoice number — Assigned automatically by MyCompanyDesk
• Invoice date — Defaults to today
• Due date — Calculated from your default payment terms (adjustable)
• Notes — Optional notes that appear on the invoice

Save

Click Save to create the invoice as a draft. You can still edit everything before sending.

Preview the invoice

Before sending, preview how the PDF will look:

1. Open the invoice detail page
2. Click Preview to see the generated PDF
3. Check that all information is correct — company details, customer info, line items, totals

Send the invoice

When you're ready to send:

1. Click Send on the invoice detail page
2. Review the email that will be sent to your customer:
   • Subject line (customizable)
   • Email body (based on your email template)
   • PDF attachment
   • Payment link (if enabled)
3. Click Send to deliver the invoice

The invoice status changes from Draft to Sent.

TIP

You can customize your email templates in Settings > Email. Templates support your branding and can be set per language.

Track payment

Once sent, the invoice appears in your Sent or Overdue views. When the customer pays:

• If the customer pays via the payment link, the invoice is marked as paid automatically
• For bank transfers, click Mark as Paid on the invoice to record the payment manually

Invoice statuses

Status	Description
Draft	Created but not yet sent. Fully editable.
Sent	Delivered to the customer. Waiting for payment.
Overdue	Past the due date and still unpaid.
Paid	Payment received and confirmed.
Cancelled	Invoice was cancelled. No payment expected.

Quick add

For faster invoice creation, use Quick Add:

1. Click the quick-add icon on the invoices list page
2. Select a customer
3. Add items (or use a saved template)
4. Save and optionally send immediately

Quick Add is ideal for routine invoices where you bill similar items regularly.

Using templates

Save time with invoice templates:

1. Create an invoice with your commonly used line items
2. Click Save as Template
3. Next time, start a new invoice from the template — all items are pre-filled

Next steps

Congratulations on sending your first invoice! Explore more features:

• Track your expenses
• Create quotes for potential work
• Set up recurring invoices for regular billing
• View reports to understand your finances