Billing data
Store your organisation’s sender details, payment terms and number ranges so that you can issue documents.
The billing data is the sender on all quotes, order confirmations and invoices. You can find it under Settings → Organization → Billing data.
People with the ‘Catalogue and billing details’ permission can see and change the page (organisation admins always have it). For more, see Roles and permissions.
Here, Leadmode only describes what the system asks for. It does not replace tax or legal advice. Which details are right for your legal form and tax situation is something you clarify with your tax advisor.
Setup incomplete
As long as required details are missing, the page shows the note ‘Setup incomplete’ with the missing items. You can save incomplete data. Until everything is filled in, however, the following applies:
- Documents can be saved as drafts but not issued.
- Document templates cannot be saved.
- On the page Accounting → Documents, a note appears with the button ‘Complete billing data’.
Issuer
At the top are the name, address, email, phone, VAT ID and tax number of your organisation. The system requires:
- a German address (country ‘DE’),
- a tax number or VAT ID,
- an email address.
Below that, you choose the Legal form (for example sole proprietorship, GbR, GmbH, UG, AG, OHG, KG, GmbH & Co. KG). Depending on the legal form, further fields appear that are required:
| Field | When it appears |
|---|---|
| Registered office, Register court, Register number | for registered legal forms (for example e.K., GmbH, UG, AG, OHG, KG) |
| All authorised representatives | for GmbH, UG, AG, GmbH & Co. KG and for ‘In liquidation’ (then ‘All liquidators’) |
| Chair of the supervisory board | for AG, and when ‘Supervisory board exists’ is switched on |
| Chair of the management board (or no chair) | for AG |
| Details of all general partners | for GmbH & Co. KG, and when ‘No natural person as general partner’ is switched on |
| Mandatory details for this legal form | for ‘Other legal form’ |
The Small business (§ 19 UStG) switch determines that new products are created without VAT by default. Under ‘Optional capital details’ you enter capital and paid-in capital. If you state a capital, you must also state the amount paid in.
Payment details and terms
These values are the defaults for every new document. You can override them in the document or on the billing customer.
| Field | Meaning |
|---|---|
| Currency | Default currency (EUR, USD, GBP, CHF) |
| Payment term (days) | the system uses it to calculate the due date of invoices |
| Total discount (%) | Discount on the whole document |
| Cash discount (%) and Cash discount period (days) | Cash discount statement on the document |
| Account holder, Bank, IBAN, BIC | Bank details on the document |
| Payment note | Free text about payment |
| Terms and conditions | Free text, appears on the document |
Numbers and workflows
- Number prefix for each document type (quote, order confirmation, invoice, invoice correction): letters, digits, underscore and hyphen are allowed, at most 20 characters. The system assigns the running number only when the document is issued.
- Quote validity (days): Default from 1 to 365 days for the field ‘Quote valid until’.
- Approval required before issuing: When switched on, a document must be approved before it can be issued.
- Payment reminders: up to five levels, each with a deadline (days after due date), text and the option ‘Send automatically’. See Payment reminders.
Save and preview
- Fill in the fields.
- Click PDF preview to see a sample invoice with your data. You can save it with ‘Download’.
- Click Save. ‘Discard’ resets unsaved changes.
If someone else changes the data while you are editing, a note appears. Your entries are kept until you choose ‘Load current version’.
Every saved version of the billing data is kept. A document that has already been issued does not change because of later changes.