Due dates in the calendar
When you issue an invoice with “Payable by”, Invoice adds the due date to your BusinessCloud calendar as an all-day event, with number and amount in the title; the calendar reminds you three days before. For a quote, the event marks the day “Valid until” runs out.
In the event’s detailed view the document’s PDF is attached, and the description carries links back to Invoice: one that opens the document and highlights its row and, for invoices, one that goes straight to the payment reminder — as soon as the invoice is overdue.
If you issue a document again after reopening it, Invoice replaces its event. If adding the event ever fails, the document is still issued.
- Open the calendar in your BusinessCloud and click the event.
- Open the event’s detailed view.
- Click the link to the document or to the payment reminder — or the attached PDF.
Documents in your files
When you issue a document, Invoice puts a copy of the PDF into your files: invoices under “Accounting/Invoices/<year>”, quotes under “Accounting/Quotes/<year>”, each named after the document number. The folders take the language your BusinessCloud has when the first document is filed, and keep that name afterwards, so the folder never splits in two. That makes it easy to pass the folder on to your accountant.
This copy is yours: you may move, rename or delete it. The original stays in Invoice’s archive, and “PDF” in the list always opens that one. Cancellation invoices land here too, next to the invoice they cancel.
Letterhead for Office
From your brand, Invoice builds a letterhead for the word processor in your BusinessCloud: logo, company name in your accent colour and heading typeface with a line beneath, the return address above the address window, and a footer with address, contact details and your brand’s additional lines. Where possible, your brand’s typeface is embedded in the file. The body is empty — the letter is yours.
The file is called “Letterhead.odt” — “Briefbogen.odt” if your BusinessCloud is set to German — and lives in your templates folder. In Files you will find it under “New → Document” as a template. It brings paragraph styles in your brand — headings, title, subtitle, quotation and body text — and the character styles “KENJTEC Akzent” and “KENJTEC Nebentext”.
Invoice renews the letterhead whenever your brand has changed: each time you sign in, when you open Invoice and before you choose a template; if you have deleted it, Invoice creates it again. Without a brand there is no letterhead, and if you run several, it carries the one chosen for documents. The “Letterhead in Office” (letterhead in Office) card in the settings shows where it is and takes you there with “Open template folder” (to the templates folder).
- Open Files in your BusinessCloud and click “New”.
- Choose “Document” and the letterhead as the template.
- Write your letter.
Download everything
“Download everything” (download everything) at the top right of Invoice downloads a ZIP archive: the issued documents as PDFs, sorted into “Rechnungen” (invoices) and “Quotes” (quotes) and by year, plus two tables — “belege.csv” with all documents including drafts, and “kunden.csv” with your customers. The tables are separated by semicolons and open in a spreadsheet.
A LIESMICH (read-me) file in the archive reminds you that keeping your documents is up to you. The button is always visible — not only once you cancel your plan.
- Click “Download everything” at the top right.
- Keep the archive somewhere of your own.