Welcome to our brand-new, super simple, ultra rapid invoice creator When we launched our online portal people immediately asked us whether they could create invoices from their history. We looked into the matter and after a year of blood, sweat and too many IT people around us, the day has come! From now on, you will be able to create a monthly invoice from your history with just one mouse click! How to get started In the top right-hand corner, click on your name and go to Your profile. In the section Invoice settings enter your preferred payment method as well as a payment term: 30 or 60 days. When opting for the 30-day method, 1% will be deducted from your invoice. The 60-day option is free of charge. Note that when creating your invoice, you can still adapt the payment method (bank transfer/paypal/skrill) and terms (30 or 60 days) for that specific invoice (see below). Please do not forget to tick the Subject to VAT button and fill in your VAT number. Make sure it contains the required numbers and letters, for example not 0873.198.534 but BE0873.198.354. If applicable, also fill in your national VAT exemption rule, e.g. VAT: Not applicable in terms of Article xxx of xxx or Exempt from VAT according to Article xxx of Directive xxx etc. Don t forget to read and accept our invoicing instructions first.
While you re visiting Your profile, please also have a look at your personal settings and your domains (scroll down to Work info we've added some new domains) and update them if required. We ve also added some language variants, such as UK and US English and Belgian Dutch (NLBE) and Dutch Dutch (NLNL). Thank you for adding those to your profile if applicable. How to create your monthly invoice As soon as there are projects to be invoiced, the number of projects will appear next to Invoicing. Please note that only projects starting from March 2016, so with a project number beginning with 201603, will be invoiced through the portal. Older projects still need to be invoiced manually and sent by e-mail to invoicing@bluelines.eu. So if you finished a project in March and the project number starts with 201602/201601/201512 etc., it will not be included in the invoice automatically. Click on Invoicing Create your invoice. A list will appear showing all the projects to be invoiced. The total amount will appear in the top left-hand corner. You can now check your projects. There s a direct link between the project details in the Projects tab and the details mentioned in this overview. So if you checked the fee when accepting the project, there s no need to check it again now ;-) However, should there be a mistake, you can click on the Query button explaining the situation.
We will then look into your query and adapt the amount if required. In the meantime, the project cannot be invoiced. To avoid too many queries, we kindly ask you to always check the fee when accepting a project, especially when urgency applies. In rare cases where an hourly rate was agreed upon, you will see we only enter the fee after delivery of the project. In those cases, check out the projects to be invoiced ( Invoicing Create your invoice ) or the project details in your project history to see the amount. For your information, when accepting a project, the fee can be found in the project details:
As soon as the query has been resolved, the project will be ready for invoicing again. When you click on the Create invoice button, a pop-up screen will appear, where you can enter your invoice number and, if you like, a reference to be mentioned. If you don t enter a specific payment reference, your invoice number will be automatically mentioned as a reference. Note to our Belgian translators: should you want us to use a structured communication ( gestructureerde mededeling in Dutch or communication structurée in French), make sure you use the following format: +++123/4567/89012+++ or 123456789012.
Please double-check your invoice settings and adapt the payment method, details and terms for this particular invoice if applicable. The VAT number, the VAT rate and the VAT exemption rule can only be modified in Your profile. Should these be incorrect, click on the X in the top right-hand corner and go to Your profile first to correct these details. Once you've created your invoice, a PDF and an XLS file will be created and sent to you by e- mail. The generation of the PDF might take up to a few minutes. In the meantime, you will see the message PDF NYA (PDF Not Yet Available). As soon as the PDF is ready, the abbreviation NYA will disappear and both the XLS file and the PDF will be sent to you by e- mail. The PDF only shows the total invoiced amount, whereas the XLS file mentions all the project lines with their subtotals. The PDF might not quite look like your regular invoice, but we re pretty sure it was created much faster ;-) Click on Invoicing History to see the invoice history. When to create your monthly invoice Don t forget to create your monthly invoice at the latest on the last day of the month as the tool automatically calculates the payment date based on the day you use the invoice
creator. So if you don t create your invoice at the latest on the last day of the month, the payment will be delayed by a month. For example, if you generate your invoice on 1 April, the payment date will be 31 May if you choose the 30-day payment term and 30 June if you go for the 60-day payment option. However, if you create your invoice on 31 March, the payment date will be 30 April or 31 May, depending on the chosen payment term.