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How to create and manage your invoices with Fiduly

This guide explains how to create, send and track your invoices in Fiduly. You will find the steps to create an invoice, configure your invoicing settings, send reminders, activate the Swiss QR-bill, generate recurring invoices and create an invoice from a quote or an order.

Invoices created in Fiduly can be linked to your payments, accounting and, if your business is liable for VAT, to your VAT.

For a commercial overview of the module, also see the page Swiss invoicing software with QR-bill.

Create an invoice

On the left side navigation menu click on “invoices”
Menu Factures dans Fiduly
Click on “New invoice” green button
Bouton Nouvelle facture dans Fiduly
  • Choose a contact, or add a new one
  • Enter invoice date and payment deadline date.Fill in each invoice line with the item name, description, price, VAT and quantity. By default item prices are VAT incl. If you want to enter Tax excluded prices, check the ‘Net prices’ checkbox.
  • When you type in the product name, Fiduly searches the list of your already defined products for a product with the same name and offers it to you.
  • As you enter the information you can see the evolution of the invoice in PDF at the bottom.
  • Click on “Save” for a simple save as a draft or “Save and send” to send the invoice by email. A window appears to enter the text of your email.
Boutons Enregistrer et envoyer une facture dans Fiduly
If you choose to send your invoice by other means (Post for example) you can go to the page of this invoice and download the PDF to print it and send it by post. You must then mark the invoice as sent manually by clicking on the “Airplane” icon (see below):
Marquer une facture comme envoyée dans Fiduly

Configure invoicing

On the left hand navigation menu, choose “Settings” then click on the “Invoicing” tab.
Paramètres de facturation dans Fiduly
You can enter the default values for your new invoices and choose a standard template for customizing your invoices (Modern, with cover page and Formal).
Paramètres de facturation dans Fiduly
By clicking on “Email settings”, you can configure the content of the email that will accompany your invoice. The email appears as sent from your email address.
Paramètres email pour l’envoi des factures Fiduly
Repeat the same operation for the default values of your reminders.
Paramètres de rappels dans Fiduly

Send a payment reminder

In the navigation menu, go to “My Business”, then choose the “Invoices” tab.
Menu Factures dans Fiduly
The list of invoices is displayed. If the due date (reminder date) has passed, it is displayed in red.
Select the overdue invoice (s), by checking the line and select the email icon (in green) to send a reminder invoice by email. A dialog box appears to confirm or cancel the sending.
If the payment date is passed, the invoice will be sent with a reminder and the invoice status will change to ‘Payment reminder’There are three levels of callbacks in Fiduly:
  • Friendly reminder
  • 2nd reminder
  • Final reminder
To move from one level to the next, press the ‘Movee to the next step in the reminder process’ button. You can also edit the invoice at any time to change status and generate the corresponding reminder letter.
Liste des factures en retard dans Fiduly

Configure a QR-Bill invoice

In the navigation menu, go to “Settings”, then choose the “QR-Bill” tab.
Configuration de la QR-facture dans Fiduly
Choose the bank account that you must have already created in Fiduly:There are two types of QR-Bill invoices supported by Fiduly.
  1. The first just requires you to have an IBAN and uses a reference
  2. The second, which will allow you to use 27-digit QR references as for payment slips, requires you to request a QR-IBAN (not to be confused with classic IBAN) from your bank.
Check the button “Add QR bill payment slip to invoices” so that the QR-Code is by default generated in the invoice and save with the green button.
Configuration de la QR-facture dans Fiduly

The QR-bill contains the information needed for payment in readable form and in the Swiss QR Code. For the official requirements, see the information from SIX on the Swiss QR-bill.

Add a QR code to an invoice

The QR-Code is by default attached to the invoice if it has been configured. (see the question “How to configure a QR-Bill Invoice?”).If it is not, check the “QR-Bill” box when you issue a new invoice. You can add either an ESR or a QR-Code.
Ajout d’une QR-facture à une facture Fiduly

Generate subscription invoices

If you need to invoice a customer on a regular basis, for a service subscription for example, you can use the Recurring Sales module to define an invoice (or order) template and a frequency (daily, monthly, weekly or yearly) . Fiduly will generate the invoices at the defined frequency.
In the navigation menu, go to “My activity”, then choose the “Recurring sales” tab, by clicking on the green button.Fill in the type of document (invoice or order) that you want to be generated and the frequency.
You can customize certain fields in the generated documents, in particular the description of the articles and the texts before and after the list of articles.To do this, use the following symbols:

$DATE document date ex. 3/12/2022$DAYOFMONTH day of month (1 to 31)$MONTH month name ex. January$YEAR year of document date ex. 2022$DAY jour de la semaine ex. Lundi

You can add or subtract a number to these symbols (without space). ex. $YEAR+1 $MONTH+3 or $DAY-1
Some examples for a document generated on 1/1/2022:

Subscription $MONTH to $MONTH+3 $YEAR —-> Subscription January to March 2022Order from $DAY $DATE, processed on $DAY+1 $DATE+1 —-> Order from Saturday 1/1/2022, processed on Sunday 2/1/2022Bi-annual subscription $YEAR to $YEAR+1 —-> Bi-annual subscription 2022 to 2023

Create an invoice from a quote or an order

From the list of quotes/orders, in the “Action” column, press the “Invoice” icon, you will be redirected to the invoice creation page with the quote/order data pre-filled. You can then make any changes and save the invoice.
Créer une facture à partir d’un devis dans Fiduly
Otherwise, you can also, from the “Quote” page, press the “Invoice” icon.
Or, for orders, from the “Order” page, press the “Invoice” icon
Créer une facture à partir d’une commande dans Fiduly

Edit invoice and quote references

Fiduly generates a unique invoice and quote number that increments from one document to another. This number is displayed by default on documents as a reference to communicate to customers.If you want to use your own references on documents, it is possible!To do this, go to “Settings” and choose the “Invoicing” tab. Next, check the box “Use your own invoice reference”.Press “Update”
Référence personnalisée de facture dans Fiduly
Now, when you edit an invoice or a quote, a new field “Invoice reference” or “Quote reference” appears and allows you to modify the reference that you communicate to your customers on the documents (instead of the number generated by the software).This does not affect the software’s ability to automatically recognize bill payments in your bank statements.
Référence personnalisée de facture dans Fiduly

Frequently asked questions about invoicing with Fiduly

Find answers to the most frequently asked questions about invoices, reminders, QR-bills, recurring invoices, quotes, orders and custom references in Fiduly.

In “My business”, open “Invoices”, click “New invoice”, choose the customer, add the invoice lines, then save or send the invoice by email.

Yes. You can send an invoice directly by email from Fiduly and customize the email content in the invoicing settings.

From the invoice list, select the overdue invoices, then click the email icon to send a reminder. Fiduly also allows you to manage several reminder levels.

Yes. You can configure the QR-bill in the settings and add it to invoices automatically or manually.

Yes. The “Recurring sales” module allows you to create invoices or orders on a daily, weekly, monthly or yearly basis.

Yes. From a quote or an order, click the “Invoice” icon to generate an invoice with the information pre-filled.

Yes. You can enable custom references in the invoicing settings, then enter a specific reference on each invoice or quote.

Yes. You can enable custom references in the invoicing settings, then enter a specific reference on each invoice or quote.

Resources related to Fiduly invoicing

To go further, also see the pages related to invoicing, VAT, orders, expenses and accounting.