InvoYX Guide — Getting Started & Dashboard

1.1 Company data

This is the information printed on every invoice you create. Your logo appears in the top-left corner; your company name, address, phone and email appear below it. Fill this in once and every invoice is automatically branded and complete.

1.2 Bank details

Your bank details make it easy for customers to pay: InvoYX generates a payment QR code on every invoice directly from your IBAN, so customers can pay with a single scan. The IBAN is checked automatically so you can't mistype it. You enter three things: your IBAN, the BIC, the bank name and the account holder.

Payment note — this is the payment instructions printed on the invoice. It is pre-filled automatically, but you can customize it with placeholders if you have special requirements:

{dueDate} {iban} {accountHolder} {days} (days remaining until payment is due) {fee}

1.3 Tax data

Your tax data is used in invoice calculations, the PDF and e-invoice output, tax exports and reports. Enter it once and every document is tax-compliant.

• Tax number — the tax number you received from your tax office (in Germany the format is e.g. 12/345/67890). It identifies you to the tax authorities. InvoYX prints it on your invoices and includes it in ZUGFeRD e-invoices.
• VAT ID (USt-IdNr.) — your EU-wide VAT identification number (e.g. DE123456789). You need it for cross-border business within the EU and for validating your customers' VAT IDs. InvoYX prints it on invoices and includes it in ZUGFeRD e-invoices.

2.1 Three ways to create an invoice

When you start a new invoice you choose how the customer is handled:

1. Anonymous invoice with a name

   If the customer doesn't want to be saved in your customer list but still wants their name on the invoice, register the invoice as anonymous and add a name and address.

2. Fully anonymous invoice

   Select an empty or anonymous customer and leave name and address blank — no personal data appears on the document.

3. Invoice for a saved customer

   If the invoice should appear in the customer history, select the customer in the customer field. Start typing and InvoYX suggests matching names — tap to select.

2.2 Invoice status & send status

A new invoice gets the status open and sent when you close it with Save & send. If you tap Mark as draft or just Save, it stays a draft.

There are three send statuses:

• Invoice sent — only the invoice was sent.
• Confirmation sent — the payment confirmation was sent.
• Both sent — invoice and confirmation were both sent.

2.3 Line items, templates & discounts

Add as many line items as you need. If an invoice was created as a template, pick it from the Template dropdown; if you don't choose one you're building an individual invoice. You can apply a discount either as a percentage or a fixed amount.

2.4 Dates, voucher redemption & language

Set the invoice date and the due date directly in the invoice, and redeem a voucher (Gutschein) there too. Scroll down and you'll find the document language — you can send invoices and confirmations in a specific language, independently of whatever you configured in your profile.

💡 Pro tip: set the app language to your own language in your profile and the document language to your customer's country — a core InvoYX strength.

2.5 Sending & sharing the PDF

After Save & send, tap Share PDF — the invoice is created and can be sent by email, WhatsApp, Telegram, Signal or any app on your phone. The email text is filled in automatically and the invoice PDF is attached.

2.6 Marking as paid

Tap the Paid button and you get two options: partially paid (enter the amount received — the invoice keeps the status partially paid) or fully paid (choose the payment method and it's saved with the status paid).

2.7 Recurring invoices

If you have a recurring job with a customer, activate recurring invoices for that customer — InvoYX then creates an invoice every week, month, quarter or year automatically.

2.8 Photos on the invoice

Attach up to 10 photos per invoice. Every photo is included in the generated PDF and sent to your customer.

2.9 Digital signature

Every generated PDF is digitally signed. The very first PDF created with the app takes a little longer — after that it's fast.

2.10 Filtering, status changes & exports

In the menu you can filter by payment method (card, cash or bank transfer), search by name or filter by status. From the three-dot menu you can mark an invoice as paid or partially paid, change its status, or create and send a new invoice. You can also send a payment-approval XML, ZUGFeRD, DATEV or a payment reminder.

2.11 Quotes (Angebote)

Send a quote to your customer — it's saved in the app as an offer. When the customer accepts it, open the offer, scroll down and convert it to an invoice. After filling in the customer or anonymous data you can add line items with prices and individual taxes, and give a discount as a percentage or fixed amount — exactly like an invoice. Saving keeps the status offer; sending sets it to sent. Convert it to an invoice with the orange button, or mark it as open.

2.12 Credit notes, vouchers & refunds (Gutschrift & Rückzahlung)

There are several options under Gutschrift:

• Gift a voucher to a customer — it's activated automatically and sent to the customer as a code they can redeem in the app. To activate: open Invoices, tap +, switch to the Gutschrift tab and tap Ohne Beleg (without receipt).
• Someone else gifts a voucher — in this case do not press Ohne Beleg. The customer receives an invoice and a voucher; the voucher is activated only once the invoice is paid, so your customers can gift vouchers to others.

You can also refund a customer: go to Invoices → add, switch to the Gutschrift tab and tap Rückzahlung (refund) in the inner tab.

3.1 Income vs. expenses overview

At the top you see a chart comparing your income and expenses for the current month. You can filter it by month or any custom period.

3.2 Due

The Due list shows all invoices that haven't been paid yet. Tap the three dots on the right to send a payment reminder.

3.3 Overdue

The Overdue list shows unpaid invoices that are about to go into dunning. You can send a reminder from here too.

3.4 Dunning

If you enabled dunning in your profile, you'll see this view and can send formal dunning notices directly from here.

3.5 Export income & expenses

Under Export income & expenses you can generate a CSV for a specific month, year or any period. The CSV is clearly organized and shows the difference between income and expenses — perfect for a month-end summary. You can also export an XML for your accountant (including ZUGFeRD) or save locally.

Sending works by email, WhatsApp or any app on your phone.

3.6 Reports

Here you can filter by period and view charts. Use the button at the top right to export as PDF or download as CSV.

3.7 Tax export

Scroll down on the dashboard to Tax export, tap it and choose your format: DATEV (Germany, Austria), Bexio (Switzerland), UK HMRC MTD, USA QuickBooks and many more. Scroll further to choose a period or a full year. The export goes out by email, WhatsApp, Telegram or local storage.

3.8 Current invoices & last payments

At the bottom of the dashboard you can filter your current invoices and see the latest payments.

• Language — the language of the app's menus and buttons.
• Currency — the default currency, shown on every invoice.
• Document language — the language your invoices and tax reports are generated in. You can use the app in your own language while your documents are written in your customer's language — one of InvoYX's key strengths for international work.
• Country code — the default dialing code added to phone numbers for new customers (e.g. Germany +49).

Email / WhatsApp templates

Every message — email, WhatsApp or any other app — can be customized. Sensible default text is pre-filled, but you can tailor the wording for: invoices, payment reminders, payment confirmations, partial-payment confirmations and dunning levels 1, 2 and 3.

Invoice templates

If you bill the same services again and again, save them as a template and import it into any new invoice — no retyping line items.

Notifications

Switch notifications on or off as you like. InvoYX can remind you daily to create a backup, so you never lose your data.

Storage

On Android you can choose where your data is stored. On iPhone the folder name is shown for reference.

Security (app PIN)

Create an app PIN and InvoYX will open only with that code. The same PIN is used to encrypt your backup, so your financial data stays private.

Backup & transfer

• Daily backup — InvoYX asks daily whether to create a backup, and updates it with your permission.
• Create backup — create a backup at any time, or import an existing one onto a new device.
• Share backup — send your encrypted backup by email, WhatsApp or save it to a folder.

Adding an expense

On the Expenses screen, tap the + button (bottom right) to add a new expense.

Expense fields

• Amount — the expense amount.
• Description — what you spent it on, so you can search for it later in the list.
• Category — materials, tools, fuel, insurance, rent, or other.
• Photos — attach a receipt or photo of what you bought; photos are included in the exported PDF when needed.

Tap Save to store the entry.

Exporting & sharing

Tap the three-dot menu on an entry and choose Export PDF — you can send it by email, WhatsApp, Telegram, Signal, or any communication app on your phone.

In the expenses list, tap the three-dot menu for more options: export as PDF, export as DATEV CSV, export as ZUGFeRD XML — or delete the expense.

Deleting expenses

You can delete several expenses at once: use the selection at the top right, tick multiple entries, then tap the trash icon.

Searching & filtering

Use the search bar to find a specific expense, and filter the list by category.

12.1 Adding a new customer

You have two ways to add a customer:

• Import from contacts — in the Customers view, tap the customer button in the top-right, allow contact access, select the contacts you want and import them.
• Add manually with the + button — create a new customer with their name, phone, email, address and notes so the data is stored.

The customer must consent to data storage — the record is only created once the “Customer agrees to the storage of their data” checkbox is ticked.

12.2 Customer history

To see a customer's history, simply search for the contact and open the customer entry — the history appears there. For more detail, tap the info button at the top (between edit and delete). You'll then see the open items, paid invoices with dates and all the important information.

12.3 Editing customer details

You can change customer data anytime: open the customer area and tap edit.

12.4 Deleting customers

When you delete a customer, the invoices remain — but the customer is anonymised. There are two ways: select one or more customers in the customer view and tap delete — or tap delete in the top-right of the customer entry.

12.5 Searching customers

You can search for customers in the customer list at any time.