Invoices

Gäld handles the full Swiss invoicing workflow — from draft to payment, with automatic ledger postings and Swiss QR-Bill generation.

Creating an Invoice

1. Go to Invoices → New Invoice
2. Select a customer from your Contacts
3. Add line items: description, quantity, unit price, VAT rate
4. Review the totals (excl. VAT, VAT amount, total incl. VAT)
5. Save as Draft

Drafts can be edited freely. Once you are satisfied, finalize the invoice.

Invoice Lifecycle

Draft → Sent → Paid
              → Partial (partially paid)
              → Overdue
         → Cancelled

Status	Description
Draft	Editable, not yet posted to ledger
Sent	Finalized, posted to ledger, PDF and QR-Bill available
Partial	One or more payments recorded but balance remains
Paid	Fully paid, AR cleared
Overdue	Sent but past due date (marked automatically by a daily job)
Cancelled	Reversed with a contra entry

Finalizing an Invoice

Finalizing the invoice creates a journal entry in the ledger:

Debit   1100  Accounts Receivable    CHF 1,081.00
Credit  3000  Revenue                CHF 1,000.00
Credit  2200  VAT Due (8.1%)         CHF    81.00

Once finalized, the invoice status becomes Sent and it cannot be edited. Use Duplicate to create a corrected copy, or Cancel to reverse it.

Swiss QR-Bill

Gäld generates a compliant Swiss QR-Bill on every finalized invoice. The QR code encodes your IBAN, amount, and reference number — ready to print and send to your customer.

Download the PDF from the invoice detail page using Download PDF.

Updating Customer Details

Each invoice keeps a saved copy of the customer's details. Editing a contact and downloading an existing invoice again preserves that copy.

To replace the details on one invoice:

1. Edit the linked contact, including the optional salutation and full country name, then save it.
2. Open the invoice and choose Refresh customer details from the actions menu.
3. Confirm the replacement, then download the PDF again.

Only the selected invoice is updated. Its amounts, payment history, and accounting entries remain unchanged. The refresh replaces the complete copy, including fields cleared on the contact, and updates the PDF address and QR-Bill debtor consistently. Archived invoices cannot be refreshed; the action also requires invoice-edit permission and an available linked contact.

The full country name is printed exactly as entered. Existing invoices without a saved country name omit that line until you enter the name on the contact and refresh the invoice. The QR-Bill continues to use the separate two-letter country code.

Recording a Payment

When the customer pays:

1. Open the invoice
2. Click Record Payment
3. Enter the payment date, bank account, and amount

This creates the closing entry:

Debit   1020  Bank                   CHF 1,081.00
Credit  1100  Accounts Receivable    CHF 1,081.00

The invoice status changes to Paid.

Partial Payments

If a customer pays in instalments, record each payment separately. The invoice remains open until fully paid.

Duplicating an Invoice

Use Duplicate to copy an invoice (e.g. for recurring monthly invoices). The copy is created as a Draft with today's date.

VAT Rates

Select the appropriate rate per line item:

Rate	Applies to
8.1%	Standard rate — most goods and services
2.6%	Reduced — food, books, newspapers
3.8%	Accommodation — hotels and lodging
0%	Exempt — healthcare, education, exports

See VAT for more on Swiss MWST.