Customer documents and communication: guides

204 guides in this section. Pick the question closest to yours, or browse by tool. Page 3 of 9

• How do I issue an invoice in Bahraini dinars with tax to the nearest fils?Pick BHD and every amount switches to three decimals, with each line and the tax rounded to the nearest fils. A worked example at a rate you enter yourself.
• My Saudi client's accounts team reads English; should the invoice be bilingual?The bilingual option prints every label in Arabic and English on a right-to-left page, but it does not translate your line descriptions. When to use it and how.
• Why is 'Balance due' the bold figure on my invoice instead of the total?Once an amount paid is entered, the tool adds paid and balance-due rows and highlights the balance, which is what the client owes. When it happens and how to undo it.
• A client paid two of three installments and went quiet; how do I resend the invoice showing what is left?Recreate the invoice with the same number and date, enter the installments received as amount paid, and add a reminder note. The client sees exactly what is left.
• I sell at VAT-inclusive prices; how do I make an invoice that splits out the tax?The tool adds tax on top of the unit price, so enter the net price. How to get it from the shelf price, and when a one-halala gap appears. Worked for 57.50 SAR.
• A corporate buyer wants their PO number on my invoice; where do I put it?There is no dedicated PO field, so put it where accounts will see it: in the customer block, the first line description or the notes. With an example that matches the PO.
• A customer bought from my shop and wants an invoice in their company's name to claim it back; what do I fill in?Put the company's name, address and tax or registration number in the customer block, list the items at the prices charged, and mark it fully paid so the balance is zero.
• Why is tax being charged on the travel costs I added to my photography invoice?The tool applies one tax rate to all lines after discount, so an expense added as a line is taxed like your fee. A 2,500 AED photo job plus 300 travel, worked out.
• How do I produce a tidy multi-page wholesale invoice with 120 items?Up to 200 lines per invoice, with the table header, footer and page number repeated on every page and the totals at the end. What to know before you enter 120 items.
• Why is my downloaded invoice just named invoice.pdf, without the invoice number?The file name keeps only the Latin letters and Western digits of the invoice number, so a number written in Arabic vanishes from it. How to write it so it shows.
• Is an invoice generator better than an Excel invoice template?An honest comparison: the generator rounds each line exactly, catches mistakes and outputs a PDF with proper Arabic; Excel keeps your history and custom columns.
• I am not VAT registered; do I leave the tax box empty or put 0?An empty field removes the tax row, while typing 0 prints 'Tax (0%)' with 0.00. The difference in what a client reads, and why you never add a tax number you lack.
• Should I send the invoice on WhatsApp as a PDF or as a picture?Send it as a PDF document, not a screenshot: WhatsApp usually compresses photos, which can blur small figures, while a PDF stays sharp and printable, every page included.
• I supply cakes to a café every week; how do I combine the month's deliveries into one invoice?One line per delivery with its date and quantity, and the tool totals the month, so the café can match each drop to its records. Four deliveries totalling 4,465 SAR.
• How do I give a customer a signed receipt for cash I took at a market stall?How to hand a customer a printed receipt you have signed by hand for cash taken at a market stall or exhibition booth, and how to keep your own copy.
• What card details is it safe to put on a receipt for a card payment?For a card payment: what belongs in the details field so you can match the transaction later, and what must never appear on a receipt, whoever asks for it.
• How do I issue a receipt for money I received through Apple Pay or a payment app?Payment apps and wallets are not among the receipt tool's four methods. The answer is 'Other' with the app name and transaction reference. Here is how.
• How do I write a receipt for the second installment on an invoice?A client is paying an invoice in three parts. How to issue one receipt per payment, tied to the invoice number, so the balance stays clear on both sides.
• The customer sent a transfer screenshot and wants a receipt now; should I issue it before the money reaches my account?A transfer screenshot is not money in your account. Why you wait for the funds before issuing a receipt, and what to send a customer who needs paper now.
• How do I write a receipt for a refundable deposit on rented event equipment?You rent out sound, lighting or a tent and hold a deposit until it comes back. How to write the receipt so the customer knows it is refundable, when and on what terms.
• How do I show the amount in words on the receipt?The receipt generator prints the amount in figures only. If you want it spelled out as well, this is where it goes and how to check it matches the figure.
• How do I give an overseas client a USD receipt for an international wire?A client abroad wired you dollars and less arrived because of bank fees. How to give them an English receipt in the right currency and for the right amount.
• Why does the receipt tool insist on method details when I choose 'Other'?No file, and the details field is highlighted in red? With 'Other', that field becomes the name of the payment method itself. Here is why, and what to type.
• Should receipts have their own number series, separate from invoices?A separate number series for receipts keeps them apart from invoices, and the invoice reference field links the two. How to set it up and where to keep the last number.