Making an invoice

Updated on 2026-10-05

Most customers get a till receipt. A customer who pays in her company's name asks for an invoice — with her VAT number on it, and yours. You make it from the receipt you have just closed.

An invoice is not a second sale. It is the same money, on a different sheet of paper.

What has to be in place first

Without these four things HairConnect will not make an invoice — and it will not fill anything in for you:

If something is missing, the window at the register says exactly what and where — and nothing happens. That is deliberate: an invoice is a tax document, and a plausible but wrong address on one is worse than an empty box.

The customer belongs on the receipt before you close it. For a walk-in sale too: tap Losse verkoop at the top of the open receipt and search the customer by name or mobile — see Creating a receipt. Afterwards it is too late, because a closed receipt no longer changes; all that is left then is a reversal and entering it again. If there is no customer, the window says so as well: de klant — de bon: zet de klant erop vóór je afsluit (the customer — the receipt: put the customer on it before you close).

If the customer pays in her company's name, fill in her facturatiegegevens (invoicing details) on her record — see Creating a customer record. Those details win over her home address. Without them, her ordinary name and address go on the invoice.

At the register

1. Find the closed receipt (the Afgesloten (closed) column on the right).
2. Press Factuur maken (make an invoice).
3. The window shows what will be on the invoice: from whom, to whom, the lines, the VAT per rate and the total. At the bottom it also says how it will leave afterwards: via Peppol (the customer has a Belgian VAT number, the access point is set up and she is on the Peppol network) — with the reason alongside when that is not possible — and by e-mail as a pdf.
4. Bevestigen (confirm).

Only on confirming does the invoice get its number. As long as you are in the window there is nothing: no document, no number, and no gap in the sequence if you back out.

Straight afterwards the register asks whether the invoice may leave, via Peppol and by e-mail: the Factuur versturen (send invoice) window shows the enterprise number and the access point (or why Peppol is not possible), and the customer's e-mail address, filled in beforehand from the customer record. If there is none, the window asks for it; without an address there is no button. If you hand the invoice over on paper, choose Nu niet (not now). You can also do it later: on the closed receipt the Versturen (send) button stays as long as the invoice has not been both mailed and sent via Peppol. See Via Peppol below.

Numbering runs per salon and per financial year — 2026/0001, 2026/0002 — without gaps. Two registers making an invoice in the same second never get the same number.

One invoice per receipt. If there already is one, the window tells you which. If it is wrong you make a credit note; you do not make a second invoice.

A receipt with an invoice stays. Once an invoice has been made on a receipt, that receipt can no longer be deleted — not even after the invoice has been credited. The invoice is a numbered fiscal document and the receipt is the source of its amounts; if the receipt disappears, there is nothing left to check them against. Reversing is still possible, but only after the credit note: first you correct the invoice, then you reverse the receipt. The other way round the register is at zero while the invoicing still carries the full amount, and that gap only shows up at the accountant. The screen always says which invoice it is about, with its number.

Or just say it to Hairlien

The same thing works with a sentence in the assistant's box, on any screen:

• stuur Thomas een factuur (send Thomas an invoice)
• maak een factuur voor mevrouw Peeters (make an invoice for Mrs Peeters)
• factuur voor de bon van deze morgen van Christine (invoice for Christine's receipt from this morning)
• stuur de factuur van gisteren naar Christine (send yesterday's invoice to Christine)

With no day named, she takes that customer's last closed receipt that has no invoice yet. If two customers share a name, she asks which one — with their names, and without guessing. If there is no receipt, she says so and makes none: an invoice comes from a receipt.

You see the same thing as in the window above: the receipt, the customer with the address the invoice goes to, the lines with VAT per line, the total, and two lines about sending: Via Peppol and Mailen. Nothing comes into being and nothing leaves until you press Confirm. If you asked to send it and the Peppol route is open, the invoice leaves as an e-invoice and as a pdf by e-mail — both, each on its own. If Peppol is closed, that line says why and only the pdf goes by e-mail. If you did not ask to send or mail it, both say nee and nothing goes out; with no e-mail address on the record or no mail server, the proposal says so beforehand.

If something is missing — your salon's VAT number or address, the customer's name — you get no proposal but the list of what is missing and where to fill it in. If the receipt already carries an invoice, or that cash day has gone to your accountant, she says so in plain words and names the road that is still open. The Facturen maken (Make invoices) right applies here too.

See The assistant.

What is on the invoice

The lines come literally from the receipt: the same descriptions, the same prices, the same VAT per line. A discount is on it as its own line too. That way the invoice matches the till receipt the customer already holds, to the cent.

At the bottom is the VAT summary per rate: taxable base and VAT amount, added up from the lines.

If the receipt was already paid at the register — and it nearly always is — that is on it as well: Betaald op … — Bancontact € 45,00 (Paid on … — Bancontact €45.00). The invoice then does not ask for money you already have.

Except with a transfer. If the receipt was settled (partly) by Overschrijving (transfer), that money is not in yet. The invoice then says Te betalen tegen … (payable by …) with the structured communication the customer mentions with their transfer, and only goes to paid once you match the transfer against your bank statement. See Matching bank transfers.

The salon's account number. If it is filled in under Instellingen → Het salon (Settings → The salon), it goes below the totals, with the BIC if there is one and — as long as something is still to be paid — the structured communication. In the e-invoice via Peppol it is stated as the payment method (a SEPA transfer to that account). Without an account number nothing is shown, as before.

The details are frozen. If you move next year, or the customer changes her company name, nothing changes about today's invoices. They show what was on them at the time.

Where do I find them?

Meer → Rapporten → Facturen (More → Reports → Invoices). They are all there, newest first, with filters on period, status and origin.

The list fits on your screen, even with the sidebar open. For each invoice you see:

With the columns icon at the top right of the list you hide the Verstuurd column if you do not need it.

At the end of each row there are two buttons as icons — hover over them for their name — and a Meer (more, the three dots) menu with the rest:

If a button cannot be used right now, it is shown disabled — in the menu too — and says why when you hover over it.

Nothing is ever mailed on its own. Nothing leaves until you press the button and confirm the window. If there is no e-mail address on the record the button is disabled — HairConnect does not derive an address.

If no mail can leave, nothing leaves — and the invoice is not called sent either. With no mail server set up yet, the Mailen button is disabled and says why, with the way there (Instellingen → Koppelingen → Mailserver). The invoice stays exactly as it was: no envelope under Verstuurd, no line in the log, and so it is still an invoice that has to be sent or handed over. Ask the assistant and Mailing says nee with the same reason — the invoice itself she does make.

The mail comes from your salon, in your colours, with your address as the reply address, and in the customer's language. The customer reads nothing about HairConnect anywhere.

Each route on its own. With Versturen the e-invoice and the e-mail each leave by themselves: if one fails, the other still goes, and the notification says what did not work and why. In the Verstuurd (sent) column the envelope only appears once the mail server accepted the e-mail, the Peppol paper plane only after the access point's confirmation. If you press Versturen again later, only what failed then goes.

To your own books: ClearFacts. If you filled in an e-mail address for sales invoices in the ClearFacts integration, every invoice and credit note goes there by itself in its own e-mail: the moment it leaves for the customer (the e-invoice if it went via Peppol, otherwise the pdf), or when it is issued if it goes nowhere. The ClearFacts icon in the Verstuurd column says it is there; hover over it for the date, the time and the address. An invoice never goes twice by itself. With Opnieuw naar ClearFacts you deliberately send one once more; the window says beforehand that ClearFacts will then make a second document of it. Invoices from Optios do not go by themselves: your accountant may already have them. If not, send them as a batch with Naar ClearFacts.

Downloading, one by one or as a stack

• Pdf per invoice, as above. For an invoice you made in HairConnect there is also UBL downloaden under Meer: the same invoice as an e-invoice file (Peppol BIS Billing 3.0), from the same frozen lines. Handy for an accountant who would rather import than retype.
• A stack. Tick invoices and choose Downloaden (pdf's en lijst) (download: pdfs and list) at the bottom, or press Download wat de lijst toont (download what the list shows) at the top for everything the filters show right now — a whole quarter, for instance. You get a zip with the pdf of each document and a file facturen.csv with number, type, origin, date, customer, VAT number, excl. VAT, VAT, total, status and whether the invoice sits on a till receipt. That list opens in Excel like the reports do: semicolons between columns, a decimal comma in the amounts.

Invoices from Optios

If you are moving over from Optios, your Optios invoices and credit notes are in this list too. They come along with the migration wizard and with every update round — see Moving over from Optios yourself.

• From which date is your choice: on the migration screen (Instellingen → Overstappen uit Optios) there is Facturen: alle overnemen (invoices: take over all) at the top. Set a date there — the start of your financial year, for instance — and the invoices from before it stay in Optios: they are not fetched, not imported and do not go onto the clean-up list. A credit note follows its invoice. Empty means everything; what is already in stays.
• They keep their Optios number, exactly as it is on the sheet: D2627 -28, CRED-D2627 -1. Underneath it says uit Optios (from Optios); the Herkomst (origin) filter shows only those.
• Pdf gives the Optios sheet itself, as your customer received it. HairConnect does not make a new version of it.
• Two series side by side. An invoice you make in HairConnect gets a number from HairConnect's own series (2026/0001, 2026/0002 …). That series does not continue counting from the Optios numbers: as long as you still use Optios, Optios keeps numbering too, and two invoices could then end up with the same number. Tell your accountant that two series run during the move.
• They never leave again via Peppol, and crediting or marking as paid is done in Optios: the credit note and the payment status come along by themselves in the next round. Mailing and downloading are possible.
• On a receipt or not. If the invoice was on a till receipt in Optios, it hangs on that same receipt here, and its turnover is not counted again — it is already in the receipt. An invoice without a receipt counts in the turnover of its own date, and a credit note subtracts on its own date. If the receipt itself is not here (older than the three years of receipts that come along), the invoice does not count as turnover outside the till; it is on the clean-up list.

Via Peppol: the e-invoice

Since 1 January 2026 an invoice between two Belgian businesses has to travel as a structured e-invoice over the Peppol network — a pdf by e-mail no longer suffices. A customer who pays in her company's name therefore expects the invoice in her accounting package, not in her mailbox.

HairConnect builds that e-invoice itself (UBL, Peppol BIS Billing 3.0) from exactly the same lines as the pdf: the same descriptions, the same amounts, the same VAT per line, the same number. Nothing is recalculated, so what arrives at the customer's accountant matches the till receipt to the cent. The sending itself is done by an access point — Recommand, with one account that HairConnect manages. You only switch on the E-facturen via Peppol integration under Instellingen → Koppelingen → Boekhouding; that registers your salon there as a sender. See E-invoices via Peppol.

What has to be right, in this order:

If something is missing, the button is disabled and says exactly what and where. If the access point does not answer that question, nothing is guessed: the button tells you to try again later, or to send the pdf by e-mail. A foreign VAT number is not possible today: only a Belgian enterprise number serves as a Peppol address here.

Sending never happens on its own. At the register the screen asks straight after making the invoice; in the list there is the Versturen (send) button. The window shows beforehand to which enterprise number, via which access point and what leaves, and to which e-mail address the pdf goes. Only once the access point confirms the transmission does the Peppol paper plane appear in the Verstuurd column — with the date and the transmission reference when you hover over it — and a line in the audit log. If the access point refuses, the invoice stays as it was on that side, the e-mail still goes, and the screen says what did not work.

Once. An invoice that has left via Peppol does not leave via Peppol again: the window then says when and with which reference. The e-mail goes alongside — the e-invoice for her books, the pdf for the customer herself — and those are two separate trails. Mailing again is always possible with Mailen, under Meer.

A credit note takes the same route, as an e-credit note with a reference to the invoice it corrects.

When does only the pdf go by e-mail? For a private customer without a VAT number, for a customer with a foreign number, as long as no access point is set up, and when the customer is not (yet) on the Peppol network. The window says so beforehand each time.

Correcting an invoice

Deleting is not possible. An issued invoice sits with the customer and with her accountant; quietly making it disappear would put their paper and your books in contradiction.

What you can do is Crediteren. That creates a separate document — a credit note — with the same lines but negative amounts, its own number from the same sequence and a reference to the invoice it corrects. The reason is mandatory and appears on the credit note and in the audit log.

Once, and no more. An invoice is credited at most once. After that the button disappears.

The sale itself is not affected: the receipt stays and the turnover stays counted. If the sale itself is wrong — wrong service, wrong amount — then it is the receipt that has to be reversed, at the register. See Reversals and the cash drawer.

One exception: a trial invoice. If you made an invoice to try things out and credited it straight away, the owner or a manager can make the pair disappear together with Proeffactuur verwijderen, under Meer in the row of the invoice or of its credit note in Meer → Rapporten → Facturen. That is only possible when all of this holds:

• the invoice was made in HairConnect, not in Optios, and it has been credited — together the two come to zero;
• neither of them ever went anywhere: not emailed, not via Peppol, not to ClearFacts, and no bank transfer has been matched against it;
• their day and their quarter are not yet with your accountant;
• they are the last numbers of the sequence: no other invoice was made after the credit note.

Why only then: whatever already sits with a customer, an accountant or on the Peppol network must not disappear here, and the numbering has to run on without gaps. That is why, after the removal, the sequence continues from the highest number that remains — if they were 2026/0001 and 2026/0002, your next invoice gets 2026/0001 again. If one condition does not hold, the button is disabled and says why. The receipt the invoice was on stays as it is, and the audit log gets a line saying who did it and which numbers disappeared.

Does the turnover now count twice?

No. The turnover is on the receipt and stays there. Daily takings, the turnover report, the VAT summary and whatever goes to your accountant add up till receipts only. An invoice is a document about a sale that has already been counted, not a second sale.

In the cash journal it does stand apart. What goes on an invoice is not a cash taking: that receipt drops out of the Contant ontvangen (cash received) column, and the day's invoiced total appears in its own column, Gefactureerd (invoiced). If the customer still paid cash at the register, that money keeps counting towards the drawer — it is in there — under Contant op factuur (cash on invoice). See Cash journal and transactions.

And in the daily takings it is mentioned. At the bottom of that report the block Facturen in deze periode (invoices in this period) appears: per document the number, the receipt it is about and the amount. Alongside it, the Gefactureerd (invoiced) column counts per day how many receipts of that day were given an invoice. Both are mentions — not a cent moves, the revenue stays where it was. They exist because your accountant gets two stacks: the daily takings and your sales journal. Without that mention he sees nowhere that it is the same sale, and he books it twice. See Daily takings and VAT.

That is also why an invoice can only come from a closed receipt, and never from an empty form.

A closed quarter

Every quarter everything goes to your accountant. Once a quarter is over and fully sent, it is fixed: nothing changes any more on an invoice from that period, and no new invoice can be added to a receipt from back then either — it would still shift the cash journal after the fact. The screen names the quarter: "Q2 2026 is afgesloten en naar de boekhouder gestuurd." (Q2 2026 is closed and sent to the accountant.)

What is still possible is Crediteren (credit). The credit note carries today's date and a number from the current financial year, so it lands in the quarter that is running now. The closed quarter stays exactly as it went to your accountant.

And then you make the correct invoice. As soon as the old invoice has been credited, the Nieuwe factuur maken (make a new invoice) button opens up again on that same receipt — even though the quarter is closed. Nothing shifts any more at that point: the cash journal for that day already counted that receipt as invoiced, and it keeps doing so. The new invoice carries today's date and a number from the current financial year.

Those two documents — the credit note and the invoice that replaces it — appear together in a separate block Correcties op een vorige periode (corrections on an earlier period), in the cash journal and in the daily takings of the current quarter, with the quarter and your reason alongside. They cancel each other out, and both are visible: a net zero in a totals column would look as if nothing had happened.

For a receipt it works the same way: a reversal is still possible, and it too lands in the current quarter, in that same block. See Reversals and the cash drawer.

Settings

Instellingen → Het salon → Facturen aan uw klanten (Settings → The salon → Invoices to your customers). There you find the payment term in days; fourteen by default. On an invoice already paid at the register the date is shown but asks for nothing.

Who is allowed to do this?

The right is called Facturen maken (make invoices) and sits on the staff record, under Rechten (rights). It is on by default for everyone who works the register: a business customer asks for her invoice at the counter, there and then.

If you would rather keep it with one person, switch the tick off per record — see Adding a staff member.

The list of invoices sits behind the Rapporten (reports) right, along with the other screens that show amounts.

Frequently asked questions

Can I make an invoice without a receipt? No. An invoice comes from a closed till receipt. That way there is never an invoice standing against turnover that is booked nowhere.

Can I choose the number myself? No. The number comes from your salon's sequence and runs without gaps. In an audit a missing number reads as a hidden invoice.

Can I send the invoice to an address other than the customer's? Not from the screen. Download the pdf and forward it yourself.

Does HairConnect send e-invoices (Peppol / UBL)? Yes, since September 2026. An invoice to a customer with a Belgian VAT number leaves as UBL (Peppol BIS Billing 3.0) over the Peppol network, via the access point you set up — see Via Peppol above. Without a VAT number or without an access point the pdf by e-mail remains the route, and the screen says so beforehand.

Do I need my own Peppol access point for that? No. HairConnect sends via its own access point (Recommand) and registers your salon there when you switch the integration on. You do not need an account anywhere else.