Making an invoice
Updated on 2026-09-04
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:
| What | Where you enter it |
|---|---|
| Salon name | Instellingen → Het salon (Settings → The salon) |
| Salon address | Instellingen → Het salon |
| Salon VAT number | Instellingen → Het salon |
| Customer name | the customer record |
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.
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
- Find the closed receipt (the Afgesloten (closed) column on the right).
- Press Factuur maken (make an invoice).
- The window shows what will be on the invoice: from whom, to whom, the lines, the VAT per rate and the total.
- 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.
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.
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, it takes that customer's last closed receipt that has no invoice yet. If two customers share a name, it asks which one — with their names, and without guessing. If there is no receipt, it 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 whether it will be mailed. Nothing comes into being and nothing leaves until you press Confirm. If you did not ask to send or mail it, Mailing says nee and nothing goes out; with no e-mail address on the record, 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, it 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.
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 and status.
| Button | What it does |
|---|---|
| fetches the sheet, in your salon's colours | |
| Mailen (e-mail) | sends the pdf to the e-mail address on the customer record |
| Crediteren (credit) | makes a credit note, with a mandatory reason |
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.
The mail comes from your salon, in your colours, with your address as the reply address. The customer reads nothing about HairConnect anywhere.
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.
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.
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)? Not yet. A pdf goes out by e-mail; no structured invoice is sent to a network.