An invoice without a till receipt
Updated on 2026-10-05
Not everything goes through the till. A wedding paid for afterwards, a company that works on invoice, a collaboration with a photographer, a training course you give: money that is revenue, but that no till receipt belongs to.
For that, you create an invoice without a receipt. It takes its number from the same series as the invoices you create at the till, it appears in the same list, and it counts towards your revenue and towards what your accountant receives.
Where
Reports → Invoices → New invoice.
Is there a receipt after all? Then create the invoice at the till, on that receipt — see Creating an invoice. Two invoices for the same sale are two documents that can both end up with your accountant.
To whom
A customer record is not required. A company that takes a single training course with you does not belong in your customer base.
- Does the customer have a record? Choose it under Existing customer. The fields below fill with their invoicing details — or, if there are none, with their ordinary name and address. You can still adjust them afterwards: what ends up on the document is what stands in those fields.
- No record? Leave Existing customer empty and fill in the fields yourself.
The VAT number fills in the rest
Type the VAT number and press Fetch details: HairConnect checks it with VIES, the register of the European Commission. You see side by side what VIES returns and what is currently filled in, and nothing changes until you press Adopt.
Three answers are possible, and all three mean something different:
| What VIES says | What happens |
|---|---|
| The number exists | The name and address appear as a proposal. Check them — a register is sometimes years out of date. |
| The number does not exist | You get a message and nothing is filled in. Usually it is a typing error. |
| VIES does not answer | You get a message and you simply fill in yourself. A Commission service having a hiccup does not hold up your invoice. |
The address comes back as one line, exactly as the register gives it. That is deliberate: the shape differs per member state and no postcode or town can be cut out of it reliably. If you want it split, type the postcode and town yourself in the fields below.
What you do not know, you leave empty. An empty field on an invoice is better than an address that sounds plausible and is wrong.
If no address field is filled in, Adres shows in orange Er staat geen adres op deze factuur (there is no address on this invoice), asking you to fetch it with Gegevens ophalen or type it yourself. If the client record carries invoicing details but no invoicing address, the home address is not taken over: it is often not the address of the company. Issuing is still possible; the Factuur uitgeven window then says it once more: Let op: er staat geen adres van de klant op deze factuur (note: there is no client address on this invoice).
What is invoiced
Every line has a description, a quantity, a unit price and a VAT rate. Prices include VAT, just as at the till; HairConnect works out the taxable amount per rate and puts it at the bottom of the document.
Under From your list you pick a service or a product of your salon; that fills in the description, the price and the rate. After that it is ordinary text you may adjust. What stands on an invoice is frozen at the moment you issue it: if you raise the price of "Bridal hair" next year, today's invoice does not change along.
VAT is calculated per line. Three lines of €3.33 together come to €9.99 with €1.74 VAT — not €1.73, which is what you get by calculating on the total.
The date
The invoice date determines the financial year and therefore the number. By default it is today.
- In the future is not possible. An invoice carries the day on which you issue it.
- In a period already sent to your accountant is not possible either. Those figures are with him and do not change any more. Give the invoice today's date instead.
Issuing
Press Issue invoice. A window first says what is going to happen: to whom, how many lines, the total, the VAT per rate, and whether it can go out afterwards as an e-invoice via Peppol or not — with the reason.
Only on confirmation does the invoice come into being and does its number fall. While you are typing there is nothing: no document, no number, no gap in the series if you close the screen.
It then stands in the Invoices list, with buiten de kassa (outside the till) under its number. From there you fetch the pdf, email it, or send it as an e-invoice via Peppol — exactly like an invoice that does come from the till.
An issued invoice does not change and does not disappear. If something is wrong, make a credit note. See Creating an invoice.
Once it is paid
Unlike an invoice from the till, this one sits on Uitgegeven (issued): it has not been paid yet. Once the money is in your account, press Op betaald zetten (mark as paid) in the list. Only the status changes and a line is added to the log — the invoice itself does not move, and cannot any more.
Your revenue figures are not affected by this. They follow the invoice date, not the day of payment.
Where that revenue ends up
This is the part that concerns your accountant.
| Where | What you see |
|---|---|
| Reports → Revenue | A column Facturen (invoices) next to Services and Products, and a row Facturen buiten de kassa (invoices outside the till) in the breakdown. They only appear if such invoices exist. |
| Reports → Daily takings | In the Facturen in deze periode block, with Zonder bon — niet in de dagontvangsten under Verkoop and the Excl. btw and Btw columns added. |
| Reports → Cash book | In the Invoiced column, just like an invoice on a receipt. It does not count towards the drawer — no money came in. |
| To the accountant | The daily takings report goes along as a csv in the email, with that block in it. The invoice itself goes separately, in its own email, to ClearFacts — if you filled in a sales invoice address there. |
The daily takings themselves remain the till. The block sits below and not in between, because they are two different books: a till receipt is money that came in, a sales invoice is a claim. Adding them together yields a figure that is neither your till nor your sales journal.
For the same reason, an invoice without a receipt does not go along in the daily takings sent to an accounting package such as ClearFacts or Yuki: those contain till revenue. It stands in the report your accountant receives, and the invoice itself goes in its own email to your salon's ClearFacts Inbox — just like an invoice from the till. If the ClearFacts integration has no sales invoice address, you deliver it to your accountant yourself. See To the accountant.
Nothing is counted twice. An invoice on a receipt concerns revenue that is already in the daily takings and is added nowhere. An invoice without a receipt exists only there.
Who may do it
The same right as invoicing at the till: Create invoices (kassa.factuur). See Adding a team member.