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Invoices & Documents

Recipients & Internal Contacts

This area is where you manage two important contact types: recipients for your documents and internal contacts from your own company. Both areas help you create invoices faster, more cleanly, and with less manual input.

Requirement: Active Company Profile

Contact management works together with the currently active company profile.

This means:

  • Contacts are used in the context of your active company
  • Without an active company profile, parts of this area stay restricted
  • Default values from contacts can later be reused in invoices and templates

The Two Areas at a Glance

Billance clearly separates between:

  • Recipients: Companies or people you send invoices to
  • Internal contacts: Contact persons from your own company

From the overview, you can switch directly to the area you need.

Managing Recipients

For recipients, you can currently store items such as:

  • Organization or person
  • Customer number and customer type
  • Multiple address profiles, for example billing and delivery addresses
  • Multiple contact profiles with roles such as purchasing, accounting, or headquarters
  • Email, phone, website, and electronic address for e-invoices
  • Buyer reference / Leitweg-ID, VAT ID, and further references such as purchase order or project
  • Invoice-related defaults such as output mode, price logic, tax type, payment account, or design template

You can also start a new invoice directly from a recipient.

Default Profiles and Invoice Defaults

Billance supports a default billing address and a default invoice contact profile for each recipient. In addition, the invoice defaults area lets you define which values should be prefilled automatically in new invoices.

This is especially useful when a customer always uses the same payment method, tax logic, or output format.

Completeness for Invoices and E-Invoices

Billance shows you when important recipient data is still missing.

The app distinguishes between:

  • information generally required for a normal invoice
  • information that is additionally important for e-invoices, such as electronic address or buyer reference

For public authorities, the buyer reference / Leitweg-ID is especially important.

Managing Internal Contacts

Internal contacts are your own contact persons, for example from sales, accounting, or management.

There you can store items such as:

  • Name
  • Email address
  • Phone, website, and further contact details
  • Department or role

An internal contact can be marked as the default contact and will then be preferred in documents and templates.

Working with List and Detail Views

Both recipients and internal contacts use the same general structure:

  • Left: List with search and actions
  • Right: Detail view of the selected contact

When switching away, Billance warns you if unsaved changes are still open.

History and Linked Documents

For existing contacts, Billance also shows a history.

There you can see, for example:

  • when the contact was created
  • which invoices or credit notes are linked to it
  • how those documents changed over time

Import & Export

Both contact areas support import and export features, for example for:

  • CSV
  • Outlook CSV
  • VCF

You can also generate empty CSV templates to prepare data in bulk.

Notes for Free & Premium

  • On the Free plan, up to 3 recipients and 1 internal contact are currently fully usable
  • Import and export features are Premium functions
  • Locked entries or actions are marked directly in the interface