Tap Select customer, pick an existing one, or tap + for a new one. Searching by company name or KVK number fills in the name, address, and numbers automatically. Name, email address, and address are required for invoicing.
Create and send an invoice
Build a professional invoice with your own line items and VAT, preview the PDF, and send it straight from AirBill — with an online link for your customer.
Tap Invoices in the bottom bar, then the + at the top right. Everything for one invoice is filled in from a single screen.
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Select or create your customer
The invoice list. Drafts sit at the top; the tiles also work as filters. -
Check the dates and payment term
Under Payment schedule the invoice date defaults to today and the due date to 14 days. Choose Upon receipt or In 7, 14, 30, or 60 days, or pick a fixed date. A delivery date and service period are optional.
A draft invoice with customer and payment details filled in. The invoice number is assigned on issue. -
Add your line items
Tap Add item. Per line: a name (with suggestions from earlier invoices), an optional description, Qty, Units (Hours, Days, Pieces, Kg), Price, and VAT (21%, 9%, or 0%). Subtotal, VAT per rate, and total update live at the bottom.
Editing a line item. Using the KOR small-business scheme? VAT then defaults to 0%. -
Check the business account and language
Business account is the IBAN that goes on the invoice — where your customer transfers the money. It defaults to your first connected account. Invoice language sets Dutch or English for this invoice.
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Preview and save the draft
Preview shows the invoice as a PDF. Save draft puts it at the top of your list under Drafts — nothing has been sent yet.
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Choose how to send
Open the draft and tap Send:
- Send via AirBill — AirBill emails the invoice for you.
- Send from my email — you send it yourself, with the PDF attached.
- Mark as sent — you already sent it another way.
Whichever you pick, the invoice is issued and gets its invoice number.
The send options. Sending via AirBill is the fastest route. -
Send the email
Chose Send via AirBill? Check the address, subject, and message — all editable, with an optional CC. The invoice is attached as a PDF and as a UBL file (e-invoice). Tap Send invoice.
The invoice email before sending. The text is ready to go, but fully editable.
Sending through AirBill needs an active AirBill email address — that’s the sender. Set it up under Profile → AirBill Email first.
What happens next
- Your customer receives the invoice as PDF and UBL attachment, plus a link to view it online — see How your customer pays.
- The status becomes Sent, and Overdue if the due date passes unpaid.
- With Send reminders on, AirBill emails reminders around the due date.
- Payment arrived outside your connected account? Open the invoice and choose Mark as → Paid.
Common problems
Sending is blocked
See Sending through AirBill doesn’t work — it covers the message you’re seeing and its fix.
You can't select a customer
If the customer is missing billing details, AirBill asks you to complete them first.
You can't edit a sent invoice
An issued invoice can no longer be edited or deleted. Create a credit note via ⋯ → Credit invoice and send a new one; Duplicate starts the new one with the existing content.
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