Invoices
The invoices you issue, year by year. Here you record them or import them from their PDFs, mark them as paid and repeat them.
The table#
One row per invoice for the period. It handles like a Finder list: try selecting, right-clicking, changing a status, copying a cell, deleting and undoing.
- +: create one by hand or import files. Beside it, search and sort.
- Totals bar: pinned to the bottom, each figure under its column, adding up what you see.
- Fixed header: the title, the period and the toolbar stay at the top, and the rows blur as they pass underneath. Desktop only.
- Other currencies: the amount with its sign and, below, its euro equivalent.
Statuses#
A dot: amber pending, green paid. One click changes it. Pending ones count the days unpaid.
Gap in numbering#
If a number is missing (12 and 14, but no 13), a ⚠ warns at the top. The tax office requires consecutive series. Each series is checked on its own, even when the number ends in a client code (F2026-3-005-UIA), and “_copy” duplicates don't count. If the gap is on purpose, hide it with its ✕: it won't come back for that number. It doesn't show on mobile.
Row menu#
Right-click on a row, or the “⋯” button at the end of the row:
- Edit: opens the panel with the invoice.
- Repeat: opens a new invoice with the same client, base and rates, dated today. For the ones you send every month.
- Mark as paid / pending.
- Delete: no confirmation, with Undo for a few seconds.
With several rows selected (⌘ or Ctrl + click to keep adding, ⇧ + click for a range), the menu offers marking them or deleting them.
Creating an invoice#
+ Invoice, or the N key from any page. The panel opens, a grouped list like the one in Settings; on a phone, a sheet that slides up from the bottom.
| Field | Detail |
|---|---|
| Client | From your list, or created by typing the name. It brings their rates (no VAT or IRPF if they're abroad; no VAT if their address is in the Canary Islands, Ceuta or Melilla, which are outside VAT) and the project of their last invoice. |
| Project | Optional. Counts towards its revenue and margin. |
| Date | Today, if you're in the current year. It has to be in the selected year. |
| Invoice # | Suggested (marked «suggested»): the next in your series, with the quarter if it has one and the client's code at the end if you use it. If your software gave it another, type that one. |
| Base | The invoice's, before taxes. |
| VAT and IRPF | The client's by default. The IRPF i tells you when it's 15, 7 or 0 % (Navarre has no 7 % for starting out). |
| Currency | The one the invoice is in. With anything other than the euro, a row with its ECB exchange rate appears. |
| Paid | A switch: off, pending; on, paid. |
Below, the receipt: the base, the VAT and the IRPF, each with its coloured dot, and the total in large.
If you close a saved invoice with unsaved changes, it asks first: save, close without saving or keep editing.
The invoice itself is issued with software approved for your tax authority (VeriFactu in the common territory, where the AEAT has a free one; TicketBAI in the Basque Country) and here you keep its figures. If you already have their PDFs, bring them in with the importer.
Currencies and exchange rate#
Fyal keeps the books in euros. An invoice in dollars or pounds stores its base in the original currency and, via the exchange rate, the base in euros the taxes use. VAT and IRPF are computed on the base in its own currency.
The rate is the one for the accrual date, which is almost always the invoice date:
| Case | Day of the rate |
|---|---|
| The usual | The invoice date. Filled in for you. |
| Service finished before invoicing | The day it finished. |
| Payment in advance | The day of the payment. |
| The day you converted the currency | No. What you gain or lose on the conversion goes separately, not on the invoice. |
Invoices without a euro baseIf an invoice in another currency is left without an exchange rate, Fyal can't convert it: it's left out of the net profit and the instalment, and the income-tax block on the Overview says so. Open it and set the rate.
Importing invoices with AI#
If you already have the invoices as PDFs (or photos), there's no need to type them. The + → Import button opens a window where you drop the files, or just drag them onto the Invoices page. The AI reads each one and Fyal checks its figures add up to the printed ones before letting you save. Its data is stored, not the PDF.
- Drop the files. PDF, JPG, PNG or HEIC, several at once.
- Wait for the analysis. Each row fills in as it finishes; the ones waiting their turn show an empty circle.
- Check the amber rows. Tap the «!» to see what's wrong and fix it in the row, or press «It's fine». If the client looks like one you already have, it asks whether it's the same: «Yes, it's…» links it to that client.
- Save N invoices. You can save the ready ones while others are still being read: they leave the list and the window stays open for the rest. If one fails to save, the rest still save and you're told which didn't.
| Sign | What it means |
|---|---|
| ✓ | Everything adds up: it's saved. |
| ! | Something to check: the figures don't match the printed ones, the AI couldn't read a field (on a VAT-free invoice, the client's country too), a VAT-free invoice is to a Spanish client, the client looks like you, the number doesn't follow your series, the date is from another year or in the future. |
| ! | Already in Fyal, or twice in the list: it isn't saved. |
Each imported invoice's date must belong to the selected year. If you're importing invoices from another year, switch the year at the top first.
In another currency, the rate is the ECB one for the issue date, and it changes if you correct the date in the row.