Overview

  1. Creating an invoice
  2. Listing available invoices
  3. Tracking payment status
  4. Editing an existing invoice
  5. Printing and export to PDF
  6. Configuring rounding behavior
  7. Multiple currency support
  8. Configuring invoice output
  9. Miscellaneous settings
  10. Keyboard shortcuts

Creating an invoice

On startup, the app creates a new invoice by default. You can either use this precreated invoice or start a new invoice at any time by clicking on the "New" button in the toolbar.

Invoice Number autogeneration

Factura Invoice autogenerates invoice numbers based on the last saved invoice by scanning the last entered invoice number for a numerical value and then increasing it. This allows you to enter a custom formatted invoice number once and then let the app handle it for future invoices.

Due date

The due date for new invoices is also automatically generated a fixed number of days in the future. The interval in days used to generate this due date can be modified by increasing or decreasing this value from the settings.

Adding new items

Upon creation of a new invoice, one item is added to begin with, you can then add or remove additional items as you require.
Every item accepts an Item name (which can include its description), its unit price and quantity of items sold. Simply click on each of these fields to enable text editing and enter the appropriate value.

The item total is automatically calculated and is used to calculate the Subtotal which is the sum of the totals for every item sold.

You can remove an existing item by clicking on the '-' button at the right edge of the item.

Additional charges, taxes and discounts

Additional charges such as shipping, various taxes, etc, as well as deductions such as coupons and discounts can be entered below the items.

These entries can be either a fixed amount or a percentage of its previous value.
By default, new entries are added as a precentage. To change this, click on the % dropdown button next to the amount and select the currency instead.

To enter deductions such as discounts and coupons, the amount needs to be entered with a negative sign (for e.g. -10) to ensure that the value is deducted instead of added.

When entering multiple percentage entries, care should be taken to ensure that they are in the correct order, as they are calculated as a percentage of the preceding amount rather than the subtotal, and so any change to the ordering of these entries will result in a different total

For e.g. If shipping of $10 is entered as the first entry, and then a tax of 10%, the tax will be calculated on the item subtotal as well as shipping. Whereas if the first entry is the tax, and then the shipping, the tax amount will be calculated on the subtotal alone.

Notes and footer

You can enter notes to the customer as well as footer text to your invoice.
The notes field should be used for notes which change from invoice to invoice, whereas the footer should be used for text to be included at the bottom of every invoice, such as tax identification numbers, etc.

Keyboard only navigation

Factura Invoice is designed such that most editing tasks should be possible to acheive using the keyboard alone.

Use the 'Tab' key to move to the next field and 'Shift+Tab' to move back
To use a button such as the 'Add Item' button, tab or Shift+Tab until the button is selected and then press the 'Space' key.
Press ⌘ S to save the invoice and preview it.

Additional keyboard shortcuts are listed at the bottom.

Listing available invoices

To view all the available invoices, click on the List button in the toolbar.

You can filter the list output by the customer name or invoice number by entering it in the search field at the top.

Additional options are available to set the order in which the invoices are displayed. You can sort the invoice list based on the Invoice Date, the Customer Name or the Invoice Status.
By default the invoice list is sorted by date. To change the sorting, click on the 'Date' button below the 'Sort By' text in the top right corner and select the new sorting criteria.

The sorting order can be similarly set to either ascending or descending.

Tracking payment status

You can track whether an invoice has been paid or not from within the app itself.
In the invoice list, the payment status is displayed along with the invoice details as a red image for unpaid invoices and green for paid.

To change the status of an invoice from unpaid to paid or vice versa, click on this red or green image and select a new status.

To view all paid or unpaid invoices together, click on the sorting criteria on the top right corner of the invoice list tab (sorted by date as default) and set it to sort by status.

Please note that partial payments cannot be tracked from within the app.

Editing an existing invoice

Sometimes you may wish to edit an invoice that has already been saved.

To do so, first open the invoice from the invoice list, this will open the invoice in preview mode. Click on the 'Edit' button at the bottom of the window to open the invoice in the editor instead.

You can now add, modify or remove values similar to how you would for a new invoice.

Printing and export to PDF

The invoices that you create can be printed out to a printer or saved as a PDF for mailing to your clients, or backup purposes.

To print any invoice, simply open it from the list (either by double clicking on it or clicking the view button or by selecting it in the list and pressing the return key.)

This will show a preview of the invoice, with three buttons at the bottom of the screen which allow you to

  • Edit the invoice
  • Print a copy
  • Save it as a PDF document

Configuring rounding behavior

The default rounding behavior should be sufficient for most users, however the app takes into consideration that different users may require apps to be rounded differently.

You can set the rounding behavior used by the app from the settings tab.
The rounding is affected by the precision and rounding mode that you select.
The precision decides the number of fractional digits you wish to round values to, and can be set between 0 and 3.
For e.g. a value of 102.33333 would be rounded to 102.33 at a precision of two, but to 102 at a precision of zero with the default rounding mode.

While the precision can be set to a max of 3 in the settings, if the currency doesn't support precision upto the chosen value, the lower value allowed by the currency will be used.
For e.g. Various middle eastern currencies allow fractional values upto the thousandths of a unit (i.e. a precision of 3) however currencies such as USD and GBP only allow currency precision to the hundredths i.e. 2 fractional digits. In such case, if a user has set the precision in settings to 3, the actual rounding will still be to a precision of 2.

The rounding mode allows you to choose to always round down or always round up, or to use the defaults, which round to the closest value.
The default mode and Bankers mode are similar except in cases where the value to be rounded is equal in difference to the next highest or lowest value.

Multiple currency support

Multiple currencies within a single invoice are not supported by Factura Invoice. However, Factura Invoice supports having different invoices using different currencies.

So, you could have a for e.g a few invoices for your North American clients which use USD as the currency, and at the same time, another set of invoices which use GBP for your clients in the UK, and so on.

Switching to a currency from within the app is not supported. Instead, you must change your region from the OS X System Preferences in Language and Region.

For the new region and its currency to take effect, you will need to restart the app.

Configuring invoice output

You can easily configure which fields appear in the final invoice preview and in the printed or PDF version, from the settings.
In the settings tab, simply deselect the fields you do not wish to display in the invoice, to hide them

Hiding a field will not affect any stored values in existing invoice, simply its display.
While disabling a field prevents autogeneration of its value for text fields, values will still be generated in case of dates such as invoice date and due date.

Miscellaneous settings

By default, Factura Invoice sets the due date for a new invoice to be 14 days from the current date. You can modify this time period from the settings.

Any time that an invoice is saved, Factura automatically creates a PDF backup of the invoice. Over time, the backup may grow to take up a lot of space or you may wish to move them to another disk to have a backup in case of disk failure

To view these backups, go to the settings tab and click on the view backups button.

Keyboard shortcuts

⌘ N   Create a new invoice
⌘ S   Save changes to the current invoice
⌘ P   Print invoice
⌘ W   List all invoices