Master data for billing
What has to be in place in QUANTICAL.ERP before the first invoice run - invoice issuer with bank details, client with billing e-mail, invoice texts and number ranges.
An invoice comes from three sources: the company that issues it, the client who receives it, and the project that defines how it is billed. This page shows what you maintain once before the first invoice run. The settings on the project are explained under Billing types in the project.
Invoice issuer
The company on the invoice is maintained under Administration > My Organization. The pencil in the row opens the Edit Company dialog with the tabs Basic, Address, Contact, Bank Details and Legal.
Everything that carries the document icon next to the field appears on the invoice:
- Address: name and address in the invoice header and in the sender line above the recipient
- Contact: phone, e-mail and website in the footer. The Invoice Contact appears at the top right of the invoice as contact person and signs it at the end
- Bank Details: bank name, IBAN and BIC in the footer
- Legal: registration court, registration number, VAT ID and managing directors in the footer
If something is missing, the invoice run reports incomplete company data and names the section. You upload the logo under Settings > Administration > Branding & Design, it appears in the invoice header. If your organisation has several companies, mark one as the default invoice issuer. It issues all invoices unless you choose another sender company in the invoice run.
Client
Under Administration > Clients you maintain per client the client code, the name, the contact person and the address made of street, zip code, city and country. The address appears on the invoice, without it the invoice run warns you. The Billing Email is the address the dispatch from QUANTICAL.ERP goes to.
Invoice texts
You change the texts on the PDFs under Settings > Administration > Documents & Invoices. There is one tab each for the Standard Invoice, the Cancellation (Storno), the Internal Invoice (ILV), the Bonus Notification and the Invoice Dispatch.
Each document has five fields: Greeting, Invoice Introduction,
Payment Terms, Service Contact Note and Closing. An empty
field takes the default text. In the payment terms the placeholder
{days} inserts the payment terms of the project. The preview on the
right shows every change at once, and a sample PDF can be downloaded.
Number ranges
Invoice numbers run consecutively per year, for example 2026-0001. Credit notes and internal settlements have their own ranges with the prefixes G- and IC-. You see the next number of each in the Create Invoices dialog in the fields Next Invoice No., Next Credit Note and Next Internal No.. Enter another format there and QUANTICAL.ERP continues it from the next invoice on.
Payment terms, order number and client contact person belong to the project, not to the client. You find them in the billing details of the project.
Billing
From the booked hour to the paid invoice in QUANTICAL.ERP - billing types in the project, invoice run, receivables, dispatch with timesheets, cancellation, credit notes and intercompany settlement.
Billing types in the project
The billing details of a project in QUANTICAL.ERP - single billing, group billing, collective invoice, credit note, billing process, invoice file and timesheet requirement.