Finance
Quotes, invoices, contracts, products and templates.
36 articles
Text positions and text blocks in quotesAfter reading this you can place free sentences as text positions between your items, move them like a line item and add frequently used sentences to a quote as text blocks with one click — and you still structure a quote with sections.Convert a Quote into a Delivery Note or InvoiceAfter creating a quote, you can create a matching delivery note or invoice directly and import the booking line items with a single click.Having a quote signed and the signed PDFHow a customer signs a quote online, what the signed PDF contains, where you find it, and how to regenerate it when you need to.Creating a deposit invoice — and deducting it on the final invoiceAfter this article you can create a deposit invoice from an accepted quote, you know how the amount is split across tax rates, how the deposit is deducted again on the final invoice, and how to have both created automatically on acceptance.Working with Templates in UniventsAfter reading this guide you will know which template types exist in Univents, how the central Templates Hub organizes them, and where to create item templates, finance document templates, and layouts in detail.Creating an order confirmationTurn an accepted quote into an order confirmation with its own number in one click, send it, and keep it with the event.Export documents as a package (Excel list, PDFs, e-invoices)After this article you know how to download the documents of a period as a single ZIP — with an Excel list, all PDFs and the e-invoices — and what the last two columns of the list mean.BMD export: send invoices to accounting as a journal batchDownload outgoing invoices as a CSV journal batch for BMD NTCS: maintain accounts on products and contacts, set defaults, check the preview, hand the file to your accounting team.Compose a buffet or menu in a quoteBuild a buffet from your own products instead of typing it: pick dishes, assign courses, set a price per guest. It appears on the document as a single item with the course structure, without per-dish prices.DATEV export: send invoices to your accountant as a journal batchDownload outgoing invoices as an EXTF journal batch for DATEV: set the options, check the preview, understand which invoices are missing and why, hand the file to your accountant.Setting document numbers & pricing conditionsUnder Settings > Finance Documents you set the prefixes for your quote, invoice, delivery note, and credit note numbers, and control how the pricing condition popup is pre-filled for your entire team when adding line items.E-invoice (XRechnung) for invoices and credit notesAfter this article you'll know where to find the e-invoice (XRechnung XML) for an invoice or credit note, how to attach it to customer emails automatically, and what the 'e-invoice incomplete' note means.Capture a supplier invoice from a photo or PDFAfter this article you can upload a supplier invoice as a photo, PDF or e-invoice file (XRechnung/ZUGFeRD), have it read automatically, check the values, reconcile it against the matching order if you want, assign it to a budget envelope, book it and later mark it as paid.Financial Documents: Quotes, Invoices & Delivery NotesCreate, edit, send, and manage the status of quotes, invoices, and delivery notes directly within an event — including the warning when the email template is switched off.Finance Document Templates: Create & UseAfter reading this article you'll be able to save a complete quote, invoice, or delivery note — including due date, clerk, and layout — as a finance document template and apply it to new documents with a single click.Item Templates: Create & InsertAfter reading this article you'll be able to save recurring positions as an item template and insert them into any quote, invoice, or delivery note with a single click.Following up on overdue invoices internallyAfter this article you know how to keep overdue invoices on your radar internally — through the Payment reminders overview, the dashboard notice, or an automation that creates a task. The earlier per-invoice follow-up task no longer exists.Till reconciliation: check till bookings and adopt them onto the final invoiceIn the till reconciliation you see all bookings from the till, assign receipts to events, adopt consumption by product group and tax rate onto the final invoice, and review cash sales per day.Setting up the small business scheme (§ 19 German VAT Act)After this article you can switch your workspace to the small business scheme so quotes and invoices are created without VAT and carry the required note.Layout history: restoring an earlier stateAfter reading this article you'll know how to view and restore an earlier state of your layout in the Layout Editor — and what happens to your images when you do.Adopt a supplier quote into your own quote — with a markupAfter reading this article you'll know how to upload a supplier's quote (AV, catering, staffing) as a PDF or a photo, review the line items we read out, set a markup and adopt them into your own quote or invoice — with the cost price stored, so contribution and margin add up.Dunning: payment reminder, first reminder and final reminderAfter this article you know how to chase overdue invoices in three stages, what the cut-off date and backlog invoices mean, how fees, interest and the flat fee are calculated, and how to send reminders one by one, in bulk or automatically.Placeholders: which ones exist and where they applyAfter reading this you will know the three places Univents uses placeholders, how each one is written, where the full list lives, and why you cannot invent your own.Enter prices gross or netYou can enter prices either as net or as gross amounts. Univents derives the other side, and a gross price you quoted appears on the document exactly as promised. The setting applies to the whole workspace; a document inherits it when you create it and keeps it from then on.Creating & configuring productsYou know how to create new products of every type in the inventory, set prices, link categories and availability, and configure products for automations.Set up the Swiss QR-billAfter this article you'll know how to attach the Swiss QR payment part to your invoices, what you need to store for it, and when no payment part appears.Creating an invoice without an eventAfter this article you can issue an invoice straight from a contact, without creating an event first.Reverse charge: get the hint, make the call yourselfAfter reading this article you know when the reverse charge may apply, when it does not apply to services on site, and how to set and clear the flag on a document.Creating contract templatesAfter reading this, you'll be able to create, rename, and delete contract templates, and select a template when creating a new contract.Record consumption and bill the actual quantityAfter reading this you can set additionally provided articles to be billed by consumption, have your crew record the actual quantities in the employee portal and adopt them onto an invoice in one click — with no approval step.Create, manage & sign contractsAfter reading this, you'll be able to create contracts, edit them, track versions, and invite recipients to sign electronically via eIDAS-compliant signature.Using the Template Library and Layout EditorAfter reading this article you'll know which ready-made quote templates the Template Library holds (Classic Portrait Light plus five catering designs), how to add one and adjust it to your design in the Layout Editor — font, colors, logo, pages, images, custom texts and product categories, plus formatting individual words, gradients, border and corner radius, rotation, opacity, image effects, an overlay above the page background, column styles with dot leaders in the items table and a free table, with a live preview. It also covers what your Word template now brings along (header from page 2, shapes and lines, image rows, tables, the table of optional items), how to choose between Page 1 only, All pages and From page 2 on an element, how to set up a free table row by row, how to move and remove blocks in the text flow and how to take all lines off a table, how to take changes back with undo and redo, and how the check on the last document runs before switching to the new engine.How do I create layouts for financial documents?Layouts for financial documents: build a Word template with placeholders (including downloadable templates and the complete placeholder reference), design colors and borders, and assign the layout to a quote or invoice.How do I get started with quote & invoice templates?After reading this, you'll know whether you need an item template or a finance document template, and where to find the detail article for the next step.Payment matching: import a bank statement & reconcile invoicesUpload a bank statement as a CAMT.053 file, have incoming payments automatically matched to open invoices, and mark them paid with one click.Surcharge on the document totalAdd a percentage surcharge on the sum of all positions — split correctly across mixed VAT rates.
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