Writing invoices·DE
Invoice presets and structured invoices
Templates with fixed prices and open quantities, section headers with intermediate sums, and a freely definable introduction text.
What an invoice preset is
An invoice preset (Master data → Invoice presets) is a reusable template: line items, prices, tax rate, subject, introduction text. When creating an invoice you pick the preset - everything is prefilled and stays editable.
Fixed prices, open quantities
The classic case: same unit prices, different quantities every month. Leave the quantity empty in the preset - when applying it, Accountix asks for exactly those values:
| Line item | Unit price | Quantity |
|---|---|---|
| Letters mini | EUR 0.40 | open |
| Letters maxi | EUR 1.80 | open |
| Drop-off flat fee | EUR 60.00 | 1 |
The monthly invoice takes seconds: pick the preset, type two quantities, done.
Sections and intermediate sums
For structured invoices, every row has a type: line item, header, or subtotal.
- Headers ("Production", "Postage", "International") structure the table; they carry no amounts and no position number.
- A subtotal automatically sums all line items since the previous subtotal - across several headers if needed.
- Position numbering counts real line items only.
Example layout: header "Production" with five items, "Subtotal" (computes itself), then "Postage", "International", "Registered mail" with more items and a second "Subtotal". That produces an invoice with a clean block structure - while the e-invoice (ZUGFeRD) contains only the real line items and stays standards-compliant.
Introduction text
The sentence above the table ("as agreed, we invoice the following ...") can be replaced per preset and per invoice - including placeholders: "for services rendered from {customFields.von} to {customFields.bis} on project {customFields.projekt} we charge:". Every invoice sounds like your business, not like software.
Placeholders Accountix fills in for you
Besides your own fields, Accountix knows three fixed placeholders. They work in the payment reference, the title, the intro text and the line descriptions - and therefore also in the payment QR code and the e-invoice:
| Placeholder | is replaced by |
|---|---|
{month} | month of the service period, spelled out ("September"). Without a service period: the month of the invoice date. |
{year} | year from the same source ("2026") |
{nr} | invoice number |
A reference of "Porto Social Media {month} {year}" therefore reads "Porto Social Media September 2026" on the September invoice. English invoices get the English month names. For recurring invoices this means: set the preset up once, and every monthly invoice carries the right period in its payment reference.
The invoice view shows the title, the line items and the payment reference with the same resolved values as the document. When you edit the title, the placeholders reappear so they stay in place. Reminders also receive {title} and {reference} resolved.
Preset or subscription?
- Preset = same structure, changing content, triggered manually.
- Subscription = same content, automatic schedule.
They combine: an invoice created from a preset can afterwards be set up as a subscription.