Invoicing settings

Invoicing settings, under Settings → Finance & Business → Invoicing settings, defines the defaults applied to every invoice your organisation issues.

Billing data

The billing data section holds the seller address: the company name, address, and tax identification number shown to your customers on the invoices you issue. These are reused on each invoice so you do not re-enter them every time.

This is separate from your organisation's own billing address with Flowtly, which appears on the invoices Flowtly issues you for your subscription — see Subscription and billing.

Numbering and terms

Invoice name format — the numbering scheme used for new invoices.

Sending

When invoices are emailed, you can set the reply-to address and CC recipients (name and email) so replies and copies go to the right people.

E-invoicing

The e-invoicing section configures structured e-invoice delivery (such as KSeF). See E-Invoicing for the full setup.

Invoice tag groups

Tags let you code invoices and their lines by your own categories — cost types, cost centres, sales registers. They are set up under Settings → Invoice tag groups, which only administrators can open. Each tag group holds the tags (values) people can pick from, and each tag has a name, a short label, a sort order and, optionally, an owner who approves invoices in that category (see Invoice approval workflow).

Ordering tag groups

Tag groups appear in the same order everywhere: on this page, in every tag picker, and in the per-group budget report. An administrator sets that order:

Click Reorder groups. The groups collapse to one row each.
Drag a row by its handle to its new place. On a phone, press and hold the handle, then drag. With a keyboard, focus the handle, press Space, move it with the arrow keys and press Space again.
Click Done to return to the full list.

Each move is saved as soon as you drop it. If it cannot be saved, the groups go back to where they were and a message says so.

Groups nobody has reordered stay in alphabetical order, as before.
A new group is added at the end.
Everyone sees the order; only administrators can change it.
The spreadsheet export lists groups in the same order.

Limiting a tag to incoming or outgoing invoices

Some tags only make sense on one side: a sales register belongs on the invoices you issue, a purchase cost type on the invoices you receive. Each tag therefore has an Invoice direction setting:

Both incoming and outgoing invoices — the default.
Incoming (purchase) invoices only
Outgoing (sales) invoices only

The tag pickers then offer only the tags that fit the invoice in front of you:

On incoming invoices — including their lines and the categorisation tables — tags limited to outgoing invoices are not offered.
On sales invoices and their rows, tags limited to incoming invoices are not offered.
When choosing a counterparty's default invoice tags, a tag is not offered if it could not be used on any of the invoices its group applies to.

A few things stay as they were:

Nothing changes until you choose. Every existing tag is set to both, so all pickers keep offering it until someone sets a direction.
Tags already on an invoice stay there, and stay visible, even if the direction you set later would no longer offer them on that invoice. The setting only affects what can be newly chosen.
Other places are not affected. Tags used on projects, contracts, counterparties or bank transactions ignore the direction.

The setting appears only for tag groups that apply to invoices, or to everything. A group used only on projects or transactions does not show it.

Linking a tag to a project

A tag can name the project it usually goes with, so coding a purchase invoice with one fills in the other. Open a tag in a group used on incoming invoices and pick the project under Linked project. Clear the field, or choose none, to remove the link. The field is not shown on groups that are only used on projects, where the link would have no effect.

On a purchase invoice the link works in both directions:

Choosing the tag fills in the project, as long as the invoice is not yet assigned to any project. An invoice already split between projects is left as it is, so amounts you have already set are not divided again.
Choosing the project fills in the tag, as long as exactly one tag names that project and nothing is chosen yet in that tag's group. If two tags name the same project, choosing it fills in neither, because picking one would be a guess.

Either way it is a suggestion, not a rule: what is filled in can be changed or removed like anything you picked yourself, and no combination of tag and project is refused.

Giving a tag its accounting code

A tag can carry the book account it posts to, as your accountant names it. Open the tag and fill in Accounting code, below the description. The code is free text of up to 64 characters, so Polish letters, dots, dashes and underscores are all fine, and several tags may share one code. Leave it empty if the tag has no account of its own.

In the list of tags, a tag with a code shows it under its name as Account: followed by the code; hover over it to see the whole code when it is too long to fit.

The code matters for the Comarch Optima export: where a tag has a code, the file carries the code instead of the tag's name, and a tag without one is exported under its name. See Accountancy Exports.

Exporting and importing tags as a spreadsheet

To edit many tags at once, click Export on the Invoice tag groups page. It downloads a .csv file with every invoice tag group and its tags, which opens in Excel. Each row is one tag, and a group with no tags yet has a row of its own. The columns are:

id: the tag's identifier. Leave it as it is.
group: the tag group.
tag: the tag's name.
label: the short label. Leave it empty on a new tag and it is made from the name.
order: the sort order. Lower numbers appear first.
description: optional.
direction: incoming, outgoing or both.

Edit the file, save it as .csv or .xlsx, then click Import and choose it. Nothing is saved yet: Flowtly first shows what the file would do, with the new groups, new tags and changed tags. If a row has a problem, such as a label longer than 32 characters or an unknown direction, it is listed with its line number and nothing can be applied until the file is fixed. Click Apply changes to save.

An import never deletes. A tag missing from the file stays as it is. Delete tags on the page itself.
Renaming or moving a tag works through the id: change the name or the group on that tag's row.
Copying the tags to another organisation: import the same file there. Its ids are not recognised in the other organisation, so rows are matched by group and tag name, and whatever is missing is created.
Only invoice tag groups are exported and imported. Tag owners are not in the file and are left unchanged.

Example use cases

Adding the accounting team as a CC on every invoice email.
Limiting the tags of a sales-register group to outgoing invoices, so they stop appearing when someone codes a supplier invoice.
Linking each cost-centre tag to its project, so a supplier invoice coded with the tag arrives at the right project without a second pick.