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Invoices

Invoices are the heart of your business in Frihet. Here you will learn how to create them, edit them, change their status, and everything you need to know about their lifecycle.

Create an invoice​

Method 1: From scratch​

  1. Open the Invoicing module → Invoices
  2. Click on New invoice (or use Alt+N)
  3. Select the client from the list (or create it on the fly by typing their name)
  4. Add item/service lines
  5. Review taxes, discounts, and total
  6. Click Save as draft or Send directly

Method 2: From a quote​

  1. Go to Quotes and open the one you want to convert (it must be in Accepted status)
  2. Click Convert to invoice
  3. Frihet will automatically copy client, lines, and settings
  4. Save or send

Method 3: Duplicate a previous invoice​

  1. Open the invoice you want to duplicate
  2. Click More options → Duplicate
  3. A draft copy will be created with a new number
  4. Edit as needed

Invoice structure​

Client data​

  • Client name — Required
  • Client Tax ID — Used for VeriFactu and tax compliance
  • Client email — For sending the invoice automatically
  • Address — Shown on PDF

Item lines​

Each line contains:

FieldDescription
ConceptDescription of the item/service
QuantityNumber of units
U.P. (Unit Price)Price without taxes
DiscountPercentage or fixed amount
Line totalCalculated automatically
VAT Type21%, 10%, 4%, 0% exempt, or others

Tip: You can select items from the catalog with Ctrl+Space in the concept field, and Frihet will automatically fill in the price and VAT.

Totals and withholdings​

Frihet automatically calculates:

  • Subtotal — Sum of all lines
  • Discounts — Applied at invoice level (optional)
  • Taxable base — Subtotal minus discounts
  • Taxes — VAT and other taxes by type
  • Withholdings (Personal Income Tax) — If applicable
  • Total payable — Final amount

Invoice statuses​

Draft​

  • Invoice not sent or recorded
  • You can edit it freely
  • Does not appear in tax reports or the VeriFactu hash chain
  • Actions: Edit, Send, Convert to corrective, Duplicate, Delete

Sent​

  • You have sent the PDF to the client
  • You cannot edit lines (only metadata like email)
  • It has been recorded in the VeriFactu hash chain
  • Actions: Mark as paid, Create corrective, Resend by email, View PDF
  • The client has paid
  • Fully executed
  • Appears in reports as income
  • Actions: View PDF, Create corrective, Unmark as paid (if it was an error)

Overdue​

  • The due date has passed and it is not marked as paid
  • Frihet automatically assigns this status
  • Shown in arrears reports
  • Actions: Mark as paid, Send reminder by email

Canceled​

  • Intentionally canceled (not to be confused with corrective)
  • Used when the invoice should not exist
  • Does not appear in income reports
  • Note: For returns, use corrective invoices instead

Edit an invoice​

In draft​

You can change anything: client, lines, taxes, everything.

  1. Open the invoice
  2. Make the necessary changes
  3. Click Save

Sent​

If you need to correct something after sending:

  1. Do not edit the original invoice — This breaks traceability
  2. Instead, create a corrective invoice (credit note)
  3. Or call support if it is an obvious error

Taxes​

Frihet supports multiple types of Spanish taxes:

VAT (Value Added Tax)​

  • 21% — General rate (services, products)
  • 10% — Reduced rate (hospitality, food)
  • 4% — Super-reduced rate (medicines, books)
  • 0% — VAT exempt (specific services)

How it works? Each item line has its own VAT type. Frihet sums all VATs by type.

IGIC (Canary Islands General Indirect Tax)​

If your company is in the Canary Islands:

  • Frihet automatically detects your tax domicile and uses IGIC instead of VAT
  • In-force rates in the selector for current invoices (tax point from 1 January 2020 onward, filtered by issue date): 0% (zero rate), 3% (super-reduced), 7% (general), 9.5% (increased), 15% (increased), and 20% (special)
  • Historical 13.5% rate (in force until 31 December 2019, replaced by 15% from 2020): not offered on current invoices; it only appears on documents dated on or before 31 December 2019 so they can be declared or rectified in Form 420
  • Statutory 1% and 5% rates (art. 32.1, art. 33 bis, art. 35, and art. 38.Cuatro of Canary Islands Legislative Decree 1/2025): in force by law for specific cases (refined petroleum products/gas at 1%; qualifying primary-residence housing and certain sweetened soft drinks at 5%), but not included in the default selector or declarable in Frihet's automated Form 420 and Form 425 calculation

Personal Income Tax (Withholding)​

Some sectors (self-employed professionals, commercial leases) require withholding:

  1. Open the invoice
  2. In the Withholdings section, activate Apply Personal Income Tax
  3. Select the percentage (15% standard, 7% new self-employed, 19% leases, etc.)
  4. Frihet automatically deducts from the total

Important: The withholding is reflected in Form 130 for your quarterly Personal Income Tax declaration.

Equalization surcharge​

For sales to retail merchants under the equivalence surcharge regime (only when both issuer and client are in Mainland Spain/Balearics):

  1. On the client record, you can enable Apply Equivalence Surcharge (R.E.) so it is ticked by default on their invoices
  2. When creating an invoice, tick Equivalence Surcharge in the tax zone card
  3. Frihet automatically applies the statutory surcharge rate linked to each line's standard VAT bracket (5.2% for 21% VAT, 1.4% for 10% VAT, and 0.5% for 4% VAT) on the taxable base. Spanish VAT law (art. 161.4.º of Law 37/1992, LIVA) also sets a specific 1.75% surcharge rate for tobacco products.

Discounts​

Frihet allows two types:

Line-item discounts​

  • Applied at the individual item level
  • Can be a percentage (e.g., 10%) or a fixed amount (e.g., €5)
  • Seen directly on the line

Global discounts​

  • Applied to the entire invoice
  • Useful for special offers or bonuses
  • Appears between subtotal and taxable base

PDF and sending​

Download PDF​

  1. Open the invoice
  2. Click Download PDF (or Alt+D)
  3. It downloads as F-2026-0001.pdf (according to your numbering series)

The PDF includes:

  • Your company data (logo, address, phone)
  • Client data
  • Invoice number and date
  • All lines with tax details
  • Totals
  • Payment terms
  • QR code (if enabled in Settings)

Send by email​

Frihet sends invoices directly by email with the PDF attached, without the need for an external email client.

From the invoice:

  1. Click Send by email (or Alt+E)
  2. The sending dialog opens with the following fields:
    • To — Auto-filled with the client's email
    • CC / BCC — Optional fields for copies (e.g., your accountant)
    • Subject — Pre-generated with the invoice number, editable
    • Message — Customizable text with a greeting to the client
  3. You can preview the email before sending it
  4. Click Send

The email automatically includes:

  • Invoice PDF as attachment
  • Online payment link, only if the invoice already has a generated payment link (see Payment link)
  • Summary of the amount and due date

From the invoice list (bulk sending):

  1. Select one or more invoices (checkbox)
  2. Click Actions → Send by email
  3. Each invoice is sent to its respective client's email

Send payment reminder:

  1. Locate the invoice (Sent, Overdue, or Partial payment status)
  2. Open the actions menu (three dots)
  3. Click Send reminder
  4. An email is sent to the client with the pending invoice details and the link to the invoice portal, where the client can pay if your plan is Pro or higher and you have Stripe connected

Frihet automatically records on the invoice that it was sent ("Last notification" field).

Search and filters​

In the invoice list you can:

Filter by status​

  • Cmd+F — Opens quick search
  • Statuses: Draft, Sent, Paid, Overdue, Canceled
  • Check/uncheck statuses in the filters panel

Filter by client​

  • Type in Search client...
  • Shows only invoices for that client

Filter by date range​

  • From and To — Issuance range
  • Use quick calendars: "This month", "Last month", "This year"

Search by number​

  • Search by invoice number: F-2026-0001
  • Search by client Tax ID

Bulk actions​

Select multiple invoices and apply actions to all:

  1. Check the checkboxes of the invoices
  2. Click Actions in the top bar
  3. Available options:
    • Mark as sent
    • Mark as paid
    • Mark as overdue (for manual handling)
    • Delete draft (drafts only)
    • Export to CSV

Statistics panel​

At the top of Invoices you see four real-time metrics:

MetricDescription
Total invoicedSum of all invoices for the month (sent + paid)
Pending collectionSum of invoices sent but not paid
Collected this monthCurrent month's income (only those marked as paid)
OverdueSum of invoices with past due date

Click on any metric to automatically filter the list.

Numbering and series​

Invoices are automatically numbered according to the configured numbering series (e.g., F-2026-0001).

Learn more in Series and numbering.

Tax compliance​

When you send an invoice in Frihet:

Check all invoicing features or compare with other solutions on the Frihet page.

Next step: Quotes or Recurring invoices

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