Shine makes invoicing fast and flexible - from creation to sending, all in one place.&nbsp;<hr>&nbsp;You can create a new invoice by clicking the Plus button from your Menu or under the Invoicing tab.Creating and sending an invoice in Shine involves six simple steps:<ol><li>Customize your invoicing preferences</li><li>Select or create a customer</li><li>Set invoice number, date and payment terms</li><li>Add products or services</li><li>Adjust settings and layout</li><li>Preview and send</li></ol>We will walk you through each step below.<h3>1. Customize your invoicing preferences</h3>Before you get started, please check the account settings and navigate to “Invoicing.”There you can customize your logo, company details, payment options and other information.&nbsp;<hr><h3> 2. Select or create a customer</h3>In the top left of the invoice editor, choose an existing customer or create a new one.Start typing the name to filter your customer list quickly.&nbsp;<hr><h3> 3. Set invoice number, date and payment terms</h3>Choose the issue date and select the due date from the drop-down.To change the invoice number, click the pen next to the invoice number.&nbsp;<hr><h3> 4. Add products or services</h3>Create items by clicking in the empty field or selecting a saved product from the list.You can also click the arrow next to Add invoice line to:<ul><li>Add a text field (for notes or descriptions)</li><li>Insert a subtotal for grouped items</li></ul>You can move any row using drag and drop. Hover over the left side of a row until the dots appear, then drag it into place.

If you are pasting text into the invoice, use “paste without formatting” to avoid layout issues.

<hr><h3> 5. Adjust settings and layout</h3>On the top right side, click the gear-icon to adjust:<ul><li>Currency</li><li>Language</li></ul>

To adjust your general invoice settings (p.e. payment details, company logo and the layout) click on All invoicing settings.

<hr><h3> 6. Preview and send</h3>Not ready to send? Click Save as Draft and return later.To finalize your invoice:<ol><li>Click Preview to review</li><li>If everything is correct, click on Finalize to send, download or just to approve your invoice&nbsp;</li></ol><hr><h2> Need to make changes to an invoice?</h2>If you have already created an invoice but need to correct a mistake or delete it entirely, Shine offers flexible options – depending on the invoice status.To know more about this feature, please have a look into our related articles.

Maak en verstuur een factuur 

Set up and send an invoice

Learn how to manage, edit, or cancel existing invoices in Shine.&nbsp;<hr>&nbsp;Once approved, invoices in Shine can no longer be edited directly, but you have two supported options to correct mistakes:<h3> Option 1: Cancel and recreate the invoice</h3>Use this if the invoice has not yet been sent to the customer.<ul><li>Go to the invoice &gt; click the 3 dots &gt; Delete</li><li>Create a new invoice if needed</li></ul>The new invoice will get the next available number in your sequence.&nbsp;<hr><h3> Option 2: Issue a credit note and recreate</h3>Recommended if the invoice was already sent or if payment was received.<ul><li>Go to the invoice &gt; click the 3 dots &gt; Delete</li><li>Approve the credit note</li><li>Create a new invoice</li></ul>This keeps your records accurate and audit-ready.

Drafts can be edited or deleted anytime — but cannot be restored after deletion.

Bestaande facturen bewerken of verwijderen

Edit or delete existing invoices

Easily manage, import, and export your products for smooth invoicing.&nbsp;<hr>&nbsp;The product section helps you keep track of the items and services you offer. You can manually add, edit, or delete products — and if you already have a product list.<h3> Add and edit products</h3><ol><li>Go to the Items tab in your main menu</li><li>Click "Create item" to manually create a product</li><li>Fill in the details:<ul><li>Item name</li><li>Unit (e.g., hour, piece, flat rate)</li><li>Price</li><li>VAT rate</li></ul></li><li>Click Create item and you are done!</li></ol>

You can edit existing products via the pencil icon or delete them using the trash bin icon.

<hr><h3> Good to Know</h3><ul><li>Edits to products do not apply retroactively to previously issued invoices.</li><li>You can also create new products directly from the invoice editor. They will be saved to your product list automatically.&nbsp;</li></ul>

Beheer je producten

Manage your products

Start with a draft and make all the adjustments you need - nothing is final until you choose to approve.&nbsp;<hr><h3> Drafts</h3>Drafts are editable documents that have not been finalized or assigned an invoice number yet.<ul><li>You can change any content, including layout, products, and contact details.</li><li>Updates in Settings (e.g. bank info) do not apply to existing drafts.</li><li>Once your draft is complete, use Preview to check the layout, then click Finalize to send, download or approve it.</li><li>To discard a draft, click Delete in the invoice list.</li></ul>

Deleted drafts are permanently removed and cannot be recovered.

<hr><h3> Approved Invoices</h3>Approving a document locks its content and assigns the next available invoice number in your sequence.You can choose how to finalize and distribute it:<ul><li>Send by email</li><li>Download as PDF</li><li>Approve and close (send later from the Invoices tab)</li></ul>&nbsp;<hr><h3> Good to know</h3>Once approved:<ul><li>The invoice number is fixed and cannot be reused, even if deleted.</li><li>Editing is no longer possible</li><li>To correct mistakes, either issue a credit note, void a invoice or create a new invoice.</li></ul>

Keur concepten goed

Approve drafts

You can set prefixes and starting numbers for both single and recurring invoices.&nbsp;<hr>&nbsp;Your invoice number format helps keep your invoicing organized and legally compliant. In Shine, you can customize the format to fit your preferences or reset the number sequence when needed. &nbsp;<h3>Change your Invoice Number Format</h3><ol><li>Create a new invoice or open a draft</li><li>Click the pen icon next to the invoice number:<ul><li>Edit the prefix (e.g., change "TEST" or "2025" to your preferred code)</li><li>Set the starting invoice number (e.g., 00100 or 5000)</li></ul></li><li>Save your changes</li></ol>

All new invoices will use the updated format — existing ones remain unchanged.

<hr><h3> Good to know</h3><ul><li>Invoice numbers must be unique and follow a sequential order.</li><li>You cannot change the number of an invoice that has already been sent or booked.</li><li>Resetting the numbering (e.g. at the start of a new year) is allowed, as long as the sequence remains logical and continuous within the period.&nbsp;</li></ul>

Verander hoe het factuurnummer eruitziet

Change the invoice number format

Build clear, structured invoices by adding products, notes, and custom sections.&nbsp;<hr>&nbsp;Invoice rows give detailed information about the products or services you provide. You can manage these directly in the invoice, estimate, or receipt editor. &nbsp;<h3>Add a product to your invoice</h3>Click Add invoice line to enter a new product or service. You can:<ul><li>Type a custom name</li><li>Select a saved product from your list</li><li>Choose New product to add and save a new one to your product database</li></ul>&nbsp;<hr><h3> Add a description field or title</h3>To add extra information to a product, open the dropdown next to Add invoice line and select Add text field. A new field will appear directly below the product line.&nbsp;<hr><h3> Add a subtotal</h3>To group multiple items and display a partial total, use the dropdown next to Add item and select Add a subtotal.<ul><li>The subtotal will include all rows above it</li><li>If a previous subtotal exists, the new one only calculates the rows below the last subtotal</li></ul>&nbsp;<hr><h3> Reorder rows via drag and drop</h3>To change the order of items, hover over the left side of a row until three vertical dots appear. Click and drag the row to its new position.

Soorten factuurregels en hoe je ze gebruikt

Invoice line types and their usage

Handle VAT, language, and currency smoothly for your international invoices.&nbsp;<hr>&nbsp;Selling to customers abroad? Whether you are offering goods or services within the EU or exporting outside Europe, invoicing across borders requires special attention to VAT rules, language settings, and currency formats. This guide helps you issue international invoices correctly and confidently.<h3>&nbsp;</h3><h3>Changing Invoice Language</h3>To change the invoice language:<ol><li>Go to Settings &gt; Invoicing settings</li><li>Select your Default invoice language</li><li>All new invoices will default to this setting</li><li>You can still manually change the language for each invoice</li></ol>&nbsp;<hr>&nbsp;<h3>Changing Invoice Currency</h3>To invoice in another currency:<ol><li>In the invoice editor, click the Settings icon</li><li>Select the desired currency (e.g. USD, GBP)</li><li>Enter prices manually - the system does not auto-convert exchange rates</li><li>Only one currency per invoice is supported</li></ol>&nbsp;<hr>&nbsp;<h3>Services to EU Countries</h3>B2B (Business Customers with VAT ID)<ul><li>No VAT is charged.</li><li>Apply the reverse charge mechanism.</li><li>Add this note to your invoice:“Reverse charge - VAT liability is transferred to the recipient according to Article 196 of Directive 2006/112/EC.”</li><li>Validate the customer’s VAT number via VIES.</li></ul>&nbsp;B2C (Private Customers)<ul><li>Apply your local VAT rate.</li><li>Exception: Digital services (e.g. software, streaming) → If sales exceed €10,000/year EU-wide, charge the customer’s VAT rate using the OSS (One-Stop Shop) system.</li></ul>&nbsp;<hr>&nbsp;<h3>Goods to EU Countries</h3>B2B (With Valid VAT Number)<ul><li>Tax-free intra-Community supply if:<ul><li>Goods are shipped between EU countries</li><li>Both you and your customer have valid VAT IDs</li><li>You retain proof of delivery</li></ul></li><li>Add this note to your invoice:“VAT-exempt intra-Community supply according to Article 138 of Directive 2006/112/EC.“</li></ul>&nbsp;B2C (Private Customers)<ul><li>Under €10,000/year EU-wide: Charge your local VAT</li><li>Above €10,000/year:<ul><li>Charge customer’s country VAT</li><li>Register for OSS to simplify compliance</li></ul></li></ul>&nbsp;<hr>&nbsp;<h3>Services to Non-EU Countries</h3><ul><li>Generally VAT-exempt</li><li>Add this note to the invoice:“Service provided outside the EU - exempt from VAT under EU VAT rules.“</li><li>Keep proof of service location (e.g., contract, address, communication)</li></ul>&nbsp;<hr>&nbsp;<h3>Goods to Non-EU Countries</h3><ul><li>Usually VAT-exempt if the goods are exported</li><li>Add this note:“VAT-exempt export under Article 146 of Directive 2006/112/EC.“</li><li>You must retain export documentation (e.g. customs papers, shipping confirmation)</li></ul>&nbsp;<hr>&nbsp;<h3>Good to know</h3><ul><li>Always verify VAT IDs for B2B customers within the EU</li><li>Include required legal notes when VAT is not charged</li><li>Keep proof of service delivery or goods shipment for tax purposes</li><li>Use OSS if you exceed EU-wide thresholds with B2C customers</li><li>Consider consulting a tax advisor for international transactions&nbsp;</li></ul>

Gids voor internationale facturen

International invoices guide

Keeping your invoice records accurate is simple in Shine. You can easily match incoming payments with your invoices — or register them manually if needed.&nbsp;<hr><h2> Invoice Status Overview</h2>Each invoice in Shine shows a clear payment status, so you always know what’s pending or completed:<ul><li>Unpaid – the invoice has been created but no payment is registered yet.</li><li>Due – the payment deadline has passed.</li><li>Partially paid – the invoice is only partially paid.</li><li>Paid – the payment has been received and registered.</li></ul>These statuses update automatically once a payment is matched or registered.&nbsp;<hr><h2> Match Existing Transactions</h2>The easiest way to record a payment is by matching an existing bank transaction.This ensures your records stay consistent and your connected bank data remains up to date.<ol><li>Open the invoice that has been paid.</li><li>Click Register payment.</li><li>Choose From existing bank transactions.</li><li>Select the correct transaction from the list.</li><li>Check the amount and date, then click Confirm.</li></ol>Once matched, the invoice status will automatically update to Paid.

If you haven’t connected your bank yet, see our guide: <a target="_blank" rel="noopener noreferrer" href="https://shine.co/en-nl/help-center/connect-your-bank-to-shine">Connecting your bank to Shine</a>

<hr><h2> Register a Payment Manually</h2>If the payment was made outside of your connected bank account (e.g. via cash), you can record it manually:<ol><li>Open the invoice.</li><li>Click Register payment.</li><li>Select the Account where the payment was received (e.g. Bank or Cash).</li><li>Enter the Payment date and Amount.</li><li>If needed: Enable Partial/Overpayment if the customer paid only part of the total or more than the total.</li><li>Click Register to confirm.</li></ol>Shine will automatically update the invoice status based on your input.&nbsp;<hr><h2> Currency and Conversion</h2>If a payment is received in a different currency, Shine will automatically show an estimated conversion (e.g. €2406.91 = £2092.82) to keep your records accurate.&nbsp;<hr><h2> Multiple Invoices per Payment</h2>If one transaction covers several invoices, you can use the Register multiple invoices option at the bottom of the payment window.This allows you to split the payment across multiple open invoices.&nbsp;<hr><h2> Good to Know</h2><ul><li>If you made a mistake when registering a payment, you can remove (void) it directly from the payment view by clicking on the payment.</li><li>Status updates appear instantly in your invoice overview.</li><li>Bank transactions may take a few hours to appear if your account is connected.</li></ul>

Track and register invoice payments

E-invoices are used by many public institutions and large companies, as the required information is transferred automatically through the e-invoicing network.You can read more about the difference between e-invoices and invoices sent by email in our article What is e-invoicing?&nbsp;<h2>How to create and send an e-invoice</h2><ol><li>Make sure you have the correct e-invoice details from your customer. You can find more information in our guide on Understanding e-invoice addresses.</li><li>Go to Invoices &gt; New invoice and create your invoice as usual.</li><li>When the invoice is ready, select As e-invoice in the Approve and send menu. If your company or customer details are incomplete, Shine will ask you to fill in the missing fields.</li><li>All fields marked with a blue star (*) are mandatory.</li><li>If you are unsure about the e-invoice address, use our guide on E-invoice addresses. Click Send. The e-invoice will be forwarded through Shine’s operator to your customer’s e-invoice provider, and then to their invoice processing system.</li></ol>If the e-invoice address is not valid, Shine will show an error message.&nbsp;<h2>Required information for sending e-invoices</h2>E-invoices use the sender’s and recipient’s e-invoice addresses, similar to how phone numbers identify callers.To send an e-invoice, you need:<ol><li>Your company’s information A valid company registration number or VAT number. &nbsp;</li><li>Your customer’s details<ul><li>The customer must be able to receive e-invoices</li><li>Their e-invoice address must be correct and in the right format</li></ul></li><li>Customer-required references Some recipients require fields such as:<ul><li>PO number</li><li>Payment reference</li><li>Buyer reference</li></ul></li></ol>&nbsp;<h2>Checking the delivery status</h2>After sending an e-invoice, you can check its delivery status under Invoice &gt; History.Possible statuses:<ul><li>E-invoice successfully delivered to recipient</li><li>E-invoice delivery failed due to invalid content</li><li>E-invoice rejected by recipient</li><li>Delivery delayed</li></ul>You will be notified by email and in the invoice history.

Create and send an e-invoice

E-Rechnung erstellen und versenden

Maak en verstuur een e-factuur

<h2>E-invoice address</h2>Before sending an e-invoice, the customer must be able to receive e-invoices and provide a valid e-invoice address.The e-invoice address serves as an electronic identifier and can vary depending on the country and the e-invoicing platform. Because formats differ internationally, the exact address type should always be confirmed with the customer.This field is required in Shine when sending an e-invoice. Common formats include VAT number, GLN, DUNS, or OVT. In the United Kingdom, VAT number, GLN, and DUNS are frequently used.&nbsp;<h2>Checking the registration</h2>Before sending an e-invoice, it is important to check whether the recipient is registered in a valid e-invoicing network. This can be verified through the Peppol Directory:https: //directory.peppol.eu/publicIf the recipient is not registered, the e-invoice cannot be delivered via Peppol. In this case, the customer must provide an alternative e-invoice address or a different format.&nbsp;<h2>Examples of e-invoice address formats</h2>VAT number Enter the customer's VAT number – Shine automatically completes the full identifier.DUNS (Data Universal Numbering System) A nine-digit number issued by Dun &amp; Bradstreet. Example: 150483782GLN (Global Location Number) A 13-digit, globally unique identifier. Example: 0847976000005If the format is invalid, Shine will display an error message.

E-Rechnungsadressen im Überblick

Overzicht van e-factuuradressen

E-Invoice addresses overview

<h2>E-Invoicing Explained</h2>E-invoicing is a digital method of invoicing where all invoice data is transferred electronically - without printing, scanning or emailing. The invoice is created, sent, received, processed and archived automatically in a structured format.In Shine, e-invoicing is included at no extra cost, and your customers do not pay anything to receive e-invoices.Shine uses Basware to route e-invoices to the correct recipients. Please note that not all customers can receive e-invoices, so it’s important to confirm their preferred delivery method. &nbsp;<h2>Reasons to send e-invoices</h2>E-invoices offer several benefits:<ul><li>Faster processing - invoices go directly into the customer’s system</li><li>Fewer delays - no postal delivery times or manual handling</li><li>Higher accuracy - structured data reduces errors</li><li>Widely supported - many large companies and public organisations rely on e-invoicing</li><li>Cost-efficient and eco-friendly - no printing, paper or physical storage required</li></ul>

E-Rechnung: Grundlagen und Vorteile

E-Invoices: Definition and Key Benefits

E-facturen: wat zijn dat en wat zijn de belangrijkste voordelen?

If an e-invoice fails to deliver, first check whether Shine was able to send it successfully.Open the invoice under Invoices, then select History on the right-hand side.Below are the most common reasons for failed e-invoice delivery.&nbsp;<h2>1. Incorrect or invalid e-invoice address</h2>Ensure your customer’s e-invoice address is correct and that the correct format (VAT, GLN, DUNS, OVT, etc.) is selected in the customer profile.&nbsp;<h2>2. Character limits</h2><h4>Customer company name</h4>Maximum length: 80 characters.This limit is defined by standard XML invoice formats used by all operators. If the limit is exceeded, the operator rejects the invoice. (The XML file is the machine-readable version of the invoice.)<h4>Message field</h4>The message field is limited to 1024 characters. Exceeding this limit will cause the delivery to fail.&nbsp;<h2>3. Missing or incorrect customer requirements</h2>Some customers require specific information such as PO number, buyer reference or payment reference. If these are missing or incorrect, the receiving operator may reject the invoice.&nbsp;<h2>4. Routing issues</h2>E-invoices pass through several operators.If routing rules or accepted formats are not aligned between providers, the invoice cannot be delivered.&nbsp;<h2>5. Unsupported attachment format</h2>Only PDF attachments are supported for e-invoices. Other file formats will result in a failed delivery.

De e-factuur is niet aangekomen

E-Rechnung – Zustellung nicht möglich

E-Invoice was not delivered

With Shine, you can remind your customers to pay their invoices. You can either send manual reminders or set up an automated process that sends reminders based on your settings.&nbsp;Please note that Payment reminders are available in <a target="_blank" rel="noopener noreferrer" href="https://shine.co/en-de/pricing">Shine Premium subscriptions.</a>&nbsp;<h3>Manual reminders</h3>You can create a manual payment reminder from the Invoices tab by selecting an invoice and then clicking Send reminder on the right side of the screen. Choose your preferred delivery method from the drop-down menu.When sending the reminder, you can:<ul><li>add additional recipient email addresses</li><li>send a copy to yourself</li><li>edit the email subject (pre-filled with a default subject)</li><li>edit the message text (pre-filled with a default message)</li></ul>Once the reminder is sent, the action is displayed in the invoice timeline. &nbsp;<hr><h3> Automatic reminders</h3>Alternatively, you can set up Automatic reminders:<ol><li>Go to Settings</li><li>Open Invoicing</li><li>Scroll down to Automatic payment reminders</li></ol>You can activate individual reminder types or use all of them, depending on your needs:<ul><li>Before the due date Sent a configurable number of days before the invoice due date, if the invoice is still unpaid.</li><li>On the due date Sent on the invoice due date, if the invoice is still unpaid.</li><li>After the due date Sent after the invoice due date. This reminder can be sent once or repeatedly until the invoice is marked as paid.</li></ul>For all reminder types, you can customise the email subject and message text.

<ul><li>Automatic payment reminders are sent by email only</li><li>Reminders are sent for all unpaid invoices</li><li>It is not possible to manually include or exclude specific customers or invoices</li><li>You can choose the invoice creation date from which reminders will start being sent</li></ul>

<hr><h3> Good to know</h3><ul><li>There is no limit to how many reminders you can send by email</li><li>It is currently not possible to add a late payment fee to reminders</li></ul>

Create invoices

Set up and send an invoice

Edit or delete existing invoices

Manage your products

Approve drafts

Change the invoice number format

Invoice line types and their usage

International invoices guide

Track and register invoice payments

Create and send an e-invoice

E-Invoice addresses overview

E-Invoices: Definition and Key Benefits

E-Invoice was not delivered

Create payment reminders

Manage your products

Can’t find what you are looking for?
Let us help you!

Create invoices

Set up and send an invoice

Edit or delete existing invoices

Manage your products

Approve drafts

Change the invoice number format

Invoice line types and their usage

International invoices guide

Track and register invoice payments

Create and send an e-invoice

E-Invoice addresses overview

E-Invoices: Definition and Key Benefits

E-Invoice was not delivered

Create payment reminders

Manage your products

Can’t find what you are looking for? Let us help you!

Can’t find what you are looking for?
Let us help you!