Issuing fiscal documents is one of those tasks many people postpone because it seems complicated. There are receipts, invoices, invoice-receipts, company data, client tax ID, series numbers, dates, sequences. Mixing this is a guaranteed source of accounting headaches at month-end. Good news: in BookHero, the flow is designed to be simple - configure once, then one click at checkout.
Important: BookHero issues informational documents, not certified by the tax authority. What this means in practice and when it makes a difference is below, but for the vast majority of small service businesses, it's exactly what's needed for day-to-day and for the client's accounting.
Receipt vs informational invoice: when to use each
| Document | When to use |
|---|---|
| Simple receipt | Client didn't ask for formal invoice, just wants payment proof |
| Informational invoice | Client asked for invoice with tax ID (for reimbursement, taxes, accounting) |
In both cases, the document is automatically generated as PDF, with stable sequential numbering and your business data. The difference is that the informational invoice includes the client's fiscal data (tax ID, address, legal name).
Configure your fiscal data (once only)
Issue document at checkout
Finalize booking at checkout
In Calendar, click the completed booking to open checkout. Total already filled based on services and products.
Choose document type
Toggle Simple receipt (default, more common) or Informational invoice (if client asked).
If invoice, fill client data
Tax ID, client address. If recurring client with saved data, pre-filled automatically. If new client, saved on the card for future invoices.
Confirm checkout
PDF generated in seconds. Receives automatic sequential number (e.g., FAT/2026/05/12).
Send to client
3 options: download to save, Send by email button (goes automatically to client's email), copy link/PDF to WhatsApp.
Numbering: how the sequence works
Documents have automatic sequential numbering, separated by type (series) and year. Typical structure:
- FAT/2026/05/1: first invoice issued in May 2026.
- FAT/2026/05/2: second invoice issued in May 2026.
- FAT/2026/06/1: first invoice issued in June (sequence resets monthly? Or continues? Depends on your config).
- Each series (FAT, COR, EC, SC) has its independent counter.
- Numbering has no gaps - each document increments sequence by 1.
Snapshot: why old data doesn't change
Critical BookHero principle: each issued document is a snapshot of the data at that moment. If you change the company address today, invoices issued before keep the old address. Invoices issued from today have the new one.
Why it matters:
- Client can re-download old invoice and it'll be identical to the original.
- Audit/accounting: invoice stays intact, even if your business has evolved.
- Rare dispute: if client says they had address X and you changed to Y, the invoice proves what it was at the time.
- Fiscal compliance: documents can't be altered retroactively.
Void and correction
Number error (client asked for invoice without tax ID but I gave with wrong tax ID)? The original document is NOT deleted (fiscal protection). Instead, you issue a correction document:
Go to Billing > Issued documents
Find the wrong document by date or number.
Click Void or Correct
System creates a COR/2026/05/X document that voids the original.
Issue new correct document
Proceed with new receipt/invoice with correct data. New sequential numbering.
Communicate to client
Send the 3 PDFs (original + correction + new correct) explaining the substitution. Client archives all 3 for their accounting.
What informational means (important)
BookHero issues informational documents. In markets with advanced formal fiscal requirements (such as Portugal), this means: valid for the client's accounting as proof, but doesn't replace tax-authority-certified billing software above the legal threshold.
| Aspect | Informational (BookHero) | Tax-authority certified |
|---|---|---|
| Accounting validity | Yes, for the client | Yes |
| Communication to authority | You do manually | Automatic via SAFT or similar |
| QR code / fiscal codes mandatory | No | Yes (above local threshold) |
| Software cost | Included in BookHero plan | €10-30/month certified fiscal software |
| For whom | Most small businesses | Billing >local threshold/year |
Document history
In Billing > Issued documents you see the complete list, sorted by date, with useful filters:
- By type: invoices, receipts, corrections.
- By date: this month, last month, custom range.
- By client: all documents issued to a specific client.
- By status: issued, voided.
- CSV export: to send to accountant at month-close.
Best practices at month-end
Last business day of month
Go to Billing > Issued documents. Filter by current month.
Anomaly review
Are there voids? Corrections? If so, note reasons in personal accounting.
Export CSV
Complete list of the month exported as CSV. Attach to accountant's email.
Cross-reference with revenue report
In Reports > Revenue > Monthly, total value should match sum of invoices issued. If not, investigate.
Files for 10 years
Documents stay accessible in BookHero indefinitely. For additional backup, you can download all via export.
Common mistakes to avoid
- Not filling fiscal data before first checkout: invoices come out without data, invalid for client.
- Confusing legal name with commercial name: using Maria's Hair Studio when tax ID is in name of Maria Silva LLC - creates confusion.
- Trying to delete wrong invoice (you can't, and shouldn't): use correction, not deletion.
- Forgetting client tax ID on informational invoice: document generated but missing essential data. Awkward to ask to issue new.
- Not exporting/archiving monthly: letting it pile up makes audit later harder.
Special cases
| Situation | How to solve |
|---|---|
| Client says wrong tax ID after invoice issued | Issue correction + new invoice with right tax ID |
| Client makes partial refund | Issue correction document for the refunded value |
| Client wants to see old invoice | In Billing > Documents, find and re-send by email |
| You changed company address | Update in Settings > Fiscal data. Invoices from that moment use new address |
| I want to issue invoice without prior booking | Create manual checkout with one-off products/services |
Frequently asked questions
Can I customize the PDF template?
For now, the template is optimized by default. Your logo appears, fiscal data, client data (if applicable), service lines, totals, and IBAN reference. Advanced customization is on the roadmap.
Does the client receive automatically?
Not automatically - you decide. After generation, you have 3 options: download, send by email with 1 click, or share link. If you want automatic sending, mark the option at checkout and it goes to the client's email.
What if the client has no email?
Download the PDF and send by WhatsApp. Or print if you prefer. The document exists in BookHero forever, you can re-download whenever.
Can I issue invoice for a company (with business tax ID)?
Yes. At checkout, in Informational invoice, fill in tax ID, legal name and address of the client company. Works the same for personal and business clients.
Do I have to pay VAT on every service?
Depends on your tax regime. If you're VAT-exempt (simplified regime below certain limit), your invoices come out without VAT. If you're VAT-collecting, comes out with VAT itemized. Set in Settings > Fiscal data > VAT rate. Always confirm with accountant your situation.