Issuing invoices
How to issue a fiscalised invoice for an appointment or a standalone one, choose the payment method and operator, and what to do when issuing fails.
You issue an invoice from the appointment details, for that appointment's services or its cancellation fee, with a sold package or gift voucher, or as a standalone invoice under Invoices → New invoice, for everything else (e.g. a product sold). What was charged without an invoice you see under Invoices → Not invoiced. Here you'll learn these procedures, where the items and the amount come from, in whose name the invoice is issued and what to do when issuing gets stuck.
Before you start
- The owner has turned on fiscalisation and the Settings → Fiscalisation tab shows Ready. Until it does, the Invoices page says “Invoices can't be issued right now”.
- Someone in the business has an OIB and an operator code entered. An employee issues invoices only in their own name, so they need their own OIB entered too.
- For an invoice for an appointment, the appointment is Confirmed or Completed.
Invoice for an appointment
- Open Calendar and click the appointment. The Appointment detail panel opens.
- Click Issue invoice. The Invoice for the appointment section opens.
- Under Payment method, click Cash or Card. If a default payment method is chosen in the settings, it's already selected.
- If you're the owner or a manager, check in the Issued by (operator) field in whose name the invoice is issued.
- Check the items and the Total.
- Click Issue invoice.
The message “Invoice … issued.” appears, and the appointment details show a label with the invoice number and status, e.g. Invoice 17/P1/1 · awaiting JIR, and the Open invoice button. Issuing an invoice turns a confirmed appointment into a completed one.
The offer after “Complete”
If the appointment doesn't have an invoice yet and you can issue invoices, clicking Complete doesn't close the appointment details. Appointa asks The appointment is completed. Issue the invoice?
- Issue invoice opens the Invoice for the appointment section, as above.
- Not now closes the details. You can also issue the invoice later, from the same details.
Payment method and operator
| Field | What it means | Note |
|---|---|---|
| Payment method | Cash or Card. An invoice has one payment method. | The owner sets the default method in the Taxpayer details section. See Turning on fiscalisation. |
| Issued by (operator) | The employee in whose name the invoice is issued. Their OIB goes to the Tax Administration. | Visible only to the owner and managers. The default is the appointment's employee if they have an OIB, otherwise you, otherwise the first operator in the list. |
An employee doesn't choose the operator. They always issue the invoice in their own name.
Items and amount
Before issuing, Appointa shows a preview of the invoice exactly as it will be issued. The preview only loads once a payment method is selected. Until then, it says “Choose a payment method to see the items and the amount.”, and the Issue invoice button isn't active. In the preview you see:
- Items. For an invoice for an appointment, these are the appointment's services, with the prices from the appointment. A discount (promo code or loyalty program) is already spread across the items, so the total matches the appointment price.
- If the business is VAT registered, the item shows VAT 25%, and below the Total it says “Including VAT …”.
- For a VAT-registered business, prices in Appointa include VAT, and Codevo Fiskal calculates the price without VAT per unit. Because of rounding, the invoice total sometimes differs from the price by a few cents. It then says “Because of VAT rounding, the invoice total differs from the price by …”.
The items of an invoice for an appointment can't be edited in the preview. If you need different items, issue a standalone invoice.
Standalone invoice
A standalone invoice isn't linked to an appointment. Use it to sell a product and for services outside the calendar. A package and a gift voucher are invoiced with their sale, see Package, gift voucher and cancellation fee.
- In the menu, open Invoices and click New invoice.
- If you have several locations, choose the Location. The default is the main location.
- Optionally, under Buyer (optional), type at least two characters of the client's name, email or phone number and pick them from the list. Change clears the selection.
- Add items:
- Add a service: choose a service from the price list. The price is the one from the price list.
- Add a free item: enter the name, quantity and price.
- Click Review.
- In the Invoice review section, choose the payment method (the owner and managers also the operator), check the amount and click Issue invoice. Back takes you back to the items.
| Field | What you enter | Note |
|---|---|---|
| Service | A service from the price list | The list shows the service name and price. |
| Name | The name of the free item, e.g. a product name | Up to 200 characters. |
| Quantity | A whole number from 1 to 999 | Default 1. |
| Price (€) | The price of one unit, e.g. 12.50 | Only for a free item. If you're VAT registered, you enter the price including VAT. |
You remove an item with the bin icon (Remove the item). If you close the panel with items entered, Appointa asks whether you want to discard the changes.
Package, gift voucher and cancellation fee
As with an appointment, Appointa never issues an invoice on its own: after the action it asks whether you want to issue one, and Not now leaves an Issue invoice button for later.
| When | Question | Later |
|---|---|---|
| You sell a package on the client's card | The package is sold. Issue an invoice? | The Issue invoice button under the package |
| You sell a gift voucher | The voucher is sold. Issue an invoice? | The Issue invoice button in the Invoice column of the voucher list |
| You cancel an appointment with Charge the fee | A cancellation fee was charged (amount). Issue an invoice? | The Issue invoice button in the cancelled appointment's details |
- Item. For a package its name and price; for a value voucher "Poklon bon" and the voucher code; for a service voucher "Poklon bon:" and the service name, at its price; for a fee "Naknada za otkazivanje termina" and the appointment's date. Invoice lines are in Croatian.
- Buyer. The package's client, the voucher's buyer (or the client it was given to) or the cancelled appointment's client.
- One invoice. Every package, voucher and fee has one invoice. You can issue a new one only after a storno.
- VAT. In the VAT system a package and a fee carry the rate their services share (otherwise 25 %), a service voucher that service's rate and a value voucher 25 %.
- An appointment paid with a gift voucher. The part the voucher paid was invoiced when the voucher was sold, so the appointment's invoice is only for the rest. An appointment the voucher paid in full has no invoice.
Not invoiced
Under Invoices, the Not invoiced tab (with a count) lists what was charged without an invoice, since fiscalisation through Appointa was turned on:
- finished appointments and confirmed appointments that are over but nobody finished (marked not finished; issuing the invoice finishes them),
- charged cancellation fees,
- sold packages and gift vouchers (owners and managers see these).
Staff see their own appointments and fees. You can narrow the list by kind. A row's Issue invoice button opens issuing, and an issued row leaves the list.
After issuing
- The status is first awaiting JIR, and when the Tax Administration responds, it changes to fiscalised. Shortly after issuing, the open appointment details refresh the status and the delivery label by themselves. If you close them before that, you'll see the new status when you open the appointment again. All statuses are explained on the How fiscalisation works page.
- When the invoice reaches the client, a Sent to the app, Sent by e-mail or Not sent label appears next to Open invoice.
- Open invoice opens the invoice itself in a new browser tab. That way you can show it on screen to a client who has neither the app nor an email address.
- If the Tax Administration rejects the invoice or the JIR doesn't arrive even after 24 hours, you get a warning. See Rejected invoice or invoice without a JIR.
When issuing fails
Fiskal didn't answer in time
If the connection to Codevo Fiskal gets stuck, you see the message “Fiskal didn't answer in time. Try again — nothing will be issued twice.” Click Try again. The payment method and operator are then locked, because the same request is repeated and the invoice won't be issued twice.
The same applies to the message “An invoice for this appointment is already being issued. Try again to finish it.” This means issuing for that appointment has already been started, e.g. on another device. Try again finishes it.
For a standalone invoice, the items are then locked too, and the Back button isn't active. If you close the panel but stay on the Invoices page, you continue the same attempt when you open New invoice again.
When there's an instruction instead of the button
If nobody can be the operator, there's an instruction instead of the Issue invoice button:
- for the owner and managers: “To issue invoices, enter an employee's OIB.”, with the Employees link,
- for an employee: “To issue invoices, a manager needs to enter your OIB.”
Messages and solutions
| Message | What to do |
|---|---|
| “Invoices are issued for confirmed and completed appointments only.” | Confirm the appointment or issue a standalone invoice. |
| “The appointment already has an invoice. A new one can be issued only after a storno.” | Open the existing invoice or cancel it with a storno. |
| “The appointment was paid with a package — the package is invoiced when it is sold.” | The invoice is issued with the package's sale. |
| “The appointment was paid in full with a gift voucher — the voucher is invoiced when sold.” | There's nothing to invoice: the voucher was invoiced when sold. |
| “The package already has an invoice. …”, “The voucher already has an invoice. …”, “The fee already has an invoice. …” | Open the existing invoice or cancel it with a storno. |
| “No cancellation fee was charged for this appointment.” | A fee's invoice is issued only for a cancelled appointment with a charged fee. |
| “The appointment's location has no business premises. The owner sets it up under Settings → Fiscalisation.” | The owner enters the codes for that location. |
| “The salon's fiscalisation isn't finished (the certificate or the ePorezna confirmation). …” | The owner finishes the steps under Settings → Fiscalisation. |
| “The chosen operator can't issue invoices (no OIB, or no longer active). Choose another one.” | Choose a different operator. |
| “Fiskal isn't answering right now. Try again in a minute.” | Wait, then click Try again. |
| “Fiskal refused it: …” | The reason comes from Codevo Fiskal. Fix what it says, then try again. |
| “Issuing invoices is part of the Pro and Premium plans.” | See the plans. |
What can't be invoiced (yet)
- An appointment paid with a package. The package is invoiced when it's sold.
- The part of an appointment a gift voucher paid. The voucher is invoiced when it's sold, so the appointment's invoice is only for the rest.
- Several appointments on one invoice. An invoice for an appointment covers one appointment.
- Split payment. An invoice has one payment method.
- Payment by bank transfer or any method other than cash and card. For now, you issue such an invoice outside Appointa.
- Invoices with the buyer's OIB and e-invoices, e.g. for companies. You issue such an invoice outside Appointa.
In the Appointa Pro app
You can also issue invoices in the Appointa Pro app:
- in the appointment details with the Issue invoice button, and after Complete the app asks The appointment is completed. Issue the invoice?,
- a standalone invoice with the + button at the top right of the home screen → New invoice (the item is offered only when you can issue invoices),
- after selling a package on the client's card (The package is sold. Issue an invoice?) or later with Issue invoice under the package,
- after cancelling with the fee (A cancellation fee was charged (amount). Issue an invoice?) or later in the cancelled appointment's details,
- from the Not invoiced list: when something was charged without an invoice, a card with the count on the home screen opens it.
Choosing the payment method and the operator works the same as on the web. Fiscalisation setup, the list of all invoices and the exports for the accountant are only on the web.
Frequently asked questions
Can I issue an invoice for an appointment that has already passed?
You can, if the appointment is confirmed or completed and doesn't have an invoice yet.
I issued an invoice with the wrong payment method. What now?
An issued invoice can't be changed. The owner or a manager cancels it with a storno, and then you issue a new invoice with the correct payment method.
Who is the operator if the owner has no OIB entered?
The owner and managers issue invoices in the name of any employee with an OIB entered. You choose them in the Issued by (operator) field.
Why don't I see the “New invoice” button?
The button only shows when fiscalisation is ready and you can issue invoices. If your OIB is missing, the Invoices page tells you what needs to be done.
Can I add a product to the invoice along with the service from the appointment?
Not to an invoice for an appointment. Issue a separate standalone invoice for the product, or put all the items on one standalone invoice instead of the invoice for the appointment.