InvoiceCraft App Guide

InvoiceCraft is a web application for creating and managing invoices and quotes, built for small and medium businesses in Germany and the EU — with e-invoicing support (XRechnung / ZUGFeRD), customer, catalog and inventory management, and financial reports. This guide walks through every main feature with a screenshot.

1. Dashboard

/app

Your home page after signing in — a complete picture of your company's situation in seconds.

  • Key metrics: open (uncollected) balance, overdue invoices, low-stock products, and drafts.
  • An “Invoices needing attention” list sorted by priority (overdue first, then open).
  • A “Quick start” checklist for the first setup steps (company profile, first customer, first product, first invoice).
  • “Low stock” and “Recent customers” cards with direct links.
  • Quick-action buttons to create a new document or open customers and catalog.
  • A fixed sidebar for navigation, with global search (invoices, customers, products) at the top.
Dashboard
Dashboard: metrics, invoices needing attention, and quick start.

2. Documents (invoices & quotes)

/documents

The operational heart of the app: one table for all invoices, quotes, and credit notes (Gutschrift).

  • Tabs by type: invoice, quote, e-invoice import, and imports.
  • Filter by status: draft, issued, paid, cancelled — plus an “overdue only” filter and full-text search.
  • Shows number, customer, issue date, status, reference, and open balance for each document.
  • Direct actions: open the document, record payments, and view the archive.
  • Pagination with adjustable page size, an inner scroll area, and a sticky table header.
Documents list
The documents list with colored statuses and open balances.

3. Creating a new document

/documents/new

A step-by-step wizard to create a new invoice or quote quickly and without mistakes.

  • Choose the document type (invoice / quote), then pick the customer from a searchable list.
  • Add line items from the catalog or manually: quantity, price, and VAT rate per line.
  • Automatic totals: net, VAT (including small-business §19 UStG “Kleinunternehmer” support), and gross.
  • A final review before saving as a draft or issuing immediately.
New document wizard
The new-document wizard and its steps.

4. Customers

/customers

Full customer management with all the tax data required for German and EU invoicing.

  • A metrics bar at the top: active customers, document count, open balance, and top customers.
  • The table shows per customer: activity (document count, open balance, last document), contact data, and tax details (tax number, VAT ID, and the Leitweg-ID for public-sector B2G customers).
  • Status badge (active / inactive) and a B2G badge for government entities.
  • Instant search, edit and delete actions per row, and a card view on mobile.
Customers page
Customers: the metrics bar and detailed table.

5. Catalog (products & services)

/catalog

The library of products and services your invoice lines are built from, with optional inventory tracking.

  • Each item has: name and description, type (product / service), unit, code, price, default quantity, and VAT rate.
  • Inventory tracking: current stock, low-stock alert threshold, stock value, with colored status badges (in stock / low / out / not tracked).
  • A quick stock filter (all, tracked, low, out, available) and text search.
  • A stock-adjustment button right in the table, and a link to each product's movement history.
Catalog page
The catalog with stock status badges and row actions.

6. Inventory report

/inventory

An analytical view of your inventory: value, alerts, and movement velocity.

  • Metrics: total stock value, tracked item count, low-stock items, and potential margin.
  • A detailed table with current stock, alert thresholds, and 30-day movement.
  • A low-stock watch list and the most active products.
  • CSV export, print / PDF, and a low-stock email to your team.
Inventory report
The inventory report with metrics and watch lists.

7. Reports

/reports

Financial reports for the selected period, with a full archive export.

  • Filter by customer, product, and date range.
  • Period metrics: issued value, document count, average document value, and grand total.
  • A revenue trend chart and top customers' share of revenue.
  • An accounts-receivable aging table (not due, 1–15, 16–30, 31+ days overdue) and the overdue invoice list.
  • Export a ZIP archive with the PDFs, e-invoice XML files, and validation protocols for a chosen period.
Reports page
Reports: filters, revenue trend, and receivables aging.

8. Activity log

/activity

An audit trail of every change in the account — who changed what, and when.

  • Covers documents, customers, catalog, inventory, and settings.
  • Filter by entity, action type, user, and period.
  • Shows the time, action, entity, change summary, and the user who made it.
Activity log
The activity log with its filters.

9. Incoming e-invoices

/einvoices

Receive and inspect supplier e-invoices in XRechnung and ZUGFeRD formats.

  • Import e-invoice XML / PDF files and validate them.
  • See the validation status for every imported invoice.
  • A details page per invoice showing all extracted data.
E-invoices
The list of imported e-invoices.

10. Import & export

/import-export

Move data in and out of the app as CSV.

  • Bulk-import customers and catalog items from CSV files.
  • Export your data for backup or external processing.
  • Ready-made templates and file-format instructions.
Import and export
The import & export page.

11. Company settings

/settings/company

The official data that appears on your invoices and controls invoicing behavior.

  • Company name, address, contact data, and logo.
  • Tax numbers (Steuernummer / USt-IdNr) and the small-business (Kleinunternehmer) option.
  • Bank details (IBAN / BIC) printed on the invoice.
  • Invoice and quote number prefixes, default currency and language.
Company settings
Company settings with tax and bank data.

12. Invoice templates

/settings/templates

Customize the final PDF your customer receives.

  • Choose a design template and customize the colors.
  • Header and footer texts (payment terms, legal notes, greeting).
  • A live preview of the template before saving.
Invoice templates
The invoice template editor with live preview.

13. Users & invitations

/settings/users

Manage your team and their permissions inside the company account.

  • Invite new members by email.
  • Graduated roles and permissions (owner, manager, editor…) control what each member can do.
  • Track and cancel pending invitations, and manage current members.
Users and invitations
User and invitation management.

14. Subscription & billing

/billing

Manage your own InvoiceCraft subscription plan.

  • See your current plan (Free / Starter / Pro / Business) and its limits.
  • Upgrade or downgrade, and manage your payment method via Stripe.
  • View your previous subscription invoices.
Subscription and billing
The subscription page and plan management.