Invoicing and QR payments
From company profile through PDF output to QR payment and payment follow-up.
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Preparing the requested content…
Preparing the requested content…
Practical articles about invoicing, receipts, received documents, bank statements, monthly accountant packages, PEPPOL readiness, and simple business workflows.
From company profile through PDF output to QR payment and payment follow-up.
Read articlesHow to prepare for structured invoices: company identifiers, PEPPOL UBL, validation, delivery status, and audit trail.
Read articlesPDF editing, OCR, QR signing, and secure document output for the workspace.
Read articlesDocument collection without chaos: phone-browser receipt scan, received invoice upload, bank matching, and monthly ZIP for the accountant.
Read articlesVehicles, drivers, manually recorded trips and monthly review.
Read articlesClock-in, clock-out, corrections, approvals, and locked monthly timesheets.
Read articlesAn invoice list is useful when you know which question you are asking. An unpaid invoice, a document awaiting review and an undelivered eInvoice are different problems. Start with the company, direction and period.
A QR identifier is not the complete receipt. Understand QR recognition, eKasa lookup and OCR, and what you still need to check.
Upload a receipt photo or PDF to the correct company. Learn how eKasa lookup, OCR and review work before saving the document.
Choose a company and month, review the documents and prepare an accountant ZIP. Understand download, sending and recording an external handoff.
Import a statement, check the company IBAN and match payments to documents. Includes a worked example of paying one receipt in two instalments.
Start with the business details, rather than the PDF design. The invoice must belong to the correct issuing company and customer. Issuing, sending and payment are separate steps; successfully saving one does not confirm the others.
An invoice payment QR helps a customer enter a bank transfer without typing every detail. Scanning it is not payment. It differs from an eKasa receipt QR used to identify or verify a cash-register receipt.
A PDF editor helps add text and annotations or prepare a working copy. It does not replace the original Word document, and an ordinary cover is not secure removal of sensitive content.
A trip log is most useful when kept regularly and each entry can be explained. This guide covers manual records. It does not promise automatic GPS suggestions, location tracking or tax deductibility for every recorded trip.
Attendance entries help prepare time records for review. Entered time, a submitted timesheet and an approved timesheet are separate states. This guide describes a manual process, not automatic recording of entry into a GPS zone.
This guide builds on manual time recording and focuses on the reviewer. It does not describe GPS attendance or automatic payroll posting. First check that the module is enabled in your workspace.
Bulk document generation is not currently enabled in OnlineOffice. This article therefore explains general template and data preparation, not a feature available with your plan. Template documents do not replace invoice recording and issuing.
Employee onboarding coordinates several people and documents. This article is a general organizational workflow, not a legal checklist or instructions for an available automated HR pack in OnlineOffice.
Before your first invoice, prepare the information you will reuse. This checklist focuses on getting started as a sole trader; the related guides cover detailed creation, numbering and QR checks.
A stored file, monthly ZIP and system backup serve different purposes. Know which records you retain, where to find them and whether you can open them later. Calling something an archive does not answer those questions.
Separate 2027 preparation into three tasks: establish your obligations, connect the company and verify the workflow. An application account or paid plan alone does not complete provider selection and company authorisation.
When choosing a plan, consider company limits and the shared PEPPOL allowance as well as price. Monthly capacity is not a count of PDFs or confirmation that a company has completed onboarding. Check the current offer and payment terms in Pricing and before confirming payment.
Several outputs can describe the same invoice while serving different purposes. Choose the file according to the recipient or accounting application’s needs, not just its extension. Downloading an output does not send it through PEPPOL.
OnlineOffice prepares the invoice and uses the connected provider for delivery. Users need to distinguish data readiness, acceptance of a sending request and the outcome of the particular message. One success indication does not establish all three.
A PDF’s appearance and structured eInvoice readiness are different checks. Read the specific reason first. Missing data, an unconfirmed PEPPOL address and insufficient provider permission require different remedies.
A number helps identify a document unambiguously. Document type defines its purpose, while a recurrence schedule determines when another occurrence is prepared. Neither replaces the numbering sequence.
Recurrence reduces repeated data entry. It does not mean prices, dates and service scope remain correct every month. Review the schedule and the individual invoices separately.
A template helps you start a document layout. It does not automatically verify the company, numbering, tax treatment or whether you sent the latest version. Choose according to the task rather than the number of available formats.
A black rectangle can hide information visually while leaving it in the file. OnlineOffice’s separate redaction tool creates a new flattened output. Removing selected areas does not by itself establish that nobody can be identified from the rest of the document.
OCR recognizes text in an image. The resulting DOCX is a working transcription, not a guaranteed reconstruction of the original document. Pay particular attention to numbers, names, dates and wording whose meaning changes with one character.
No single checklist applies without exceptions to every document. First establish who is invoicing, what is supplied and which treatment applies. This article provides a review workflow, not certification of a particular invoice’s tax compliance.
A spreadsheet can speed up preparing several invoices, but one incorrect column can affect the whole import. Review the preview first, then the resulting drafts, and only afterwards decide whether to issue them.
Document direction depends on the company’s perspective. The same invoice is issued for the supplier and received for the customer. The person who uploaded the file does not by themselves determine its direction.