If you invoice the same clients for similar work each month, much of the information repeats: service descriptions, prices, VAT rates and customer details. Taxorio lets Czech sole traders (OSVČ) save those details and reuse them. This guide explains item templates, automatic numbering and scheduled invoices, with a practical workflow for both regular and one-off work.
Where repetitive invoicing takes time
Creating an invoice from scratch usually involves several small tasks:
- Finding the client's business name, address, IČO (Czech business identification number) and DIČ (tax identification number).
- Entering descriptions, quantities, units, prices and VAT rates.
- Checking which invoice number comes next.
- Calculating the due date from the agreed payment terms.
- Preparing payment details, a QR code and a PDF to send.
Those steps add up. If one invoice takes 5–10 minutes, twenty invoices take roughly 100–200 minutes before any follow-up. Your actual time will vary, but saving information you already know removes much of the repeated entry.
Item templates: save once, reuse when needed
An item template is a saved service or product in your price list. It holds a description, unit, unit price and VAT rate. For example, you might save “Web development”, measured in hours, at your usual hourly rate.
Using a template
- Start a new invoice and open the price list.
- Select the service or product you need.
- Check the prefilled description, unit, price and VAT treatment.
- Enter the quantity, such as the hours worked this month.
- Adjust the price if this client has a different agreed rate.
A template supplies defaults; it does not decide what you should charge or which tax treatment applies. Clear, consistent descriptions also make past invoices easier to understand.
Example price lists
The following figures are illustrations, not suggested market rates. Prices exclude VAT. The 21% rate shown assumes an ordinary domestic taxable service supplied by a Czech VAT payer. A non-payer or identified person does not add Czech VAT to these invoices.
| Profession | Service | Unit | Example price | VAT |
|---|---|---|---|---|
| Developer | Web development | Hour | CZK 1,500 | 21% |
| Developer | IT consulting | Hour | CZK 2,000 | 21% |
| Developer | Server administration | Month | CZK 3,000 | 21% |
| Developer | SEO audit | Item | CZK 15,000 | 21% |
| Designer | Graphic design | Hour | CZK 1,200 | 21% |
| Designer | Logo design | Item | CZK 25,000 | 21% |
| Designer | Print preparation | Item | CZK 500 | 21% |
| Designer | Product photography | Item | CZK 800 | 21% |
| Translator | English–Czech translation (per standard page) | Item | CZK 350 | 21% |
| Translator | Proofreading (per standard page) | Item | CZK 150 | 21% |
| Interpreter | Interpreting | Hour | CZK 800 | 21% |
For translation work, define what a “standard page” means in your agreement with the client. For a fixed-fee project, use a quantity of one and describe the agreed deliverable.
Automatic invoice numbering
A VAT invoice needs an identifying document number under § 29 of the Czech VAT Act. Taxorio assigns invoice numbers automatically using the fixed format YYYYXXXX: the year followed by the sequence number, padded to at least four digits. A new sequence for 2026 starts with 20260001, then 20260002.
This is Taxorio's numbering convention, not a format imposed on every business by law. The year helps distinguish sequences across years, while the counter identifies each invoice. You can check the next counter in Settings, but cannot replace the fixed format with a custom prefix.
If you are moving from another system, reconcile its issued invoices before setting the next number. For example, continuing a compatible series after 20260050 means starting the next counter at 51. Keep cancelled documents traceable rather than reusing their numbers.
Defaults that reduce repeated entry
Payment terms
Set your usual payment term, such as 14 or 30 days. Taxorio calculates the due date from the issue date. Check it against your agreement with the client and change the individual invoice where necessary.
Bank details
Save the bank account you want clients to pay. Check the selected account and currency before sending an invoice, especially when you use more than one account.
VAT treatment
A VAT payer can use a default rate for ordinary domestic services, then check each transaction. Non-payers and identified persons issue ordinary sales invoices without Czech VAT. The flat-tax regime is a separate income-tax setting: it does not make an identified person's cross-border VAT obligations disappear.
Fill in customer details from ARES
ARES is the Czech government's register service for business information. Entering a Czech client's IČO lets Taxorio look up its name, registered address and available DIČ, reducing manual copying. Check the returned details before saving the client. A DIČ alone does not establish that the customer is a full VAT payer.
Once saved, the customer can be selected on the next invoice. If the register is unavailable or the client is not in ARES, enter the details manually. Update the saved record when the customer's address or registration changes.
Payment QR codes
With QR payments enabled and suitable bank details saved, Taxorio adds a payment QR code to eligible invoices with a positive amount. The Czech SPD format carries payment information such as the account, amount and variabilní symbol, the payment reference used to match a bank payment to an invoice.
- The client can scan the code in a compatible banking app.
- The app fills in payment details, reducing copying errors.
- The client checks and authorises the payment in their bank.
A QR code does not collect money automatically or prove payment. For a foreign-currency invoice, Taxorio requires an account in the invoice currency for the QR code; otherwise the invoice shows the available account with a warning.
Choose the invoice's appearance
Taxorio offers Modern, Classic and Aurora PDF templates. Modern uses clear colour blocks; Classic provides a structured layout and prominent payment section. Preview the alternatives, colour scheme and logo in Settings before choosing one.
A visual template changes presentation. It does not verify the accuracy of the client, description, tax treatment or amounts you enter. Check a generated PDF before sending it, including the payment details and any language-specific labels.
Scheduled invoices for regular services
For a monthly website retainer, quarterly service or annual renewal, PRO includes recurring invoicing. Set the customer, items, start date and interval: 1, 3, 6 or 12 months. Taxorio then issues the scheduled invoice.
Choose the delivery mode carefully. NOTIFY issues the invoice and emails only you; it is already an issued invoice, not a draft. SEND also emails it to the client. Review the next-invoice preview before relying on the schedule.
Recurring plans support standard invoices in CZK, EUR, USD, GBP, CHF and PLN, with a document language setting. They do not support weekly schedules, proformas or automatic debit. For foreign-currency plans, the exchange rate is resolved for each issued invoice, so its CZK equivalent can change.
For irregular work, reuse saved items and customers or duplicate an appropriate invoice, then check the new dates, quantities and terms. A saved item is useful even when you do not want an automatic schedule.
Creating a schedule through an AI assistant
The Taxorio MCP connector also supports recurring invoice plans. Give the assistant an explicit request, such as “Create a monthly recurring invoice for client ABC for website maintenance at CZK 10,000, starting on 1 October. Notify me without emailing the client.” Include your VAT treatment and whether the amount is before or after VAT.
Check the resulting schedule and its next-invoice preview. Asking for “a monthly invoice” may mean a single invoice for a month's work, so state clearly when you want a recurring plan. See the Taxorio MCP connection guide.
A practical invoice workflow
Prepare once
- Save templates for your common services.
- Add regular customers and check their details.
- Set payment terms and bank details.
- Choose the PDF template, colour scheme and optional logo.
For each invoice
- Open a new invoice and select the customer.
- Add saved items and enter the actual quantities.
- Check the issue date, taxable supply date where relevant, due date, currency and VAT treatment.
- Review the total and payment account.
- Save the invoice, check the PDF and send it through your chosen delivery method.
The preparation can make a straightforward invoice quick to issue. Complex transactions still deserve careful review; a one-minute target is not a reason to skip it.
Habits that keep invoicing manageable
- Invoice on the agreed schedule. Prompt invoicing starts the payment process sooner.
- Use consistent descriptions. Keep the service name recognisable and add the period or project being billed.
- Maintain customer details. A saved record is only useful while it remains accurate.
- Review overdue invoices. Check the payment record before sending a reminder.
What might the time saving look like?
As an illustration, ten manually prepared invoices at ten minutes each take 100 minutes. If saved details reduce each to one minute, the same batch takes ten minutes: a saving of 90 minutes a month, or 18 hours a year. At a billable rate of CZK 1,000 an hour, that represents CZK 18,000 of potential working time, not guaranteed additional income.
Your saving depends on the complexity and number of invoices. FREE includes two invoices a month for trying the workflow; PRO supports unlimited invoices and recurring plans. Check current subscription pricing in your account.
Create a Taxorio account, add a regular customer and save your most frequently used service. The next invoice will start with information you have already checked.
Taxorio scope: Taxorio provides invoicing and income/expense records for Czech sole traders. It is not full accounting or personalised tax advice. For an unsupported or unusual case, verify the treatment with a Czech accountant or tax adviser before filing.