Invoices and documents · 5 min read

How to issue an invoice step by step

A complete step-by-step guide to issuing an invoice in Taxorio — selecting a client through ARES, adding items and VAT rates, setting the due date and sending it by email.

Getting started

You can issue a new invoice in two ways: with the New invoice button on the Overview, or by going to the Invoices section and clicking the same button in the top right. Either way opens the invoice form.

Step 1 — Selecting or entering the client

Start typing the client's name into the Client field. Taxorio searches your address book and suggests matches — you always pick from clients you've already added. If the client isn't in your address book yet, click the New client link next to the field. A window opens right over the invoice with two options:

Enter the company ID (IČO) — as soon as you type the eighth digit, Taxorio loads the details from the ARES register (name, address, tax ID (DIČ)). If ARES doesn't respond or doesn't know the ID, you fill the details in by hand.
Enter manually — the “No ID or foreign” option: for foreign clients or individuals without a company ID, fill in the name, address and, if needed, the country and tax ID (DIČ).

Once you save, the window closes and the new client is already selected on the invoice — nothing you've filled in is lost. You can add email, phone and other details later in the client directory. Clients are added to the directory without a limit; the FREE plan's limit on invoiced clients applies only when you issue the invoice, and the window warns you about it in advance.

⚠️ Are you a VAT payer invoicing abroad? You can go ahead — foreign clients are available in the selector like any other. What decides how the document is reported is the rate, because it expresses the place of supply:

Czech rate of 21 or 12% — you're claiming the place of supply is domestic (accommodation, a service tied to real estate, transport, event tickets, sale to an individual). Taxorio reports such a document in full — lines 1 and 2 of the return and section A.5 of the VAT control statement.
Rate of 0% — the place of supply is with the client (a service to an EU business under § 9 odst. 1, an export of goods under § 66, a service to a non-EU country under § 24a). It doesn't belong in the VAT control statement; in the return the app sorts it into line 20, 21, 22 or 26 depending on the type of supply (goods to the EU, service to the EU, export, service outside the EU). If the client has an EU VAT ID, the EC Sales List comes with it too — you'll find the card with its XML for EPO, the filing deadline and an explanation of which period it covers under Taxes → VAT.

Taxorio flags either case as a finding in the Taxes & insurance section for the relevant period, invoice numbers included. Choose the rate to match the real place of supply — a zero rate on a supply whose place is in Czechia would mean paying less VAT than you owe. Non-payers, flat-rate taxpayers and identified persons invoice abroad without any of this — Taxorio adds the "the customer accounts for VAT" clause to a service supplied to the EU on its own.

💡 Tip: Save recurring services to your price list under Settings → Price list. In the invoice form, click From price list above the items and you'll add an item with its price, unit and rate in one click. The price list is shared across the whole account, not per client, and it doesn't pre-fill itself just because you picked a client.

Step 2 — Adding items

In the Items section, add everything you're invoicing — services or goods. For each item, fill in:

Description — what the item is, as it will appear on the invoice (e.g. "Website graphic design").
Quantity — number of pieces, hours, or another unit.
Unit — pick from the list (hr, pc, day, mo, yr, km, m, m², kg, l); the default is "hr".
Unit price — excluding VAT, in the document's currency (CZK by default).
VAT rate — 21%, 12% or 0%. The rate selector is visible only to VAT payers; non-payers, identified persons and flat-rate taxpayers don't see it at all, because they're not allowed to state Czech VAT on a document (§ 108 odst. 4 of the VAT Act).

The total is recalculated automatically. Click Add item to add another line.

Discount on the price

Giving a discount on the whole order? Next to Add item there is an Add discount button. It inserts a line named "Discount" with the VAT rate of the predominant item — just enter the discount amount (say 6,000) and the app subtracts it from the document, you don't have to deal with the sign. It's an ordinary line like any other: you can rename it, change its rate or delete it. If you prefer, you can skip the button and type a negative price straight into an item of your own.

A discount given as of the date of the taxable supply lowers the tax base directly (§ 36 odst. 5 of the VAT Act), so the tax is calculated from the price after the discount. It isn't a workaround — it's how the law expects it to work. The client also sees on the invoice that they got a discount, instead of just looking at lower item prices.

A discount can't take the document below zero. The app rejects it — money is refunded with a corrective document, not with a negative invoice.
On a document with several VAT rates you split the discount between the rates yourself (with two discount lines). Taxorio points this out but doesn't split it for you.
On a corrective document and a final invoice the button isn't offered. For a final invoice, put the discount on the proforma invoice already.

⚠️ Don't enter an early-payment discount here. "2% off if paid within 10 days" is a conditional discount — the condition is met only after the date of supply, so it isn't § 36 odst. 5 but a correction of the tax base under § 42 odst. 1 písm. b). The original invoice keeps the full tax, and only after you receive the payment do you issue a corrective document. Entering an early-payment discount as a discount means paying less tax than you owe — even if the client doesn't pay on time.

💡 Tip: Invoicing another VAT payer for construction or assembly work, metals, or another supply under domestic reverse charge? Turn on the Domestic reverse charge (§ 92a) toggle on the invoice — Taxorio locks the rates at 0%, asks for a supply subject code, and sorts the document into the return and the control statement on its own. More detail in the article Domestic reverse charge on issued documents.

Step 3 — Dates and payment terms

In the Payment & VAT section, set the key dates and the payment method:

Issue date — today's date (filled in automatically).
DUZP — the date of taxable supply. It's pre-filled the same as the issue date. Change it if you provided the service or delivered the goods earlier — it can't be later than the issue date.
Due date — pre-filled from your default payment term under Settings → Invoicing (14 days out of the box). You can change it to any date for a specific invoice.
Payment method — Bank transfer (the default), Cash or Card on site (a card terminal at your end). An invoice the customer paid on the spot is covered in the Payment on the spot part below.

Under the More options drop-down is everything else that otherwise fills itself in: the invoice number, the variable, constant and specific symbols, an order number and a note, which the client sees on the invoice.

Step 4 — Saving and sending

Once every required field is filled in, click Issue invoice. The invoice is saved and gets an automatic number from your numbering sequence.

From the invoice detail you can then:

Send — the PDF is generated automatically and emailed to the client.
PDF — download it to send by hand or to archive.
Print (next to Download PDF; on a narrower window in the More actions menu) — opens your browser’s print dialog with the invoice PDF straight away, nothing to download first. On an iPhone or iPad the PDF only opens and you print it with the system Share → Print.
Share — a public web invoice (with QR payment on a bank-transfer invoice).
Mark as paid — once the payment lands on your account or the customer pays you on the spot; the dialog lets you enter the actual date it arrived and, for a payment on the spot, how and when the customer paid.

Payment on the spot — cash or card

The customer pays on the spot? In the Payment & VAT step choose Cash or Card on site. On a regular invoice a Paid checkbox appears with the payment date (today pre-filled) — leave it ticked and the invoice is issued already paid. If the customer pays later, untick it and record the payment with Mark as paid afterwards.

On the invoice there's no bank account, variable symbol or QR code. A paid cash invoice says “Paid in cash” with the date and shows no due date; the default email text to the client gives the payment date instead of the due date.
The payment date can't be before the DUZP. Money received before the supply is an advance — issue a proforma invoice for it.
Cash limit: you may accept at most CZK 270,000 in cash from one customer per day (Act No. 254/2004 Coll.), and from 10 July 2027 at most EUR 10,000 per payment (even when split into parts). Taxorio warns you in the form only when a single invoice exceeds the limit — it doesn't add up the same customer's payments for the day.
From EUR 10,000 in cash you must identify the customer from an ID document (anti-money-laundering act). Taxorio doesn't check that for you.
You don't need a cash book — tax records don't require one. The income counts on the day you took the money.
Card on site is a card payment while you meet — on a terminal or through a payment link the customer pays while you are with them. Enter a card payment through a link or an e-shop that the customer makes without you (at home, say) as Bank transfer. Taxorio counts the income on the payment date you enter; for a card payment at the turn of the year (paid on 31 December, credited to your account in January), check the payment date with a tax adviser.
Sales records: from 1 January 2027 a payment on the spot is recorded in EET, cash always. On PRO with EET set up, Taxorio sends it by itself when you issue the invoice as paid — record it just before you take the money and check the Money received line. On Free it only reminds you to record the payment in MOJE eet. You are responsible for recording; the steps and what Taxorio cannot do are in Sales records (EET) in Taxorio.

What you can still change after issuing

As long as the invoice isn't paid, open Edit and change anything — items, client, issue date, DUZP, due date, and also the document number and variable symbol (in edit mode there's no "Automatic" toggle for them; you type the value by hand; the number only until the client has received the invoice by e-mail or opened its link).

A paid invoice can no longer be edited — the form won't open for it even via a direct link. From that moment the document is tied to what happened with the money, and for an advance it's also tied to the tax document already issued for the received payment. There are two ways forward:

The payment never arrived, or the date is wrong → invoice detail → More actions → Clear payment. The invoice goes back to unpaid, you fix it, and mark it paid again with the correct date.
The payment arrived and the price is changing (an additional discount, a partial return, the order being cancelled) → Correct document and issue a credit note. A discount you give when issuing the invoice goes straight on the invoice (see above).

There is no separate "change the payment date" action in Taxorio — a wrong date is fixed by clearing the payment and marking it paid again.

⚠️ Careful: Don't quietly edit an invoice the client has already received — they'd be left holding a different document than the one in your records. Send them the corrected version, or issue a corrective tax document straight away. And mind the difference: a credit note under § 42 handles an additional change to the deal (a discount, a return, cancellation). If the invoice was wrong from the start (wrong price, wrong VAT rate), it's a correction of an error under § 43 instead — that belongs in a supplementary return for the original period, and is worth discussing with your accountant.