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. The client form opens with two options:

Enter the company ID (IČO) — Taxorio loads the details from the ARES register (name, address, tax ID (DIČ)).
Enter manually — for foreign clients or individuals without a company ID, fill in the name and address by hand.

Once you save the client, Taxorio takes you straight back to your unfinished invoice and pre-selects the new client for you.

⚠️ 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 CZK.
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.

💡 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:

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 earlier or the supply happens on a different day than the invoice.
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.

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. There's no payment-method choice — issued invoices are always set up for a bank transfer.

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 print.
Share — a public web invoice with QR payment.
Mark as paid — once the payment lands on your account; the dialog lets you enter the actual date it arrived.

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).

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 (a discount, a partial return, the order being cancelled) → Correct document and issue a credit note.

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.