Some of your customers are not people but companies: an office that orders every month, a reseller, a café. Their accountants do not want thirty separate invoices - they want one monthly invoice covering every delivery of that month. That is the summary invoice under art. 113(13) of the Bulgarian VAT Act, and Customers › Business clients is where you set everything up for it.
The page is available on the Business plan and above.
How it works
You mark an existing customer as a business client. From then on that customer's orders are grouped for their monthly invoice. The customer does not change - same account, same orders, same checkout. What changes is how you invoice them and, if you choose, how they pay you.
Note that a business client is identified by the customer, not by a promo code. A code can expire, run out of uses, or leak and be used by a stranger, which would put someone else's order on your client's invoice. So the code stays what it is (a discount), and the company is identified by the customer themselves.
Adding a business client
Press Add business client (or the Make a business client button on the customer's row under Customer data). In the dialog:
- Find the customer by name or email. Only customers with an account identity are listed - the business record attaches to exactly one of those. Customers you have already marked are not shown again.
- Check the company details. If the customer has ever ordered asking for a company invoice, the fields are already filled in from their most recent such order - you only need to look them over. Company name and ЕИК/БУЛСТАТ are required; the ЕИК is checksum-validated, so a mistyped digit is caught immediately.
- Choose the date their orders are invoiced from. It defaults to today. Orders placed before that date are never added to a summary invoice, so marking a long-standing customer does not drag a year of settled orders into their first invoice. Set an earlier date only when you are moving over an arrangement you were already running by hand.
If another business client already uses the same ЕИК you will see a warning, but the record still saves. That is expected: two people from the same firm are two business clients with the same number, and each gets their own invoice.
Business client settings
Press a row to expand it. Save stays inactive while something required is missing - the Days to pay the invoice under monthly payment, the value of a trade discount, or the categories and products it applies to - and the reason is written next to the button. Four groups of settings:
Company details
Name, ЕИК/БУЛСТАТ, VAT number, responsible person and address - what appears as the recipient on their invoices. These are the buyer's details, not yours; yours are set under Settings › Invoices.
How they pay
- Pays each order at checkout - the customer pays like anyone else (cash on delivery, bank transfer, card), and the monthly invoice is the accounting document they hand their accountant.
- Pays once a month, against the invoice - the customer orders without paying, and the summary invoice is what they pay, by bank transfer. You set Days to pay the invoice: the invoice prints a payment due date (the issue date plus those days) and the bank details you show your customers for bank transfers. What the customer sees at checkout is described in the section of that name below.
Paying monthly is for companies you trust to pay after delivery: the goods ship straight away, and the money follows with the summary invoice.
Trade discount
The customer's negotiated discount - a percentage or a fixed amount, across the whole shop or only for selected categories or products. It applies automatically to every order they place and is printed on the invoice as a trade discount, not as a code.
For selected products there is a search field above the list - type part of a name to find the product quickly.
The customer has to be signed in to get the discount. Typing the right email is not enough - otherwise anyone who knew the company's email address could shop at its prices. If they order as a guest the order is still collected for the summary invoice (which you review, and can remove it from), but at your normal prices. When that happens, tell them to sign in - or correct the order from its detail page.
Two switches decide how it behaves alongside your other discounts, and both are off by default:
- Add on top of store promotions - off: the customer gets either their trade discount or the running promotion, whichever is better for them. On: both apply, one after the other.
- Add on top of promo codes - off: a code they enter replaces the trade discount when it is bigger. On: the code applies as well.
Off is the sensible starting point. Turn a switch on when you genuinely want the discounts to compound.
Quantity pricing. If you sell with quantity pricing, a third switch sits under the two - Includes products with quantity pricing, off by default. Off: the trade discount does not apply to products with quantity pricing at any quantity - the company pays the row price. On: the discount also cuts every row, so a company ordering 50 pieces gets both the row and their own discount. Existing business clients start with it off. The switch is hidden when you do not sell with quantity pricing.
Prices in the shop. A percentage discount shows in the catalogue too: once the customer is signed in, product cards and the product page show their price - the regular price struck through, their price, and a "−X%" tag with the whole discount. The two switches apply here as well: with Add on top of store promotions off the better of the trade discount and the running promotion shows, with it on both apply one after the other. Their price appears a moment after the page loads - until then the regular price shows. Fast order is priced with the discount too. The Cart page, the small cart from the button at the top of the shop and the total on that button carry the discount as well: each product shows the customer's price, and on the Cart page (and at checkout) the discount gets its own line, "Trade discount −€X", under the subtotal. A fixed amount discount shows in the cart and at checkout, because it is for the whole order.
The monthly invoice
Send invoices to - leave it empty and the invoice goes to the customer's own email. Many firms want their accountant here rather than the person who placed the order.
Invoice language - defaults to your own primary language. A summary invoice covers many orders, so it cannot inherit the language of any one of them.
Invoice layout - how much of each order the invoice shows:
- Every order with its items (the default) - every item with its quantity and unit price.
- One line per order, citing its goods note - each order is one line with its tax base, VAT and amount, referring to "goods per goods note No. … of …". The quantities and prices are on the goods note itself. An order that has no goods note yet gets one issued automatically together with the invoice, and the goods notes are attached to the invoice's email.
Both layouts come to exactly the same amounts - the only difference is how much of each order is on the page.
Issue the invoice automatically - last month's summary invoice is issued and emailed on its own. The details are in "Automatic issue" below.
What the customer sees at checkout
When a business client is signed in, the checkout looks a little different for them:
- The Company invoice section is filled in from the agreement and cannot be edited. The recipient of a summary invoice has to equal the record - otherwise one client splits in two and you issue documents you never agreed to. If the company's details change, edit them under Business clients; their next order picks them up.
- If you agreed a discount, a separate Trade discount line appears in the order summary with the amount. The customer sees exactly what they will pay.
- If the customer pays once a month, the only payment method they see is Pay against invoice. Beneath it, it says nothing is paid now and the order goes on the monthly summary invoice, payable by bank transfer within the agreed days. No cash on delivery is collected and the bank-transfer discount does not apply. The per-courier payment methods from Couriers & shipping do not apply to this method - the courier collects nothing.
- Under the total it says the order goes on the monthly summary invoice - so they are not surprised by a document arriving weeks later for orders they thought were closed.
If they order as a guest (not signed in) none of this shows: no discount is applied and paying against invoice is not offered - even if they type in the company's email. Otherwise anyone who knew that address could order on the company's account.
The business client's orders
From the date you invoice the client from, each of their orders is collected for the summary invoice of its month. The month is taken from the order date, Bulgarian time.
- Under Orders such an order carries a Business client badge. The Business client filter above the table narrows the list to one company.
- An order paid against invoice carries an On account badge, and the Payment filter has an On account choice. In the Delivery + payment section of a *To process* order you can change on account to another payment method. Not the other way round: once you save another method, on account is no longer offered for that order - only the customer picks it, at checkout.
- On the order detail, in place of the Issue invoice button, it says which summary invoice the order goes on. An order belongs to exactly one invoice, which is why a separate one is not offered.
- If that one order does need its own invoice, press Invoice separately on its detail. It leaves the summary invoice and the Issue invoice button comes back. Put back on the summary invoice is the reverse. Both only work until the invoice is issued - after that the order is locked.
- Each business client's row shows how many orders, and for how much, are waiting to be invoiced for the last closed month. The current month is deliberately not shown - it is still filling up.
Not every order is included. Left out are: orders placed before the date you invoice the client from; cancelled orders and unfinished fast orders; test orders; card orders whose payment was never collected; fully refunded orders, with every item returned; and orders you have already issued a separate invoice for. The order detail says which of these applies. Orders paid against invoice are always included - the summary invoice is exactly the document they are paid with.
An order the client returned only part of stays on the summary invoice in full. The invoice records the delivery, and the returned amount is a separate refund, which you see under Returns. The summary invoice is not reduced by the return - that correction is a credit note, which we do not support yet. The order leaves the summary invoice only once every item has come back.
Issuing the summary invoice
Open the client and press Summary invoices. The page has two halves: the review before issuing, and the history of documents already issued.
The review
At the top you pick a month. It defaults to the last closed month - the current one is still filling up, so it is not offered first.
Below it are the orders, each with a switch:
- Orders from the month you picked that can go on the invoice start ticked.
- Un-invoiced orders from earlier months are listed too, marked with the month they came from, but they start unticked. That way you never lose a month you missed, but you also never put an August delivery on a September invoice without deciding to. Whether that is right is your accountant's call, so we leave the decision to you.
- Orders that cannot go on the invoice are shown as well - greyed out, with the reason beside them ("already has its own invoice", "card payment not collected", and so on). That is deliberate: "why is this order not on the invoice?" is the first question, and a table that simply hides the order cannot answer it.
At the bottom you see how many orders you picked and for how much. If this client's invoices use one line per order, it also says that orders without a goods note will get one issued together with the invoice. Press Issue summary invoice.
Anything you untick stays available for next time - nothing is lost and nothing is invoiced twice. That is also how you issue a second invoice for the same month when some orders still need to wait.
If the picked orders are in different currencies the issue is refused. Summing two currencies into one document would mean an exchange rate we invented - issue one invoice per currency instead.
What the document contains
The invoice is issued under art. 113(13) of the Bulgarian VAT Act and itemises every order separately: its number, tax event date, payment method (with a "paid" mark for card orders that were collected), the items with quantities and unit prices, the discount, the shipping, and its own tax base and VAT. The document totals come last. With the one line per order layout each order is a single line with its tax base, VAT and amount, referring to its goods note.
VAT is calculated per order, not once over the grand total. That makes the summary invoice come to exactly what separate invoices over the same orders would have summed to, down to the cent. Otherwise a client invoiced per order one month and by summary the next would find the two months a cent apart - and their accountant would find it before they did.
For a client who pays once a month, the document also carries the payment due date and your bank details, so the client knows when and where to pay. Both are fixed at the moment of issue - changing your account later does not alter an invoice already issued.
The document runs to as many pages as it needs, each numbered ("page 2 of 3"). A single order is never split across a page break. Every page carries your shop's letterhead - logo and name at the top, your contacts at the bottom - fixed at the moment of issue.
The number comes from the same series as your ordinary invoices - one gap-free numbering for your business, as the law requires, rather than a separate series for summary invoices.
After issuing
- The invoice is emailed to the address in Send invoices to (or to the customer's own email if you left it empty), with the PDF attached - and, with the one-line-per-order layout, with the goods notes it refers to.
- The client sees it in their account, under Invoices.
- You see it under Issued summary invoices at the bottom of the same page, where you can download it again or press Send again if the mail was lost or the address was wrong. Sending again carries exactly what the first mail did, goods notes included. With the one-line-per-order layout the goods notes are listed under the invoice too, each downloadable on its own.
- The orders on it are locked. Their line items cannot be edited and their company invoice details are final. An issued invoice is immutable: a mistake on it is fixed with Annul and issue new (see below), and a change to what was sold needs a credit note, which we do not support yet.
If the issue fails, the message names exactly which order is in the way and why. Nothing is issued half-way: either the whole document or none of it - and no number is consumed, so your series stays gap-free.
Annulling and issuing a new summary invoice
Under Issued summary invoices (and in Orders → Invoices) every live summary invoice has two more buttons:
- Annul and issue new - when the document stands but something on it is wrong. Choose a reason (it goes on the annulment protocol only). The dialog lists the invoice's orders, all included: switch off an order that does not belong on this document - it is released and can be invoiced on its own or left without an invoice. New orders are not added here: for those, issue a further summary invoice for the month. The buyer's details come from the client record and are read-only here - if they are wrong, fix them first with Edit the client. The due date and the paid mark carry over to the new invoice. If the invoice was paid and the new one is smaller, the dialog says by how much the payment exceeds it - settle the difference with the client outside the document. The new invoice takes the next number, names the one it replaces and goes to Send invoices to together with the annulment protocol. With a one-line-per-order invoice, the goods notes of the orders you kept are re-issued in the same act, and the new invoice cites and attaches their new numbers.
- Annul - for a document that should never have been issued. Every order is released, and the client gets an email saying the invoice is annulled, with the protocol.
Annulment cannot be undone. The annulled invoice stays on the list with its number, marked Annulled → No. of the new one, with Download the annulled invoice and Annulment protocol - sign the protocol and keep it with your accounting documents. The client sees it in their account under Invoices as annulled; the due date and the payment live on the new one.
Paying against invoice: due dates and the paid mark
For a client who pays once a month, every invoice under Issued summary invoices shows where its payment stands:
- Due {date} - not paid yet, and still within its terms.
- Overdue · due {date} - the due date has passed with no payment recorded. The client has the whole due day to pay.
- Paid {date}.
When the transfer arrives in your account, press Mark as paid and pick the day the payment arrived (today by default; it cannot be in the future). A mistaken mark is undone with Undo paid. The invoice itself does not change - the mark is your record of whether the money arrived. The client sees the same state in their account, under Invoices, and the invoices card on their account Overview names the most pressing one: an overdue invoice, a due date, or when the latest was paid.
The mark covers the whole invoice: one transfer pays for every order on it. If the client pays only part of the amount, wait with the mark until the rest arrives.
A return of goods from an order paid against invoice works like one from a bank-transfer order: the client gives an IBAN, and once you have inspected the goods you transfer the returned amount and mark it refunded under Returns. The order stays on the summary invoice in full, so the invoice is paid in full and the returned amount reaches the client by that separate transfer.
Orders paid against invoice go into the Приложение 38 audit file as a bank transfer (code 1) - because that is what they are, a bank transfer made later - and no fiscal receipt is owed for them. If a client does pay an invoice in cash, that payment requires a fiscal receipt, which the system does not issue. Confirm this reading with your accountant.
Automatic issue
Turn on Issue the invoice automatically in the client's settings and last month's summary invoice is issued and emailed on its own - on the 1st of the month at 10:00 (Bulgarian time).
- It covers exactly the orders the review would tick for you: those from the month just closed that can go on the invoice. Un-invoiced orders from earlier months are never added automatically - you decide about those in the review.
- If you already issued an invoice for the month by hand, there is no automatic one for it: the orders you left out are assumed to be left out on purpose.
- The first automatic invoice is for the month you switch it on in, issued on the 1st of the next. Issue orders from months that have already closed by hand, from the review.
- An automatically issued invoice is just like one you issue by hand: the same numbering, emailed, downloadable, resendable, and it locks its orders.
- If the issue fails - for example your company name or ЕИК is missing under Settings › Invoices - the reason appears on the client's row. We try again every morning at 10:00 until the next month begins; if it still has not been issued by then, that month's invoice is left for you to issue from the review.
Ending an arrangement
End arrangement stops the invoicing from that moment on. Orders placed after it are ordinary orders again and get their own invoice, and paying against invoice is no longer offered. Nothing is deleted: issued invoices and the orders on them stay exactly as they were. If the arrangement resumes, press Reopen arrangement.
Next step
Company details come from the "company invoice" field at checkout - see Orders. For how ordinary invoices are issued and how your numbering is configured: Settings. Fiscal receipts and Приложение 38: Fiscal receipts.