Invoice Dialog Add and Edit Invoices
The Invoice and Estimate dialog allows invoice data to be entered and edited.
Open the Dialog
The dialog can be opened via:
- For the Invoice
- The Invoice menu > New invoice.
- The Invoice menu > Edit invoice.
- The Invoice table > Double-click on the invoice line of relevance, in the Address column.
- The Invoice table > Double-click on the invoice line of relevance, in the Total Amount column.
- From the ID column, click on the small icon Edit invoice on the right-hand-side of the cell.
- For the Estimate
- The Invoice menu > New estimate.
- The Invoice menu > Edit estimate.
- The Estimate table > Double-click on the estimate line of relevance, in the Address column.
- The Estimate table > Double-click on the estimate line of relevance, in the Total Amount column.
- From the ID column, click on the small icon Edit estimate on the right-hand-side of the cell.
Dialog Sections
The dialogue is divided into two sections:
- Invoice
- In the Invoice section you enter the invoice data.
- Settings
- In the Invoice settings section, parameters for new documents and interface settings of the invoice dialogue are defined.
Invoice Edit Dialog
Here is how the invoice dialog window appears. Below, we explain its individual elements.
Views
These are shown at the top.
They define which data entry fields are visible and which are hidden.
By switching between the different views, you can switch between more general and more detailed views.
The following views are available:
- Base
- Shows the most frequently used fields.
- Can be adjusted to one's needs.
- Short
- Focuses on the Item table.
- Can be adjusted to one's needs.
- Long
- Complete view with all fields.
- Can be adjusted to one's needs.
- Complete
- Complete view with all fields.
- Cannot be adjusted.
Via the Settings section, for the Base, Short and Long views, it is possible to define which fields to make visible and which ones to hide.
Structure
(1) Information and Free Texts
This section allows you to enter information regarding the invoice and define free texts to be included in the printout.
- Invoice number
- The invoice number is entered.
- The number is taken and inserted automatically by the programme in the Id column of the Invoices table.
- It can be included in the invoice printout.
- Language
- The language in which the invoice is to be printed is entered.
- If defined, the customer language set in the Contacts table is taken over and inserted.
- Currency
- The currency in which to print the invoice is entered.
- You can indicate the abbreviation (CHF, EUR, USD, etc.) that will be printed on the invoice.
- The programme does not make exchanges and conversions to other currencies.
- VAT mode
- Select the VAT mode.
- If the VAT mode is changed, the programme modifies the amounts already entered, so that the same invoice can be printed with gross and net amounts.
- Without VAT
No VAT is applied. - VAT excluded
Amounts are net. - VAT included
Amounts are considered gross.
- Without VAT
- The total VAT amount may vary by a few cents compared to the calculation performed directly on the VAT taxable total. The reason for this is that the VAT total is calculated by adding up the (rounded) VAT amount of each individual item. This difference is not to be considered an error, but a feature of the calculation of invoice amounts.
- Invoice date
- The invoice date is entered.
- The date is taken and inserted automatically by the programme in the Date column of the Invoices table.
- It can be included in the invoice printout.
- Due date
- The payment due date is entered automatically by the programme for all invoices.
- It can be entered manually for each invoice.
- It can be included in the invoice printout.
- Order number
- It's optional.
- The order date is entered.
- It can be included in the invoice printout.
- Order date
- It's optional.
- The order date is entered.
- It can be included in the invoice printout.
- Invoice custom fields
- It requires the Advanced Plan.
- They are optional.
- Additional information fields can be defined and added to the invoice (maximum 8 fields) where customised texts can be entered.
- The value/content is entered. In the Settings section, you define the names/texts of the fields.
- They can be included in the invoice printout using the CH10 and UNI11 layouts. In the print settings of the layouts, under Print → Information . Custom fields must be activated.
- Invoice title
- It's optional.
- The text of the invoice subject is entered.
- The text is taken over and inserted automatically by the programme in the Description column of the Invoices table.
- The text is included in the invoice printout as title/object. It takes priority over any title entered in the settings of the invoice layout.
- Begin text
- It's optional.
- You enter the initial text to be included in the invoice printout, immediately after the title/object.
- The text may be entered on several lines.
- You can put the text in bold, including the part of the text between double asterisks **.
Example: **text1 text2** text3 = text1 text2 text3.
- End text
- It's optional.
- You enter the final notes to be included in the invoice printout, immediately below the details table.
- The text is taken over and inserted automatically by the programme in the Notes column of the Invoices table.
- The text may be entered on several lines.
- You can put the text in bold, including the part of the text between double asterisks **.
Example: **text1 text2** text3 = text1 text2 text3.
(2) Customer address
This section allows you to enter the invoice address. You have two possibilities:
- Retrieve the data from the Contacts table.
- Select a customer from the list.
- You can also search directly for an address by entering the first name, surname, company, email or tax number.
- When you select a contact, the various address fields are automatically completed by the programme.
- Enter the data manually.
- Complete each element of the address field by field.
The address fields are as follows:
- Business name
- Enter business name.
- Prefix
- Enter customer's prefix.
- First Name
- Enter the first name.
- Last name
- Enter the last name.
- Address street
- Enter the street.
- Address extra
- If necessary, enter extra address.
- Post Box
- Enter Post Box
- Country code
- Enter country code.
- ZIP
- Enter ZIP.
- Locality
- Enter locality.
- Email
- Enter email.
- Phone
- Enter phone number
(3) Items / Items' Columns
This section allows line by line entry of all invoice details.
It is a table with the following columns:
- Item
- Optional.
- Using the Items table, an item can be selected from the list. In this way, the fields in the subsequent columns (Description, Quantity, Unit, Unit Price) are automatically completed by the programme.
- You can also search for an article by typing part of the descriptive text.
- Item date
- Requires the Advanced Plan.
- Optional.
- A date is entered for each item, useful for example to indicate the date of execution of the invoiced work.
- Description
- The description of the item or object of the invoice is entered.
- The text of the description may be on several lines.
- You can put the text in bold, including the part of the text between double asterisks **.
Example: **text1 text2** text3 = text1 text2 text3.
- Quantity
- It is mandatory.
- The quantity is entered.
- To create, for example, a credit note or a discount, enter the quantity with a negative sign (the total amount for the row will be negative). See also Create a Credit Note.
- Unit
- Optional.
- The text related to the unit (pcs, hours, etc.) is entered.
- Unit price
- It is mandatory.
- The price of the individual unit is entered.
- Discount
- Requires the Advanced Plan.
- Optional.
- A discount is indicated for each item.
The discount is calculated on the unit price (Unit Price column), and can be indicated:- As an amount. The amount of the discount is entered directly.
Example: Quantity 2; Unit price 10.00; Discount 1.00; Total = 18.00
If the Discount is same or greater than the Unit price the Total will be set to 0. - As a percentage. A percentage is entered (e.g. 10%).
Example: Quantity 2; Unit price 10.00; Discount 10%; Total = 18.00
If the Discount is same or greater than 100% the Total will be set to 0.
- As an amount. The amount of the discount is entered directly.
- Totals
- The totals are calculated and entered automatically by the program.
- VAT
- Optional.
- The VAT code to be used defined in the VAT Codes table is entered.
(4) Discounts and totals
This section allows any discounts to be entered and shows the invoice totals.
The programme automatically calculates the following
- Subtotal
- The sum of all amounts in the Total details column is shown.
- Discount
- It's optional
- You enter the discount to be applied to the invoice total by entering a description and the percentage or amount.
- If a percentage is entered, the programme automatically calculates and displays the discount based on the percentage value entered.
- Rounding
- Rounding is indicated.
- Deposit
- It's optional
- The deposit already paid by the customer is entered, indicating the description and amount.
- Total
- The final total of the invoice is shown.
- The total is also shown in the top right-hand corner of the dialogue to speed up invoice verification.
- VAT
- The totals of the VAT amounts are shown.
(5) Settings
The settings of the Invoice Dialogue.
For more information, please refer to the Invoice settings dialogue page.
(6) Commands
- Print
- Command to print an invoice.
- Copy
- Command to copy an invoice.
- Save
- Command to save changes.
- Close
- Command to end the dialogue.
- Cancel
- Command to delete changes and close the dialogue without saving.
- Help
- Command linking to online documentation where information on invoice dialogue can be found.
Customisation
The invoice dialog is programmed through a BananaPlus extension, and is updated independently of the application. The version provided is generic and covers most of the needs.
For contexts where invoices are complex, or many invoices are created, you can adapt the dialog to make creating invoices easier, more functional, and faster.
Advanced input Type column for Estimates and Invoices
Requires the Advanced Plan of Banana Accounting Plus.
The Type column in the Invoice Edit Dialog allows you to assign a specific role (e.g. header, notes, subtotals) to the invoice row.
To use the column, you first need to make it visible in the desired view, from the Settings tab (section Items columns > enable the Type column).

The available options in the Type column are as follows:
- Header
Allows you to insert a header text to be displayed in the invoice details (in blue in the image). - Note
Allows you to insert annotation text to be displayed in the invoice details (in green in the image). - Totals
Allows you to insert up to three levels of subtotals (in yellow in the image).
Header
Inserts a header row for the content of the following rows, where the items or services are listed.
- In the Type column, select Header from the list.
- In the Description column, enter text that will be displayed in bold as the header for the content of the following rows. The text can span multiple lines.
- The other columns must remain empty.
Example of data entry:
Type | Item | Description | Quantity | Unit price | Total |
Header | Consulting services | ||||
A | Service A | 1 | 150 | 150 | |
B | Service B | 2 | 100 | 200 | |
Header | Development services | ||||
C | Service C | 3 | 120 | 360 | |
D | Service D | 1 | 90 | 90 |
Note
Inserts a note row to be displayed in the invoice details, before or after the list of items or services.
- In the Type column, select Note.
- In the Description column, enter text that will be displayed on the invoice. The text can span multiple lines.
- The other columns must remain empty.
Example of data entry:
Type | Item | Description | Quantity | Unit price | Total |
A | Consulting service | 2 | 100 | 200 | |
Note | Remote assistance provided | ||||
B | Technical support | 1 | 150 | 150 | |
Note | Support provided in April |
Total 2
Inserts a subtotal row that sums up the preceding items.
- In the Type column, select Total 2.
- In the Description column, enter text that will be displayed on the invoice. The text can also span multiple lines.
- The other columns must remain empty.
The Total 2 row:
- Automatically calculates the subtotal of the items entered in the preceding rows.
- You can insert multiple Total 2 rows: each one sums all the items that precede it.
Example of data entry:
Type | Item | Description | Quantity | Unit price | Total |
A | Service A | 2 | 50 | 100 | |
B | Service B | 1 | 30 | 30 | |
Total 2 | Subtotal 2 | 130 |
Total 1
Inserts a subtotal row that sums up Total 2 rows and the previous items or services not included in a Total 2.
- In the Type column, select Total 1.
- In the Description column, enter text that will be displayed on the invoice. The text can also span multiple lines.
- The other columns must remain empty.
The Total 1 row:
- Automatically calculates the subtotal of the items entered in the preceding rows.
- If the preceding rows contain Total 2 rows, their values are included in the subtotal calculation.
- You can insert multiple Total 1 rows: each one sums all the items and Total 2 subtotals that precede it.
Example of data entry:
Type | Item | Description | Quantity | Unit price | Total |
A | Service A | 2 | 50 | 100 | |
Total 2 | Subtotal 2 | 100 | |||
B | Service B | 1 | 30 | 30 | |
C | Service C | 1 | 70 | 70 | |
Total 2 | Subtotal 2 | 100 | |||
Total 1 | Subtotal 1 | 200 |
Total
Inserts a subtotal row that sums up Total 1, Total 2 and the previous items or services not included in Total 1 or Total 2.
- In the Type column, select Total.
- In the Description column, enter text that will be displayed on the invoice. The text can also span multiple lines.
- The other columns must remain empty.
The Total row:
- Automatically calculates the subtotal of the items entered in the preceding rows.
- If the preceding rows contain Total 1 or Total 2 rows, their values are included in the subtotal calculation.
- You can insert multiple Total rows: each one sums all the items or services and Total 1 and Total 2 subtotals that precede it.
Example of data entry:
Type | Item | Description | Quantity | Unit price | Total |
Header | Consulting services | ||||
A | Service A | 1 | 150 | 150 | |
B | Service B | 2 | 100 | 200 | |
Total 2 | Total consulting services | 350 | |||
Header | Development services | ||||
C | Service C | 3 | 120 | 360 | |
D | Service D | 1 | 90 | 90 | |
Total 2 | Total development services | 450 | |||
Total 1 | Total work | 800 | |||
Header | Extra expenses | ||||
E | Travel expenses | 1 | 100 | 100 | |
Total | Subtotal | 900 |
Invoice settings dialogue
By clicking Settings (in the lower left corner) you enter the settings dialog of the invoice.
The settings you set are specific for the invoice.
- The currency code
You can indicate the code (CHF, EUR, USD, etc.) that will be printed on the invoice.
The program does not make exchanges and conversions in other currencies. - The number of decimals to be used for the amounts.
All amounts will have the number of decimals set. - Rounding up totals.
Put a "0.05", "0.10" amount that becomes the minimum rounding unit.
The decimal separator must always be the dot ".". - Payment term in days
It is used to preset the due date, which can then be changed manually. - Validity of the Estimate in days
This is used to preset the expiry date of the offer, which can then be changed manually. - The VAT mode
If the VAT mode is changed, the program modifies the amounts already entered, so that the same invoice can be printed with both gross and net amounts. If the VAT is set to gross and net amounts have been entered, once the setting has been changed, the amounts must also be changed so that they are net amounts.- No VAT. No VAT is applied.
- VAT Inclusive. The amounts are considered gross.
- VAT Exclusive. The amounts are considered net.
Use settings for new invoices
You can choose to use these settings for new invoices that will be created.
The settings of other existing invoices are not changed.
Translations of invoice's texts
In the Settings dialog, clicking on a text field, such as the title for new invoices or the description of one of the user fields, leads to the Translations dialog.
In the Translations dialog:
- You can enter the texts to be used in the various languages.
- Only the languages currently in use are listed.
- If a language is not listed, simply add a contact or invoice in the desired language.
- The first language listed corresponds to the programme language.
- The language marked with an asterisk * is the document language, defined in the menu File → File accounting properties→ Other tab → Current language.
Timeline of changes of estimates and invoices application
See what's is new in dialogs with the 2022-02-01 release.
2024-02-01
Released on February 01 2024
- General
- New: Added subtotal items feature.
- New: Added 'Payment Term in Days' column to the Contacts table.
- New: Added 'Currency' field to Invoices and Contacts tables.
- Fixed: Delete selected rows create new empty invoices in invoices table
- Fixed: 'Move Up' and 'Move Down' buttons were not functioning.
- Invoice Dialog
- Fixed: Scrolling issue in the Invoice dialog.
- Fixed: Long texts overlapping each other.
- Fixed: Section Invoice Table Items not resizing correctly when changing views.
- Fixed: Section Invoice Table Items not resizing correctly on HD screens.
- Updated: In the Settings section in the invoice dialog, the possibility to adjust the Table items height based on the rows has been removed.
2023-07-18
Released on Juli 18 2023
- General
- Fixed: the VAT is calculated even when vat mode set to no vat
- Fixed: after setting the rounding's decimals to 4 digits, the totals remain with 2 digits
- Fixed: creating an invoice from an estimate doesn't update the due date
- Fixed: the due date can't be left empty
- Fixed: wrong dialog title for estimates
- Fixed: wrong translation for Dutch language
- Interface
- Fixed: in the invoice dialog the move item down button is not active
- Fixed: in the settings tab the option's switchs are not visibles when the dialog is resized
- Fixed: moving up / down an item create an invalid item object
- Fixed: in the settings tab the vertical scrollbar has to be always visible
2023-04-03
Released on April 03 2023
- General
- Fix: vat total row not visibile in invoice's dialog
- Fix: error opening dialog with qt 6.5
2022-12-14
Released on December 14 2022
- General
- Fix: when the invoice dialog is closed, the application is closed too (this error occurred only with the latest Banana Insider Version)
2022-12-06
Released on December 6 2022
- Data entry
- New: added setting "Default Vat Code", the "Default Vat Code" is applied automatically to items added to the invoice
2022-09-29
Released on September 29 2022
- Data entry
- Fix changing from incluse vat to exclusive vat change the unit price.
Now the unit prices remain unchanged, but the invoice total is updated. - Fix entering the customer id in the combo box doesn't visual the corresponding customer entry
- New: changes to the settings for new documents settings are now applied to the current document;
- Fix changing from incluse vat to exclusive vat change the unit price.
2022-09-21
Released on September 21 2022
- Data entry
- Fix the invoice's number is not updated when it is modified in the invoice's table
- Fix the invoice's dialog does not open and an error is showed if the title for new invoices is empty
- Fix entering amounts in the local format is not working
2022-03-31
Released on March 31 2022
- Interface
- New: You can enter and print business units names in the address (advanced plan)
- Fix the language of the invoice title is not that of the document
- Fix the language of the invoice title is not updated when changing the language
- Fix the language of the invoice title is not updated when changing the customer
2022-02-10
Released on February 10 2022
- Interface
- Fix article's search is case sensitive.
- Fix highlight of the matched article in the combo box.
- Fix the item quantity can not be cleared, the user can not enter an item as description (quantity and price empty)
- Fix the quantity for articles without price is set to 1, the user can not use predefined articles as description row (quantity and price empty)
2022-02-08
Released on February 08 2022
- Interface
- Fix button create invoice does not create any new invoice.
- Fix button duplicate invoice does not create any new invoice.
2022-02-07
Released on February 07 2022
- Interface
- Fix save button is not saving the invoice in particular cases.
- Fix text fields doesn't automatically scroll horizontally, edited text beyond the field's with is not visible.
2022-02-01
Released on February 01 2022
- Data entry
- New: You can enter a discount for each item, both as amount or as percentage. (Advanced plan).
- New: You can enter an item's date (Advanced plan).
- New: You can define and add custom fields to the invoice (Advanced plan).
- New: You can enter unit prices and quantities with 4 or more decimals.
- New: You can enter multi-line texts or bold texts for the item description.
- New: You can enter multi-line texts or bold texts for the invoice begin text and the invoice final text.
- New: You can enter a deposit already paid by the client.
- New: The fields Prefix (Courtesy), Address extra and P.O.Box have been added to the customer's address.
- New: You can search for a contact address by entering the name, surname, company, email or tax number.
- New: You can search for an item by entering part of the description.
- Interface
- New: You can switch between different views of the invoice, from a general view to a more detailed one.
- New: The new Settings tab lets you set the initial values for new invoices and estimates, and select which fields are visible in the Invoice tab.
- New: You can select which fields to show and which fields to hide through views and settings.
- Added the invoice total at the top right to speed up invoice verification.
- The total VAT 0% has been added in the VAT recapitulation.
- The last dimension and position of the dialog are stored and resumed the next time the dialogue is opened.
- The width of the columns is stored and resumed the next time the dialog is opened.
- A help button has been added to all dialogs.
- General
- A notification is showed when an updated Version of the extension was installed.
- Improved compatibility with macOS dark mode.
- Improved compatibility with high resolution monitors.
What's new release 2022-02-01
The release of February 1, 2022 adds new and important functions to the application which are listed below.
What's new
Edit Invoice dialog
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Settings tabThe new Settings tab lets you set the initial values for new invoices and estimates, and select which fields are visible in the Invoice tab. |
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ViewsNew possibility of switching between different views of the invoice, from a general view to a more detailed one. |
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Prefix and P.O.BoxThe fields Prefix (Courtesy), Address extra and P.O.Box have been added to the customer's address |
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Custom fields (Advanced plan - Beta 2)You can define and add custom fields to the invoice. |
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Item date (Advanced plan)You can enter an item's date, useful for example if you want to indicate the date on which invoiced work were executed. |
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Item discount (Advanced plan)You can enter a discount for each item, both as amount or as percentage. |
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Multi-line and bold textsYou can enter multi-line texts or bold texts for the item description. |
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Unit price and Quantity with 4 or more decimalsYou can enter unit prices and quantities with 4 or more decimals. |
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DepositYou can enter a deposit already paid by the client. |
Settings tab
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Title for new estimates and invoicesYou can define the title for new estimates and invoices. |
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Manage viewsYou can select which views are enabled and change their name. |
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Visible fieldsYou can select which fields are visible in the Invoice tab. |
Estimates and Invoices Dialogue Beta Release
The beta release of the Estimates and Invoices extension adds new and important functions to the application.
All major developments have been carried out and also tested. We invite everybody to test and give us feedback.
How to install it
Watch the video tutorial which shows you how to try out the brand new Beta version of the Estimates and Invoices extension.
- Download and install the last Banana Accounting+
- Open the Extensions menu > Manage Extension dialog
- Select the Estimates and Invoices extension
- Select the Beta release as preferred channel.
You can change the release channel at any time without data loss.
What's new
Released on 2025-07-01
- Added Building Number field for compatibility with structured QR addresses.
Released on 2024-05-06
- Fixed: Problem with decimals in the quantity column:
- It is now possible to define a quantity amount without the decimals
- Fixed a problem when entering a quantity amount with only one digit in the rows where there was already a description or date entered.
- Fixed: Problem selecting items (with mouse) from combo box.
- Fixed: Program warning when opening dialog.
Released on 2024-02-01
- Add total and subtotal of items (Advanced plan)
Released on 2024-01-16
- Fixed problem with scroll
- Fixed problem with HD monitors
- Fixed problem while deleting invoices in table Invoices
- Added column Payment term in days in table Contacts
- Added column Currency in tables Invoices and Contacts
Subtotals of items
Subtotals allow you to add partial totals to the invoice. For example, it is possible to insert a subtotal with labor costs and a subtotal with material costs.
To add a subtotal:
- Go to the Settings tab > Item Columns section and switch on the column Type
- Go to the Invoice tab
- Add a new row
- In the column Type select "Total", "Total 1" or "Total 2"
- Enter the desired description for the total line.
Example:
Subtotals in the dialog
Subtotals on the invoice
Upcoming new functionalities
- Add status to the invoice (draft, sent, reminder1, canceled, ...)
Functionalities integrated in the standard release
- Possibility to print reminders (Advanced plan)
- Possibility to print delivery notes (Advanced plan)
- Possibility to print more invoices in separated pdf files
Dialogue extension
The dialogue for entering invoice data is implemented via the Estimates and Invoice Dialogue Extension.
- The extension is installed automatically when an Estimates and Invoice file is opened.
- The extension is updated automatically when a new version of the extension is released.
The dialogue can therefore change even if the Banana Accounting programme has not been updated. - To try using a development version of the extension, see Manage Extensions : Using a Development Version.
If you have the Advanced plan, you can edit the source code and upload your modified code on your instance to Banana Accounting+.
Feedback
We would appreciate every feedback about this new release.
You can send us your feedback through the contact form, please also include a short description about the context where your are using this extension.