Invoicing

Create, send, and track invoices

Use NomadBill invoicing to create professional invoices, calculate VAT, export branded PDFs, send invoices by email, and accept online payments through Stripe. You can manage draft and sent invoices, track payment progress, and keep invoice numbers consistent across your company.

Invoice statuses

NomadBill tracks invoices with two separate fields: status and payment_status. The invoice badge prioritizes payment information, so when payment_status is paid, the invoice displays as paid even if the general status field would otherwise show something else.

A practical way to read this is:

• draft — you are still editing the invoice and have not finalized sending it.
• sent — the invoice has been delivered or marked as sent.
• overdue — the due date has passed and the invoice is still not settled.
• paid — the invoice is settled.

Payment-specific states add more detail:

• unpaid — no payment has been recorded yet.
• pending — payment is in progress.
• paid — payment completed successfully.
• failed — a payment attempt did not complete.

Creating an invoice

Create a new invoice from the Invoices area, complete the customer and billing details, add your line items, and then review the result before sending it. NomadBill keeps unfinished invoices as drafts so you can return to them later.

Line items

Each invoice line item stores a small, consistent structure so you can keep charges clear and predictable. A line item includes:

• id — optional internal identifier
• name — the line item title
• description — optional detail text
• quantity — how many units you bill
• price — the price per unit

Use one line item per billable service, product, or billing period. This makes the PDF easier to read and helps your customer understand how the total was built.

NomadBill also supports drag-and-drop reordering for line items. Reorder items to match the story you want the invoice to tell, such as listing core services first and reimbursable expenses last.

VAT calculation

NomadBill calculates invoice totals from the subtotal and VAT percentage. The formula is:

total = subtotal + (subtotal x vat_percentage / 100)

The default VAT rate is 19%, which matches the standard German rate. You can change the VAT percentage per invoice as needed, as long as the value stays within the allowed range of 0 to 100.

That means:

• 0 is valid for VAT-exempt or zero-rated invoices
• 19 is the default starting point
• 100 is the upper allowed limit

Currencies and languages

NomadBill supports five invoice currencies and four invoice languages. These values are enforced, so invoices always use one of the supported options.

Supported currencies

• EUR
• USD
• GBP
• CHF
• AED

Supported invoice languages

• DE
• EN
• FR
• ES

How the default currency is chosen

NomadBill resolves the invoice currency in this order:

1. Invoice currency — if the invoice already has a currency, that value is used.
2. Company default currency — if the invoice has no explicit currency, NomadBill checks the company default.
3. Global currency preference — if neither of the first two exists, NomadBill falls back to the global currency stored in local browser storage as nb.currency.

This priority keeps existing invoices stable while still giving you a company-wide and user-level fallback.

Invoice numbering

Invoice numbers use the format R-00001. The R prefix identifies the document type, and the numeric portion uses five digits with leading zeros.

NomadBill generates numbers through a database function that assigns the next document number atomically for each company. That matters if multiple people create invoices at the same time, because the sequence remains safe from race conditions.

Two details are important for day-to-day use:

• Invoice numbers are per company, not shared globally across all accounts.
• Each invoice number must be unique within the same company through the company_id and invoice_number combination.

PDF generation

NomadBill can export invoices as PDF documents for download, sharing, or email delivery. The PDF engine uses standard invoice data together with your company branding to produce a finished document.

The generated PDF uses an A4 portrait layout with 15 mm margins and can include:

• company logo
• brand color
• line items table
• totals block
• bank details
• footer

PDF output also supports all four invoice languages, so labels appear in the language selected on the invoice. If you use custom PDF layouts, NomadBill also supports template-based rendering.

Sending invoices by email

NomadBill sends invoice emails through Resend using noreply@nomadbill.co as the sender address. You can send either a document email with HTML content and an optional PDF attachment, or a summary-style email that records delivery details in the database.

When you send an invoice summary email, NomadBill updates these tracking fields:

• sent_at — when the invoice was sent
• sent_to — which recipient received it
• email_status — set to sent

The email content can include:

• the document number
• the customer name
• an optional custom message
• the total amount

This gives you both outbound delivery and a basic audit trail inside the invoice record.

Accepting payments with Stripe

Enable Stripe on an invoice when you want the customer to pay through a hosted checkout page. NomadBill creates a Stripe Checkout Session for the invoice and sends the customer to Stripe to complete payment.

How the Stripe flow works

Recurring invoices

Recurring invoices let you mark an invoice as part of a repeated billing pattern. NomadBill stores this with the is_recurring flag and a recurring_frequency value.

Supported recurring frequencies are:

• weekly
• monthly
• quarterly
• yearly

Use recurring settings to label and organize repeat billing, but do not rely on them as an automated subscription engine.

What to do next