# Invoice and case file completion: tips and points to note Step 2: practising with Bas · Updated: 2026-02-07 · Bas Software Web version: https://www.bas.software/en/onboarding/step-2-practising-with-bas/invoice-and-case-file-completion-tips-and-points-to-note Generate the invoice, send it to the customer and complete the case file. The final steps of the move. ## Invoice and case file completion After the move has been carried out, you create the invoice. The system automatically fills in the lines based on your package and quote. Check the invoice and send it to the customer. --- ## Step 1 - Setting the case file status to "Finalising" Before you start invoicing, you **always set the case file status to "Finalising" first**. You do this in the case file overview by changing the status. `Note:` This step is mandatory. If you invoice without setting the status to "Finalising", the system cannot correctly determine that the move has been carried out and that the invoice may be created. --- ## Step 2 - Creating the invoice Open the case file and click **Create invoice**. The system automatically fills in the invoice lines based on: - The package (invoice lines) - The quote (amounts) - For actual-hours invoicing: the hours logged in the app You get a **draft invoice**. --- ## Step 3 - Checking the invoice lines Go through each line: | What | Check | | --- | --- | | **Amounts** | Do they match the quote? | | **Revenue group** | Does every line have a revenue group? | | **VAT** | Is the VAT percentage correct? (21% for private customers) | | **Due date** | Is the due date correct? (e.g. 14 days) | ### Making changes if needed You can adjust amounts and lines if there is extra or reduced work. Add a note to the invoice to explain any changes. `Note:` Always invoice from the case file. Never look for an invoice in the financial overview. Always via the case file. ### Adding one-off costs For one-off costs such as parking costs, hotel costs or meal costs, you add an invoice line. Always enter **1** for the **quantity**, and put the total amount in the price. This avoids confusion on the invoice. ### Invoicing with different hourly rates If you work with premium hours, the following zones apply: | Zone | Time period | Rate | | --- | --- | --- | | **100%** | 07:30 - 16:00 | Standard hourly rate | | **130%** | Before 07:30 and after 16:00 | 30% surcharge | You have to **calculate the premium hours manually**. The system does not automatically calculate how many hours fall within and outside the 100% zone. Count the hours outside the regular zone and add them as a separate invoice line at the 130% rate. ### Adding an invoice attachment At the bottom of the draft invoice you'll find the option to **add an attachment**. This is handy if you want to include, for example, a photo of damage, a job sheet or a breakdown with the invoice. --- ## Step 4 - Sending the invoice `Note:` The button is called **"Send invoice"**, but the action it actually performs is **"Create invoice"**. The name is confusing: after clicking, the invoice is first created as a draft. You can still check the invoice afterwards before it is actually sent. Click **Send invoice**. The system: - Generates the invoice PDF - Sends the invoice by email to the customer - Sends the invoice to your accounting software (if the integration is set up) ### Checking the invoice in your inbox If you've sent the invoice to your own email (for testing), check: | What | Check | | --- | --- | | **Email received?** | Yes/No | | **Invoice PDF** | Is the layout correct? Logo, colours, text? | | **Amounts** | Are the amounts on the invoice correct? | | **VAT** | Is the VAT stated correctly? | | **Payment button** | Is there a Mollie iDeal button? (if you have Mollie) | | **Footer** | Are your Chamber of Commerce number, VAT number and IBAN correct? | `Tip:` If you've activated Mollie, the invoice email includes an iDeal payment button. The customer can pay directly from the email. Average payment time drops from 16 days to 1.2 days with iDeal. **Expected result:** the invoice has been sent, appears in the case file, and (if you've set up the accounting integration) has been forwarded to your accounting software. --- ## Step 5 - Checking payment (Mollie) If you've activated Mollie, the customer can pay directly via iDeal. The customer: 1. Opens the invoice email 2. Clicks the **iDeal payment button** 3. Chooses their bank 4. Completes the payment ### After payment Go to the case file in Bas. Check: | What | Check | | --- | --- | | **Payment status** | Is the invoice marked as "Paid"? | | **Accounting software** | Has the payment come through in your accounting software? (if you have an integration) | --- ## Step 6 - Completing the case file A case file is completed when: - The move has been carried out - The invoice has been sent and paid - All tasks have been ticked off - There are no outstanding damage reports Set the case file to **Completed** and check that everything is correct. **Expected result:** the case file is set to **Completed** and is no longer visible in your active work list. --- ## Common mistakes | Mistake | Consequence | How to prevent it | | --- | --- | --- | | Case file status not set to "Finalising" | Invoicing flow doesn't work correctly | Always set the status to "Finalising" first before invoicing | | Not checking the invoice lines | Wrong VAT, wrong amounts sent to the customer | Always check the draft invoice before sending | | Revenue group missing | Invoice cannot go to accounting | Add revenue groups to your package | | Due date too long | Later payment | Set the due date to 14 days | | Forgetting to turn off Mollie test mode | Everything shows as "paid" but no money comes in | Check the test mode setting before you go live | | Invoice not in accounting software | Manual follow-up work | Check your accounting integration | ### Known bug: "Send invoice" button blocked If you've deleted an invoice that was created with the wrong package, the "Send invoice" button can become blocked. The workaround: **switch the package back and forth**. Go to the case file settings, change the package to a different package, save, and then change it back to the correct package. After this, the button becomes available again. --- ## Checking the accounting integration If you have an accounting integration (Exact, Twinfield, Yuki, and so on), check after the first invoice: 1. Has the invoice arrived in your accounting software? 2. Is the invoice on the correct **nominal ledger account**? 3. Has the **VAT** been processed correctly? 4. Is the **revenue group** linked correctly? This is the moment to find out, not after your hundredth invoice. --- ## Tips - **Always check the draft invoice.** Before you send it. - **Always invoice from the case file.** Never via the financial overview. - **Activate Mollie iDeal.** Average payment time drops from 16 days to 1.2 days. - **Check the accounting integration.** After your first invoice. - **Use the "still missing an invoice" filter.** This filter shows all case files that have been carried out but don't yet have an invoice. Use this to achieve 100% invoicing and to avoid overlooking any case files. ## Please note - **Revenue group missing.** Invoice cannot go to accounting. Add revenue groups to your package. - **Mollie test mode.** Make sure this is switched off before going live. - **Accounting integration.** Check that invoices are booked correctly. - **Due date too long.** 14 days is the standard for private customers.