An invoice is a written request for payment that a business issues to a customer in connection with the sale of a product or service. It contains information about what was bought, the price, payment terms, the business's and the customer's details and the date of the sale. Whenever you sell something as a restaurant or café owner – whether it is a dinner, hosting a party or a standing catering agreement – it is important to issue a correct invoice, both for the customer's sake and to keep your own accounts in order.

Invoices are central to daily operations because they provide an overview and documentation of all financial transactions. They make sure your business gets paid for services delivered and also serve as legal evidence in case of disputes or audits. An invoice can be on paper or an electronic invoice. Read more about electronic invoices.

Example:

A company books your café for a corporate lunch with a pre-ordered menu for 20 covers. After the event, the café prepares an invoice stating the number of covers, the price per guest, VAT and the payment deadline. The invoice is sent electronically or printed, and the customer then pays the amount. If it were a standing recurring arrangement, it could be agreement invoicing.

Why do you need to know about invoices in your POS system?

If you run a restaurant or café, invoices aren't just something your accountant deals with. Your POS system must be able to generate and keep track of the documentation, so you have accurate, proper information when it comes to payments or bookkeeping. Handling invoices correctly saves time, minimises errors and gives better customer service.

How Flexybox uses invoices in practice

In the Flexybox POS system an invoice is issued automatically for every completed transaction. This means that every time a customer pays – whether for a cup of coffee or a party bill – the transaction is documented with a valid invoice. It gives both you and your bookkeeper a complete financial overview without extra manual work.

Frequently asked questions

No, not necessarily. For smaller cash sales to private customers, a receipt is often issued instead. But for larger sales, business customers or specific payment agreements you should always issue an invoice.

A receipt confirms that a payment has been received, while an invoice is a request for payment sent before the payment is received. Invoices are used mainly in B2B contexts.

Yes, with Flexybox your POS system can send invoices automatically after completed transactions, so you avoid manual handling.

Incorrect or missing invoices can lead to unclear accounts, tax errors and non-payment. It is important to follow your country's bookkeeping and invoicing rules and ensure documentation with valid invoices.