Invoicing

Kalendar generates PDF invoices for your clients, with automatic numbering and all the legal information you need.

Professional details

Go to Team and, on your card (or each member's card if you work as a team), fill in:

• DNI
• Professional college number

These show up in the header of every invoice generated for that person's appointments.

Invoicing settings

Go to Settings → Invoicing:

• Invoice template — choose the template used to generate your invoices (for now, "VAT-exempt").
• Auto-invoice — turn it on so that charging an appointment generates and emails the invoice automatically, with no prompt each time. Whether it's emailed depends on whether the client has an email on file: with one, it sends; without one, it still generates the invoice but skips the email, with no prompt either way.
• Signature — optional. You can upload an image of your signature (PNG, JPG, or WEBP, up to 2 MB) or draw it directly with your mouse, finger, or a stylus via Draw signature. If you don't add one, that area stays blank on the invoice.
• Invoice numbering — starts at 0001 by default and counts up automatically. If you're switching from another system and want to continue your previous numbering, set the number your next invoice should continue from and click Save — every invoice after that keeps counting up from there.

Generating an invoice when you charge

When you mark an appointment as paid with Charge (see the Calendar guide):

• If auto-invoice is off, you'll see a modal: "Generate an invoice?"
  • The "Email the invoice to the client" checkbox is checked by default. If the client has no email on file, you'll be asked for one to send it; if you'd rather not send it, uncheck the box and it's just generated.
  • The button label matches the checkbox: "Generate and send email" or "Generate only".
• If auto-invoice is on, this step is skipped and the invoice is generated (and emailed, if there's an address) right away.

Only one invoice can exist per appointment — correcting an already-charged appointment never prompts again or creates a second one.

Viewing, downloading, and resending invoices

Go to Invoices, where you'll see everything you've generated, with filters by date, service, payment method, client, or invoice number. For each one you can:

• Download — opens the PDF in a new tab.
• Resend — sends it again by email (asks for an address if needed).

If you later change the template's design, already-generated invoices pick up that new look the next time you open or download them — but the data (amounts, client name, your DNI, etc.) stays fixed exactly as it was when each invoice was generated, even if you change those details in your account afterward.

Next up

Check out Your booking page to see how clients share your link and exactly what they see when booking.