Invoices with your brand
Logo, font, colours and layout are yours. The PDF looks like your company, not like the software it came from. Proforma invoices, credit notes and a second-language version from the same document.
Custom invoicing system development.
Off-the-shelf software is fine as long as you work like everyone else. When invoices have to come out of the store on their own, pass through several people and carry your brand, you write a system. Our own invoices come out of one - written by us, for us. We show it here as an example.
from €900one-off, final price
0 €per-user fee
100 %your code and your data
What it does
Everything your
process asks for.
These are the things companies ask for most often in an invoicing system. The list is not a menu with limits - each item is built around the way you work, not someone else’s way.
Straight from the store or CRM
A paid order means an issued and sent invoice, with nobody typing it. WooCommerce, Shopify, a custom store or the system you already work in.
The law is built in
The mandatory details under Art. 114 of the Bulgarian VAT Act, the regimes for non-registered suppliers, standard VAT, intra-EU supplies, services to the EU, reverse charge and export, with the legal basis printed on the sheet. Amounts in euro with the BGN equivalent at the fixed rate.
Team, roles and audit log
Who issues, who approves, who sees the money. Notes on the document, tasks for colleagues and a record of who changed what and when.
Payments and reminders
A payment QR code on the sheet, a “paid” status in one click, who owes you money and for how many days, and a reminder with ready text and the PDF attached.
Your accountant relaxes
Export in their format, a monthly archive in one click, sales and purchase documents in one place. A structure ready for SAF-T when your company’s turn comes.
What else we can add
Modules you
add as needed.
Almost every system we build has the six things above. The ones below are added when your process calls for them - to any plan, once we have seen how you work.
Documents
- Quote, proforma, invoiceThe same data becomes three documents, one click each, with no retyping.
- Contracts and protocolsAcceptance protocol, contract and reverse-charge protocol (Art. 117 of the Bulgarian VAT Act) from the invoice data.
- Other languages and currenciesA version of the document in English, German or another language, in euro or another currency at the day’s rate.
- Goods and stockA delivery note with each sale, stock levels and purchase price per item.
Money
- Pay from the invoiceA pay button for cards, Stripe or a local gateway; the status changes by itself once paid.
- Bank statement matchingUpload the statement from your bank and the system matches which invoices have been paid.
- Scheduled remindersEmail, SMS or Viber before the due date, on it and after it, in your own words.
- Revenue dashboardRevenue by month and client, VAT for the period, who is late and by how much.
Integrations
- Client lookup by company or VAT numberCompany details come from the commercial register and VIES, with no typing by hand.
- Your accounting softwareExport in the format your accountant imports directly, plus VAT ledgers.
- API and webhooksBookings, a CRM or a subscription service create and read invoices on their own.
- E-invoicing to the EU standardEN 16931 (UBL) XML for clients and public bodies that require it.
Team and clients
- Client portalThe client opens a link, sees their invoices, downloads the PDF and pays.
- Hours that become an invoiceThe team logs time by project and the invoice is built from the hours worked.
- Roles and two-factor loginWho sees the amounts, who only issues, who only reads; a code from the phone at login.
- Bulk issuing from a spreadsheetUpload a CSV or Excel file and the system issues dozens of invoices at once.
Don’t see yours? Describe your process - the module is priced together with the plan, in one quote, and the price stays one-off.
The life of an invoice
From draft
to paid.
Four steps the system does for you. Scroll - the sheet on the right goes through them with you.
01 - Draft
Write at your own pace
The draft saves itself as you type and does not use up a number. So there are no gaps in the sequence, and a colleague can finish it from their phone.
02 - Issuing
The number arrives the moment you issue
The sequential ten-digit number, the date and the VAT legal basis are added automatically. The amount is in euro, with the BGN equivalent underneath. An issued invoice is never deleted - it is corrected with a credit note or cancelled as the law prescribes.
03 - Sending
A PDF in a second, with a QR code
The document is generated right in the browser, with real text you can search and copy. It goes out by email with the PDF attached and a link to it, and the system records when the client opened it.
04 - Payment
One click and it is paid
You mark the payment date, and the monthly totals, the archive and the “awaiting payment” list update themselves. Overdue invoices get a reminder with ready text.
Examples from our own work
Systems we
use every day.
Three problems we solved for ourselves. No names and no figures from the documents - we show the approach, not other people’s data.
An invoice in a minute, from a phone
- The task
- Invoices came out of a desktop program on one computer. They looked generic, and the partners could not see who had issued what and who was waiting for money.
- The solution
- A web system with a team login: drafts without a number, issuing under the right VAT regime, a branded PDF, a payment QR code, sending with a record of when it was opened, a monthly archive and a private account between the partners, visible only to those who should see it.
- The change
- An invoice is issued from a phone in a minute. The accountant gets the monthly archive in one click. Today this is the system our own invoice comes out of.
The archive came in without loss
- The task
- Years of archive in the old program - PDF files scattered across computers, and a numbering sequence that must not break during the switch.
- The solution
- A reader that pulls the data out of the old PDF files by coordinates, because labels and values sit in different columns. It imports the clients and documents and continues the numbering from the next number.
- The change
- The total of the imported archive matched the paper to the cent. Old invoices can be searched and opened in the new system, and gaps in the numbering light up in an “Attention” section.
The SAF-T file is checked before filing
- The task
- The new reporting to the Bulgarian tax authority (NRA) requires XML in a strict schema, and errors only surface at filing. Accountants had nowhere to test the file.
- The solution
- A browser tool that validates the file against the schema and shows errors by line and field. The file never leaves the user’s computer.
- The change
- The problem is seen before the tax authority sees it, not after. The same check can be built into your invoicing system so the file leaves already validated.
Learned the hard way
The small things that turned out big.
Each of them cost us hours in one of our own systems. In yours they are solved from day one.
- A number only on issuingA draft that takes a number leaves a gap the moment it is deleted. The law requires sequential numbering, so the number is assigned the moment the invoice is issued.
- The font in the PDFA font with only Cyrillic and basic Latin cuts a foreign client’s address at the first accented letter. The character set has to cover all of Europe.
- The QR code is not a linkA banking QR code carries the IBAN, amount and reference and is read only by a banking app. A phone camera shows raw text, so there is also a mode with a plain link.
- The server’s time zoneA server in another time zone records yesterday’s payment date every morning. On the first of the month that is the previous month, and the totals are wrong.
- Thousands with a spaceWhen importing an old archive, “1 040,00” reads as two numbers. Without joining them the archive comes out a thousand short.
- Cyrillic in the email headerAn unencoded Cyrillic sender name makes mail servers drop the “From” field. The email arrives, but the sender is missing.
An honest comparison
Off-the-shelf software
or a custom system?
Free or subscription invoicing software does the job for most companies. Here is where it ends and where a custom system begins.
CriterionOff-the-shelf softwareCustom system
PriceA per-user subscription, every month, for as long as you use itOne-off from €900, then only hosting and maintenance
Invoice designA few templates, the same for all of the software’s customersEntirely yours - logo, font, layout, language
The processYou adapt to the software’s stepsThe system follows your steps: draft, approval, issuing, payment
IntegrationsWhatever the vendor has provided forStore, CRM, email, bank, accounting - whatever you need
TeamAn extra fee for every userAn unlimited team with roles, notes and an audit log
Data and codeWith the vendor; the export is whatever they provideYours, on your hosting, with nightly backups
When it pays offUp to a few invoices a month in a standard processMany documents, a team, an online store or data you retype by hand
When you do not need a custom system. If you issue a few invoices a month and simply write and send them, off-the-shelf software is enough - often the free kind. We will tell you so in the first conversation, because a system that does not pay off is not a good recommendation.
How we work
The process first,
then the code.
A system fails when it copies someone else’s process. So we start with the person who issues the invoices, not with a list of features.
Process map
We sit down with the person who issues the invoices and draw the document’s path: where it comes from, who touches it, where it goes. Half of the “features” drop out right here.
The sheet and the screens
First the design of the invoice itself and of three or four key screens. You approve them before any code exists and try them with real documents.
Development and integrations
We write the system and connect the store, email, the banking QR code and accounting. We import the old archive and check its totals.
Launch and training
We launch on your domain, train the team and stay on for maintenance. The code and data are yours from day one.
Pricing
Invoicing system
pricing - one-off.
Prices cover the scope described and are final. There is no per-user fee and no subscription to us. After launch only hosting and maintenance remain, if you want them from us.
Core
900 €one-off
For companies that want their own invoices, with a team and a brand.
- Invoices, proformas, credit notes
- Clients, a catalogue and suggestions from history
- A branded PDF, generated in a second
- Sending by email with tracking
- VAT regimes, euro and BGN
- A team of up to 5, an archive and CSV
Integrated
from €1,800one-off
For stores and companies with many documents that do not want to retype them.
- Everything in Core
- Automatic issuing from a store or CRM
- Recurring invoices and subscriptions
- Purchase documents and monthly totals
- Payment QR code and reminders
- Import of the old archive, roles and permissions
Platform
on quotedepending on scope
For several companies in one system, or for partners who invoice through you.
- Everything in Integrated
- Several companies and numbering sequences in one system
- API for partners and external systems
- SAF-T export and accounting integration
- Documents in several languages
- Support with a guaranteed response time
Hosting and maintenance after launch follow our hosting prices and maintenance - from €50 a month, optional. The system also runs on your own server. The modules from “What else we can add” are added to any plan on quote.
What is a custom invoicing system?
A custom invoicing system is software written specifically for the way one company issues, sends and collects its invoices. Unlike off-the-shelf software, which offers the same screens and templates to all its customers, a custom system follows your steps - draft, approval, issuing, sending, payment - and connects to the tools you already work in: online store, CRM, email, bank and accounting. The code and the data stay yours.
The law does not say which software you must use to issue invoices. It says what an invoice must contain: the document name, a sequential ten-digit number, the date, the supplier’s and customer’s details, type and quantity, taxable amount, VAT rate and amount, the total due and the legal basis when no VAT is charged (Art. 114 of the Bulgarian VAT Act). An invoice is issued within five days of the tax point (Art. 113), and an electronic invoice is accepted if the recipient agrees. A good system fills in these details itself and allows no gaps in the numbering.
Since Bulgaria adopted the euro, invoice amounts are in euro. The BGN equivalent at the fixed rate is still useful for clients who think in leva, and the system shows it under the amount for as long as you need it. Separately, the tax authority (NRA) is phasing in the standard audit file SAF-T: first for the largest enterprises and, according to plan, by 2030 for almost everyone else. A system that keeps its data in the right structure from day one adds the NRA export without a rebuild.
When does it pay off? When there are many documents, when several people issue them, when orders come from an online store and invoices have to go out by themselves, or when you retype data from one program into another. If you issue a few invoices a month in a standard process, off-the-shelf software is the wiser choice, and we will tell you so in the first conversation.
Dilys has been building websites and web applications since 2006. The invoicing system we use ourselves was written by our team, and its solutions - a number on issuing, a PDF in the browser, a payment QR code, a monthly archive, import of an old archive - go ready-made into every system we build for a client. If you have a website or a store, we connect the system to it; if you do not, it also works on its own, on your domain, with maintenance from us.
Questions
Questions about
invoicing.
Short answers to what people ask before ordering a system.
Ask usWhat is a custom invoicing system?
Software written for your invoicing process: your document design, your steps (draft, approval, issuing, sending, payment) and links to your store, CRM and accounting. Unlike off-the-shelf software, it adapts to the company rather than the other way round, and the code and data are yours.
How much does a custom invoicing system cost?
From €900 for a core system: invoices, clients, a branded PDF, sending by email and a team. A system with automatic issuing from an online store, recurring invoices and import of an old archive is from €1,800. A platform for several companies or with an API is priced on quote. Additional modules are added to the plan on quote. The price is one-off; afterwards only hosting and maintenance remain.
How long does the system take?
A core system is ready in 4-6 weeks after the design of the sheet and screens is approved. A system with integrations and import of an old archive takes 6-10 weeks. You see the first working version much earlier and try it with real documents.
Are invoices from a custom system legally valid?
Yes. The law (Art. 114 of the Bulgarian VAT Act) defines what an invoice must contain - the mandatory details, a sequential ten-digit number, the date, the parties’ details, the taxable amount and VAT - not which software issued it. The system adds the mandatory details and the legal basis for not charging VAT automatically and allows no gaps in the numbering.
Can invoices be issued automatically from the online store?
Yes. When an order is paid, the system issues the invoice with the customer’s details, generates the PDF and sends it by email, with nobody typing. It works with WooCommerce, Shopify and custom stores, as well as with CRMs and booking systems.
What happens to the old invoices from the previous program?
We import them. We read the PDF files or the export from the old program, carry over the clients and documents and continue the numbering from the next number. Before launch we check the archive’s totals against the paper.
Who owns the system’s code and data?
You do. The system sits on your hosting and domain, the data is in your database or in files outside the public part of the site, with nightly backups. There is no per-user fee and no subscription to us, unless you choose maintenance.
Is the system ready for the euro and for SAF-T?
Amounts are in euro, with the BGN equivalent at the fixed rate underneath for as long as you need it. For SAF-T the system keeps its data in the structure the tax authority’s file requires, and the export is added when your company comes within scope under the NRA’s plan.
What else can be added to the system?
Quotes and proformas that become invoices in one click, contracts and protocols, documents in other languages and currencies, goods and stock, online payment from the invoice, bank statement matching, reminders by email, SMS or Viber, a revenue dashboard, client lookup by company or VAT number, export to your accounting software, an API, e-invoicing to the EU standard, a client portal, hours that become an invoice, roles with two-factor login and bulk issuing from a spreadsheet. Each module is added to the plan on quote.
When do I not need a custom system?
When you issue a few invoices a month in a standard process - then off-the-shelf or free software is enough, and we will tell you so in the first conversation. The system pays off with many documents, a team, an online store or when you retype data by hand.
Your invoices
can work
for you.
call