Your invoicing software isn't just for bills. It's a document engine for your entire business workflow. Quotes, proformas, delivery notes, purchase orders — they all belong in the same place, using the same templates, client data, and branding. Let's unlock Fakturky's full potential.
The "Document Type" Mental Model
Most freelancers think: "I send invoices, I get paid, done." But here's what actually happens in a real business:
1. Quote / Offer
Client asks "How much?" → You send detailed quote → Client approves
2. Proforma Invoice
Need payment before work → Send proforma → Client pays
3. Final Invoice
Work complete → Send final invoice → Client pays
See the pattern? Multiple document types, same data flowing through. If you create these separately in different tools, you're wasting time and risking errors. Fakturky can handle ALL of these with smart templates.
DOCX Templates: Your Secret Weapon
Here's the magic: Fakturky supports custom DOCX templates. You create your document designs in Microsoft Word (or LibreOffice, Google Docs exported to DOCX), add placeholders for data, and Fakturky fills them in automatically. This works for any document type you want.
Template Placeholders That Work Everywhere
{cislo_dokladu}
{datum_vystavenia}
{meno_klienta}
{suma}
{qr_code}
... and 50+ more variables
Document Types You Should Be Using
Price Quote / Offer (Cenová ponuka)
Before any work happens, you often need to provide a quote. This is especially important for larger projects, ongoing contracts, or B2B clients who need approval before committing budget.
Why Use a Quote Template?
- ✓ Professional first impression — Shows you're organized and serious
- ✓ Clear scope definition — Prevents scope creep later
- ✓ Approved quote = contract — Can reference terms directly
- ✓ Easy conversion to invoice — Same client data, just change document type
Pro Tip
Add a "valid until" date to your quote template. Creates urgency for the client and protects you from indefinite price commitments.
Proforma Invoice (Zálohová faktúra)
Some clients (especially larger companies or international ones) require advance payment before work begins. A proforma invoice serves this purpose — it looks like a regular invoice but isn't counted as revenue yet.
When to Use Proforma
- ✓ Upfront deposits — Request partial payment before starting
- ✓ New clients — Minimize risk on first projects
- ✓ Large orders — Ensure client commitment before production
- ✓ Export/import requirements — Some jurisdictions require proforma for customs
Conversion Strategy
Use your proforma invoice as the base. When payment is received, duplicate it as a final invoice with updated status. All line items transfer automatically.
Delivery Note (Dodací list)
When shipping goods or delivering services physically, a delivery note documents what was sent. It's proof of delivery and often required by clients receiving inventory.
Key Elements for Delivery Notes
- ✓ Order reference — Links to original order or invoice
- ✓ Itemized list — Each product/service with quantity
- ✓ Delivery date and location — Proof of when/where delivery happened
- ✓ Receiver signature — Optional but provides legal protection
Order Confirmation (Potvrdenie objednávky)
After a client places an order (especially for goods or recurring services), send back an order confirmation. This formalizes their request and confirms you understand what they need.
Why Order Confirmations Matter
- ✓ Clarifies expectations — Both parties agree on deliverables and timeline
- ✓ Internal planning — Helps you schedule work and resources
- ✓ Reference point — Links quotes to actual orders to invoices
- ✓ Reduces disputes — Written record of what was ordered
Credit Note (Dobropis)
Mistakes happen. Overcharges happen. Sometimes a client pays too much, or you need to issue a refund. A credit note documents these corrections formally.
When You Need a Credit Note
- ✓ Overpayment — Client paid more than owed
- ✓ Incorrect invoice — Fixing errors in previously issued invoice
- ✓ Returns — Documenting returned goods with refund
- ✓ Discount adjustments — Retroactive price reductions or promotions
Multi-Company Workflow
If you run multiple businesses or have different legal entities, Fakturky's multi-company support is a game-changer. Each company can have:
- Separate document numbering — Company A: INV-001-999, Company B: FAK-001-999
- Different templates — Branding, terms, and layout per company
- Unique client databases — Same client as different entity? Track separately
- Different tax settings — VAT payer vs non-payer per company
- Different QR code defaults — Pay by Square for SK company, QR Platba for CZ company
Workflow Example
Freelance design studio: Main entity sends quotes and proformas → Client's corporate entity receives final invoices with VAT → Same Fakturky, switch companies with one click, all documents traceable.
ISDOC: The Universal Connector
One of Fakturky's most powerful features is ISDOC support. This is the electronic invoice standard used across Slovakia and Czech Republic. When you export any document (not just invoices) in ISDOC format:
- Direct import to accounting — Your accountant drops the file into their system
- Preserves all data — No re-typing, no errors
- Tax authority ready — Meets electronic submission requirements
- Universal format — Works across all major accounting software (Pohoda, Money S3, etc.)
Pro Tip: ISDOC for Non-Invoices
Many users don't realize ISDOC works for quotes, proformas, and other documents too! The format is flexible — just change the document type identifier. Send your accountant one file with all your documents, they can import everything at once.
Document Automation: Level Up
Once you have your templates set up for different document types, you can automate a surprising amount of your workflow:
Quick Document Switching
Create a quote, copy it, change to invoice — 30 seconds. Same client, same items, different document type and status.
Status-Based Workflows
Quote (draft) → Proforma (sent) → Invoice (sent) → Paid. Track each document through its lifecycle without leaving the app.
Client History at a Glance
Click any client — see all quotes, invoices, and credit notes in one place. Know exactly what you've sent, when, and the status.
Export Everything at Once
Quarterly or annual review? Filter by date, export all documents (PDF + DOCX + ISDOC), send to accountant or archive. One operation, complete records.
One App, All Documents
The beauty of using Fakturky for all your document types isn't just convenience — it's data integrity. When your quotes, proformas, invoices, and credit notes all live in the same system with the same client database:
- No more "which tool did I create that in?"
- No more copy-pasting data between different apps
- No more inconsistent branding or terms
- Complete audit trail in one place
- Your accountant can import everything at once
"The best document system is the one you don't have to think about." — Let Fakturky handle the paperwork while you handle the business.