Administrator Guide

This guide covers everything administrators can do — from creating your first invoice to configuring the whole system.

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Navigation

As an administrator, your sidebar gives you access to:

• Invoices — create and manage invoices
• Bills — create and manage bills
• Receipts — view and manage receipts
• Subscriptions — set up recurring billing
• Clients — manage your customer records
• Settings — companies, number prefixes, exports, accounts

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Getting Started

Before you create your first invoice, set up the basics:

1. Create a Company

1. Go to Settings → Companies
2. Click the + button
3. Fill in your company details:
   • Name, address, postal code, city, country
   • Contact person, telephone, website
   • CoC number, IBAN, BIC, VAT ID number
   • Prefix — a short code that identifies this company (e.g., "ACME")
   • Email — the sender address for invoices
4. Click Submit

2. Create a Client

1. Go to Clients
2. Click the + button
3. Fill in:
   • Company name, contact person
   • Address, postal code, city, country
   • Email — where invoices are sent
   • VAT ID and CoC number (optional)
4. Click Submit

3. Set Up Number Prefixes

Number prefixes control how your invoice numbers look.

1. Go to Settings → Number prefixes
2. Click + to add a new template
3. Set the template, for example: {year}-{num} or F{year}{month}-{num}
4. Set the initial number — the first invoice will start from this number
5. Click Submit

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Creating Invoices

Invoices

1. Go to Invoices
2. Click the + button
3. Select the Company and Client
4. Choose a Number prefix
5. Add Lines — click the line item to set description, unit price, quantity, and tax rate
6. Optionally add discounts or surcharges
7. Click Submit
8. The invoice is created in Concept status

Sending an Invoice

1. Expand the invoice by clicking its toggle icon
2. Click the More menu (⋮)
3. Click Send
4. Add a subject and message (optional)
5. Click Send — the invoice status changes to Open and the customer gets an email

Invoice Actions

Once an invoice is expanded, the More menu gives you:

Action	When available
Edit	Concept, Bill
Send	Concept, Bill — emails the invoice to the customer
Open	Any status except Canceled — opens the public invoice page
Cancel	Concept, Bill (if no amount paid)
Add payment	Open, Bill (if amount due) — cash, bank transfer, or online
Send receipt	Bill (if fully paid) — converts to a receipt
Send reminder	Open (after due date, with 7-day cooldown)
Send exhortation	Open (after 2 reminders, with 7-day cooldown)

Invoice Status Flow

CONCEPT → OPEN → PAID / CANCELLED

• Concept — still editing, not yet sent
• Open — sent to customer, awaiting payment (immutable)
• Paid — payment received
• Cancelled — no longer valid

Reminders & Exhortations

When an invoice is overdue, you can send payment reminders:

• Send reminder — the first reminder can be sent once the payment term expires. A second reminder is available 7 days later. After two reminders, you'll be prompted to send an exhortation instead.
• Send exhortation — a formal demand for payment, available 7 days after the second reminder.

The invoice shows when reminders were sent. Email templates for both are customizable under Settings.

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Bills

Bills work just like invoices but start with a different intent. Create a bill when you want to request payment. Once paid, convert it to a receipt — proof of payment.

1. Go to Bills
2. Click + and fill in the details (same as invoices)
3. Click Submit

Once a bill is paid, it can be converted to a receipt. A receipt can then be converted to an invoice.

Sending a Bill

1. Expand the bill and click the More menu (⋮)
2. Click Send
3. Add a subject and message
4. Click Send — the customer receives an email with the payment request

Converting a Bill

1. Once the bill is paid, expand it and open the More menu
2. Click Convert to receipt
3. The bill becomes a receipt — you can now convert it further to an invoice

Receipts

Receipts are proof of payment. They're created by converting a paid bill.

• View receipts under Receipts in the sidebar
• Receipts are created from paid bills. They can be converted to paid invoices

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Subscriptions

Set up recurring invoices that generate automatically.

Creating a Subscription

1. Go to Subscriptions
2. Click +
3. Select the Company, Client, and Number prefix
4. Choose the Type — invoice or bill
5. Add line items — same as invoices
6. Set the Cron schedule:
   • 0 0 1 * * — first of every month
   • 0 0 * * 1 — every Monday
   • 0 0 1 */3 * — every 3 months
7. Set Start date and optionally End date
8. Click Submit

Managing Subscriptions

• Toggle active/inactive — pause without deleting
• Edit — change the schedule, lines, or details
• Delete — remove permanently

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Online Payments

SlimFact supports multiple payment service providers.

Configuring Mollie

Set MOLLIE_API_KEY and SlimFact handles the rest. For multi-company setups, add company-specific keys with MOLLIE_API_KEY_<PREFIX>.

Configuring Stripe

Set STRIPE_API_KEY. Same multi-company pattern: STRIPE_API_KEY_<PREFIX>.

Payment Method Routing

Control which PSP handles which payment method:

Env variable	Default	Options
IDEAL_PAYMENT_HANDLER	Mollie	mollie or stripe
CREDITCARD_PAYMENT_HANDLER	Stripe	mollie or stripe

Cash & Bank Transfer

These are offline payment methods. Record cash payments or bank transfers manually from the invoice's More menu.

Refunds

1. Open a paid invoice
2. From the More menu, select the refund option
3. The refund is processed through the original PSP

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Exports

Export Formats

Go to Settings → Exports to access:

• Digiboox — export invoices in Digiboox format. More formats available on request.

When sending an invoice by email, the PDF is attached automatically. If the invoice is OPEN or PAID, a UBL XML is also attached.

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Email Tracking

When you send an invoice by email, the invoice link includes a ?eventType=emailOpened query parameter. When the customer clicks the link to view their invoice, SlimFact records the event.

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Tips

• Set up your company first — an invoice needs a sender
• Use number prefixes consistently — pick a format and stick with it
• Review drafts before sending — invoices become immutable once opened
• Check subscription schedules — make sure cron expressions are correct
• Monitor email opens — know when customers are engaging with your invoices