Driving school accounting: from order to invoice without retyping

How an order reaches your accounts

BIQSDRIVE doesn't make invoices itself. An order is what your student buys, and the invoice is made in the package your accountant already knows. Numbering, layout and credit notes stay there.

1. 1

   Confirm the order

   You confirm the order of your student or business customer. The file fee and administration fees are added automatically, according to your settings.

2. 2

   Send it to your package

   If you set it up that way, every confirmed order goes out automatically. Otherwise you send orders one by one, or all open orders at once.

3. 3

   Finish the invoice

   The customer is created in your package the first time. You then finish the invoice there and send it.

4. 4

   Follow the status

   BIQSDRIVE shows for each order whether it has been invoiced, with the number from your package. If your package refuses an order, for example because a VAT code is missing, the reason appears on the order.

With a direct integration, test the connection first and send one order to a test company before you go live.

What happens in each accounting package

Not every package receives the same thing. This is what you'll find in yours.

With Odoo Online you need the Custom plan for the external API. Using another package? Let us know.

Working with an import file

You download the file for one order or for all open orders, and your accountant imports it. Each order gets the next invoice number from the series you set and then counts as invoiced. If you download an order again, it keeps its number.

The file posts the sale but sends nothing to your customer. So agree with your accountant how your customer gets their invoice.

What to go through with your accountant first

Four points to settle from the start.

• If a company or a parent pays, they appear as the customer on the invoice, with the student's name. The purchase order number goes into your package's reference field.
• You can't cancel an invoiced order in BIQSDRIVE any more. You correct it with a credit note in your accounting software.
• Orders that top up credit don't go to your accounting software. You download the credit you owe your customers per period as a CSV.
• With Exact Online, Odoo and Billit, the order's structured payment reference appears on the invoice. If your customer pays with it and your account is linked through Ponto, Payment Radar allocates their bank transfer to the order automatically. With the other packages, Payment Radar proposes it based on the amount and name.

If an invoice has to go out via Peppol, that doesn't happen from BIQSDRIVE, because no invoice is made there. Read more in our guide to Peppol for driving schools.