Invoicing & dunning
Armiflow’s invoicing software for small business takes you from quote to order to invoice, checks every invoice against § 11 UStG (the Austrian VAT Act) and assigns gapless numbers. Dunning, online payment via your own Stripe account and RKSV cash registers are built in. Invoicing is included in Basic and Pro.
Checked against § 11 UStGGapless numberingDunningStripe & SEPA
Invoice paid via SEPAExample · invoiceArmiflow keeps its own client records, separate from leads, and maps the path from quote to order to invoice. Invoices are checked against § 11 UStG, numbers are gapless, and instead of editing there is cancellation. Tax rates, the small business exemption and reverse charge are covered. On top come a PDF designer, email templates, dunning, online payment via Stripe or Global Payments and RKSV cash registers.
How it works
Create a quote for a client from your client records and send it by email.
Once the client accepts, the quote becomes an order.
The invoice is created from the order, checked against § 11 UStG.
The client pays online by card, SEPA direct debit or payment link.
Compliant in Austria
Which details an invoice must contain is set out in the Austrian VAT Act 1994 (UStG, RIS). Armiflow checks every invoice against § 11 UStG before it goes out, which matters for businesses invoicing in Austria.
Rules
The most important rules are built in, so you can concentrate on your clients.
| Feature | Benefit |
|---|---|
| Check against § 11 UStG | Invoices are checked before sending |
| Gapless numbering | Consecutive invoice numbers without gaps |
| Cancel instead of edit | Corrections stay traceable |
| Tax cases | Tax rates, small business exemption and reverse charge |
| Currency | Currency selectable per invoice |
Dunning
Unpaid invoices are part of everyday business, chasing them should not be. Armiflow reminds your clients in two stages, with fees according to your settings.
Layout & documents
Your familiar invoice design in a few minutes, without styling every field yourself.
Upload a sample invoice as PDF or image, and the AI suggests colours, sender block and footer.
New, customisable standard layout, documents as a separate page.
Remove trial documents from setup; deleted clients are never invoiced.
After the WHMCS import, old invoices, quotes and emails sit in the client’s archive tab.
Learn more →
Payment & POS
Your clients pay in whatever way is easiest for them. The money goes through your own account with the payment provider.
Via your own Stripe account.
Debited directly from the client’s account.
A link in the email is all it takes.
As an alternative to Stripe.
helloCash and ready2order.
Match statements, export for BMD and RZL.
Learn more →
FAQ
Short, clear answers about this feature. Missing a question? Write to support@armiflow.com.
Yes. Armiflow is built as invoicing software for small business in Austria: invoices are checked against § 11 UStG, numbers run without gaps, and instead of editing afterwards, invoices are cancelled. Tax rates, the small business exemption and reverse charge are covered. Armiflow is developed by Kodlogy Technologies GmbH in Vienna.
The mandatory details of an invoice are set out in § 11 UStG, such as name and address of both parties, date, consecutive number, service, amount and tax rate. Armiflow checks invoices against these rules before they go out. This helps you avoid questions from clients and your accountant, who can clarify special cases if in doubt.
You choose a client from your client records, create the quote with your services and send it by email. Once accepted, it becomes an order and then the invoice. The quote software is therefore not a separate tool but the first step in Armiflow’s invoicing software for small business, so no data has to be retyped.
The dunning software in Armiflow reminds clients of unpaid invoices in two stages: a first and a second reminder, each with fees according to your settings. Email templates ensure a friendly, consistent tone. This keeps your incoming payments in view without you having to chase every single invoice yourself.
Yes. The small business exemption (Kleinunternehmer) is mapped in Armiflow as a separate tax case, alongside the usual tax rates and reverse charge. This makes it suitable invoicing software for small business owners such as sole traders and small service providers. Your accountant can confirm which rule applies to you.
Invoice numbers must be assigned consecutively so that your bookkeeping stays traceable. Armiflow assigns numbers without gaps, even when an invoice is cancelled. This means there are no unexplained jumps during a tax audit, and your accountant can see immediately that the sequence is complete.
An invoice that has been sent is an accounting document and should not be changed silently. Armiflow therefore uses cancellation instead of editing: the old invoice is cancelled and a new one created. Every correction stays traceable. Only test documents from setup can be deleted, which is exactly how compliant invoicing software for small business should behave.
Via your own Stripe account, clients pay by card, by SEPA direct debit or through a payment link in the email. Alternatively, Global Payments is connected. The money goes straight through your account with the payment provider. The invoices are also available to your clients in the client portal whenever they need them.
Yes. Invoicing is included in both plans, Basic and Pro, as are services and subscriptions, inventory, shop and CRM connections. Campaigns, AI agents and the REST API come on top. You can use the invoicing software for small business in every plan and try it free for 14 days first. Current prices and plan contents are on the pricing page.
Reverse charge is mapped in Armiflow as a separate tax case, alongside the tax rates and the small business exemption. This is important for services to businesses in other EU countries, where the tax liability passes to the client. Check with your accountant whether reverse charge applies in your case.
Leads are companies you are talking to; clients have bought. The client records for invoicing are kept separate from leads so that invoice data stays clean and is not mixed with prospecting lists. As soon as a lead buys, you create it as a client and start with quote, order and invoice.
With the PDF designer you design the layout of your invoices and quotes, starting from a new, customisable standard layout. It is even quicker with a sample invoice: you upload your previous invoice as a PDF or image, and the AI suggests colours, sender block and footer. The template studio also creates PDF or Word templates with AI and translates them.
Yes. The currency can be selected in Armiflow. This helps if you serve clients in Switzerland or outside the euro area. Checks against § 11 UStG, gapless numbering and dunning work as usual. Your bookkeeping receives the data through the export for your accountant, so nothing has to be converted by hand.
Armiflow connects the RKSV cash registers helloCash and ready2order. RKSV is the Austrian cash register regulation, so this matters for businesses in Austria that also take cash at the till, for example in hospitality, retail or beauty. The connected register fulfils the RKSV obligation, while invoices run in Armiflow’s invoicing software for small business.
The bookkeeping module automatically matches bank, card, PayPal and Stripe statements to incoming invoices and offers a month-end checklist. You export the data for BMD NTCS, BMD Online, RZL, DATEV or as CSV, in line with the Austrian standard chart of accounts. Less time is lost on paperwork this way.
We do not quote prices here because they come live from the app and may change. The invoicing module is included in Basic and Pro, and you can try both plans free for 14 days. Plans are booked monthly or yearly, with no minimum term and no setup fee. You will find current prices on the pricing page.
Yes. In the client portal your clients see orders, invoices, contracts and tickets. Sign-in works via magic link without a password, optionally with two-factor sign-in. Clients do not have to search through old emails when they need an invoice again, and your invoicing software for small business also takes pressure off support.
The quote email can contain a “Read & sign” link. The client signs directly on screen, drawing the signature by hand with a finger, mouse or stylus. Armiflow also stores name, time, IP address, browser and a SHA-256 checksum as evidence. After that, the process continues with order and invoice.
Yes. Dunning in Armiflow supports fees for the reminder stages. You decide what is charged for the first and second reminder. Whether reminder fees are permitted, and in what amount, depends on your agreements with the client; if in doubt, ask your accountant or lawyer before applying them.
Yes. There are email templates for invoices and reminders, so every message to clients sounds consistent and friendly. You adjust the texts in your invoicing software for small business once and then reuse them again and again. Together with the PDF designer, your brand looks consistent from quote to reminder.
With your own Stripe account you offer card payment, SEPA direct debit and payment links. Clients pay faster because they can pay straight from the email. This turns your invoicing software for small business into a payment channel too. The bookkeeping module also imports Stripe statements, which saves work at month end.
Invoicing and CRM in one system means no duplicate entry of client data and no lost quotes. Everything stays linked, from the first find in the company search to the paid invoice. As invoicing software for Austria, Armiflow also covers local rules such as § 11 UStG and RKSV.
Yes. Agencies and service providers in particular write many quotes and invoices for recurring services. Armiflow connects the quote software with contracts, invoicing and dunning. For ongoing services there is also the services and subscriptions module with automatic recurring invoices, which is likewise included in every plan.
Armiflow AI works with all features on behalf of the signed-in user. Actions involving money or clients always wait for your confirmation in the chat. This way the assistant can help without an invoice reaching a client unchecked. The decision always stays with you, however much the AI prepares.
Every client has a separate database schema, access credentials are stored encrypted, and there are daily backups. Two-factor sign-in, roles and custom roles determine who in the team may view and create invoices. This keeps sensitive financial data protected in Armiflow’s invoicing software for small business.
Yes. The connections include QuickBooks, Xero, lexoffice and sevDesk as well as other CRM and ERP systems. Webhooks, Zapier, Make and n8n come on top. CRM connections are included in every plan. For Austrian accountants, the export for BMD and RZL is usually the most important route.
If you are a German company invoicing clients in Austria, you need to observe the rules on VAT and reverse charge. Armiflow covers tax rates, the small business exemption and reverse charge and checks invoices against § 11 UStG. Clarify the tax treatment of your specific case with your accountant.
You decide that with roles and custom roles. For example, bookkeeping can handle invoices and reminders while sales only create quotes. Basic is for one user, while in Pro an unlimited number of users work in the same account. Current plan limits are shown on the pricing page.
From WHMCS, yes: a dry run without writing shows in advance what will be transferred, then Armiflow imports everything. Old invoices, quotes and emails sit in the client’s archive tab, and a reconciliation checks counts, totals and client status. For other systems there are connections to lexoffice, sevDesk, QuickBooks and Xero. If in doubt, ask support@armiflow.com.
A Word template does not check mandatory details, does not assign gapless numbers and does not send reminders. Invoicing software for small business like Armiflow does this automatically, connects online payment and delivers the data for your accountant. This saves time and avoids mistakes that can become expensive later.
Read on
Automatic recurring invoices, Plesk, WooCommerce.
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Match receipts, export for BMD, RZL, DATEV.
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Invoices, contracts, tickets, no password.
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Several contracts, one link, one signature.
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Kodlogy Technologies GmbH
Kaiser-Ebersdorfer-Straße 81/2
1110 Wien, Österreich
+43 660 540 3636
support@armiflow.com
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