Manage Invoice Lines

Items (or lines) are the heart of every invoice: they represent the products sold or services provided to your customers. FatturaSmart lets you manage them quickly and easily, with advanced features like product catalog integration, automatic total calculations, and the ability to reorder lines with a simple drag and drop.

Before You Start

To manage invoice lines, you need:

• An invoice open in edit mode (new or existing draft)
• At least the basic information for each item: description, quantity, and price

Choose the Price Mode: Net or Gross

Before you start entering items, you can choose how you want to enter prices. At the top of the items section, you’ll find a toggle with two options: Net and Gross.

What They Mean

• Net (default): you enter the price excluding VAT. This is the standard mode used in Italian electronic invoicing.
• Gross: you enter the price including VAT. The system automatically calculates the net price (VAT excluded) for you.

How Gross Mode Works

When you select Gross, the price field in the item panel changes its label to Unit Price (VAT incl.). Below the field, a hint appears showing the calculated net price — for example: “Net: €81.97”.

This is especially useful if:

• You work with VAT-inclusive price lists and want to avoid manual calculations
• You want to quickly verify how much you’ll receive after VAT
• You’re used to thinking in terms of the final consumer price

Practical Example

You want to invoice a product that costs 100 euros VAT included (with 22% VAT):

1. Select Gross mode in the toggle at the top
2. Open the item and enter 100.00 in the price field
3. The system shows the hint “Net: €81.97”
4. The net price of €81.97 is used for all invoice calculations

What Happens When You Change the VAT Rate

If you’re working in Gross mode and change an item’s VAT rate, the system keeps the gross price you entered and recalculates the net price based on the new rate.

For example, if the gross price is 100 euros:

• With 22% VAT: net becomes €81.97
• With 10% VAT: net becomes €90.91
• With 4% VAT: net becomes €96.15

What Gets Saved in the Invoice

Regardless of the mode you choose, the electronic invoice always uses the net price (VAT excluded). Gross mode is a convenience for data entry: the price you enter is automatically converted, and the final result is identical.

Your choice is remembered: When you reopen a draft invoice, FatturaSmart restores the price mode (Net or Gross) you had previously selected.

Add an Item

Step 1: Click the Add Button

In the Items section of the invoice, you’ll find a + button at the top right. Click it to add a new line.

First line automatic: When you create a new invoice, the system automatically adds an empty line ready to be filled in.

Step 2: Fill in the Item Fields

After clicking on the line, a side panel opens with all available fields:

Step 3: Save the Item

Once you’ve filled in the necessary fields, click outside the panel or press the close button. The item is automatically saved to the invoice.

Use the Product Catalog

If you’ve already set up a product catalog, you can speed up item entry.

How It Works

1. In the Short Description field, start typing the product name
2. A list of suggestions from your catalog appears
3. Select the desired product

Automatic completion: When you select a product from the catalog, the system automatically fills in the unit price and VAT type configured for that product. If you’re using Gross mode, the catalog’s net price is automatically converted to the VAT-inclusive price. You can still modify these values if needed.

Catalog Benefits

• Time savings when entering items
• Consistent pricing
• Correct VAT automatically applied
• Detailed description pre-filled

Edit an Item

To modify an item you’ve already entered:

1. Click on the line you want to edit in the items table
2. The side panel opens with all fields
3. Change the desired values
4. Close the panel to save

Automatic recalculation: Every time you modify quantity, price, or discount, the system automatically recalculates the line total and invoice total.

Delete an Item

To remove an item from the invoice:

1. Hover your mouse over the line you want to delete
2. Click the trash icon that appears on the left of the line
3. The item is removed immediately

At least one item: The invoice must contain at least one item. You cannot delete the last remaining line.

Reorder Items

You can change the order of items in the invoice using drag and drop:

1. Position your cursor on the drag icon on the left of the line
2. Hold down the mouse button
3. Drag the line to the desired position
4. Release the mouse button

The system automatically updates line numbers after each move.

Works on mobile too: On smartphones and tablets, you can reorder lines by touching and dragging the item cards.

Apply a Discount

To apply a discount to an item:

1. Open the item panel by clicking on the line
2. Find the % Discount field
3. Enter the discount percentage (e.g., 10 for 10%)

How the Discount Is Calculated

The discount is applied to the line total (price × quantity):

Example:

• Unit price: 100 euros
• Quantity: 2
• Discount: 10%
• Line total: (100 × 2) - 10% = 180 euros

Visible discount: The total in the table already shows the discounted price. The discount detail appears on the final invoice.

Set VAT

Each item must have an associated VAT type. You can choose from the rates configured in your profile:

Change an Item’s VAT

1. Open the item panel
2. Click on the VAT Type field
3. Select the correct rate from the list

Default VAT: The system automatically uses the VAT rate set in your profile. If most of your sales use the same rate, make sure to configure it correctly in settings.

Gross mode and VAT changes: If you’re working in Gross mode and change the VAT rate, the gross price stays the same and the net price is recalculated automatically. This way you don’t need to re-enter the price when correcting the rate.

Advanced Attributes

For some invoice types, you may need to specify additional information.

Start and End Dates

Useful for invoicing services with a reference period (e.g., subscriptions, monthly consulting):

1. Open the item panel
2. Fill in Start Date and End Date

Automatic validation: The system verifies that the start date is not later than the end date.

Apply Withholdings/Contributions

If you’ve configured withholding tax or contributions in your profile, you can decide whether to apply them to each individual line:

1. Open the item panel
2. Enable the Apply withholdings / contributions option

This option is useful when only some services are subject to withholding.

Non-Taxable Item (Advance)

For expenses advanced on behalf of the customer (e.g., stamps, registry fees):

1. Open the item panel
2. Enable the Non-taxable item (advance) option

What changes: Items marked as advances are excluded from the taxable base and withholding calculations. VAT is automatically set to “exempt.”

Table Summary

The items table shows a compact view of all lines:

At the bottom of the table, you’ll find the overall total of all items.

Lines with errors: If a line has missing or invalid fields, it’s highlighted in red. Click on it to see and correct the errors.

Practical Example

Situation: You need to invoice 8 hours of consulting at 50 euros per hour, with a 10% discount.

1. Click + to add an item
2. Fill in the fields:
   • Short Description: “Professional consulting”
   • Quantity: 8
   • Unit Price: 50.00 euros
   • Unit of Measure: “hours”
   • % Discount: 10
   • VAT Type: 22%
3. Close the panel

Automatic calculation:

• Subtotal: 8 × 50 = 400 euros
• Discount: 400 × 10% = 40 euros
• Taxable: 400 - 40 = 360 euros
• VAT (22%): 79.20 euros
• Total: 439.20 euros

Frequently Asked Questions

How many items can I add to an invoice?

There’s no maximum limit. You can add as many items as needed to describe your service or sale.

Can I duplicate an item?

Currently, there’s no direct duplication feature. However, you can use the product catalog to quickly enter similar items.

How do I enter a price with cents?

Use a period or comma as the decimal separator. For example: 99.50 or 99,50.

Can I enter decimal quantities?

Yes, you can enter quantities with decimals (e.g., 2.5 hours). The system calculates the total correctly.

What’s the difference between Net and Gross mode?

Net mode lets you enter prices excluding VAT (the traditional invoicing approach). Gross mode lets you enter prices including VAT, and the system automatically calculates the net price. The final result in the invoice is identical in both cases.

Can I switch price mode after entering items?

Yes, you can switch between Net and Gross at any time. When you switch to Gross mode, the net prices you’ve already entered are automatically converted to their corresponding gross prices. The value saved in the invoice doesn’t change.

In Gross mode, why is the price in the table different from what I entered?

The table always shows the net price (excluding VAT), because that’s the official value required by the electronic invoice. The gross price you enter is a convenience for data entry: the system automatically converts it to the corresponding net price.

Does the item order affect the invoice?

The order in which items appear in the table is the same order in which they’ll be shown on the invoice sent to the customer.

Need Help?

If you have questions about managing items or filling out the invoice, contact us:

• WhatsApp: Click the icon at the bottom right
• Email: support@fatturasmart.com

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