How do I create an Invoice?

Use invoices to bill customers for your products and services, or receive invoices from other businesses to keep track of your income and expenses in your Facturama account. Invoices in Facturama are created using the CFDI 4.0 format (Digital Tax Receipts Online), a legally accepted digital tax receipt that your business submits to the Mexican tax authority (Servicio de Administración Tributaria [SAT]).

• Create an Invoice
• Add Addenda
• Manage Invoices
• FAQs

Create an Invoice

Create an invoice using the CFDI 4.0 format with the below steps:

1. In your Facturama account, click on Invoice 4.0 in the top menu
   
2. Your Issuer Name and Issuing Postal Code are filled out by default based on your Tax Profile Information, if needed, click on the pencil icon next to your Postal Code and click on the save icon to update it
3. Next, under Select Customer, choose a specific customer
   
   
   1. If needed, click on the plus icon to create a new Customer
   2. If needed, click on the pencil icon to edit the Customer’s information
4. Then choose a specific Invoice Type
5. Next, choose the Office Branch and Series
6. For Form of Payment, choose a payment type
7. Then for Payment Method, choose between PPD (Payment in Partial or Deferred Payment), or PUE (Paid in a Single Payment)
8. If needed, click on See additional options to do any of the following:
   
   
   1. Order Number - Specify an Order Number that the invoice is related to
   2. Currency - Choose a specific currency
   3. Exchange Rate - If a different currency other than MXN is selected, specify the exchange rate to MXN
   4. Date of Issue - Choose between Current Date, 1 Day Before, or 2 Days Before
   5. Account Number - Enter a 4-digit account number
   6. Name of the Bank - Specify the name of the Bank the account number is associated with
   7. Payment Conditions - Enter specific details for payment
   8. Notes - Choose one of your existing Notes to add to the invoice
   9. Export - Choose between Does not apply, Definitive with A1 key, Temporary, or Definitive with a code other than A1 or when there is no transfer in terms of the CFF
   10. Confirmation Code - Specify a confirmation code
   11. Related CFDI - Choose the reason for attaching a specific invoice, and specify the Invoice number
   12. Select Bank Account - Choose one of your existing Bank Accounts information to add to the invoice
9. Next, under Select Product or Service, type in your Product or Service’s name and click on the result to add the Product or Service to your invoice
   
   
   1. If needed, click on the plus icon to add a new Product or Service instead
10. Review your added Product or Service’s information, ensuring a Tax is specified
    
    
    1. If needed, click on the X icon next to the Product to delete the Product from the invoice
    2. If needed, click on the pencil icon next to the Product to edit the Product’s information
11. When the invoice is ready, click on either:
    
    
    1. Save - Click on the save icon to save the invoice as a draft to work on later
    2. Preview - Click on the Preview button to view the invoice as a PDF
       
       
       1. Close - Close the preview of the invoice
       2. Send by Email - Send the invoice by specifying an Email, and additional Emails in the CC field, as well as customize Subject and Message
       3. Download - Download the invoice preview as a PDF
    3. Create Invoice - Create the Invoice and have it sent for stamping by the SAT
       
       
       1. Create New Invoice - Create a brand new invoice
       2. Attach Addenda - Attach an Addenda to the invoice
       3. Go to Accounts Receivable - Go to Accounts Receivable to add payment to the invoice
       4. Send by Email - Send the invoice by specifying an Email, and additional Emails in the CC field, as well as customize Subject and Message
          • If you have PayPal connected, check the box off next to Include PayPal button for invoice payment to allow your Customer to pay by PayPal
       5. See in Consult - See additional details on the invoice including the XML file by using Consult.

Add Addenda

Addendas allow you to include extra information on your invoices that can be protected by the digital seal of the invoice. Once purchased, any of these Addendas can be attached to your Invoices:

Attach an Addenda to your Invoice with the below steps:

1. While creating your Invoice, click on the Create Invoice button
2. Then click on Add Addenda
   
   
3. Under the List of Invoices, click on the invoice you want to attach an Addenda to, or use the Search bar to search by RFC, Name or Invoice Number instead
4. Click on the Select an Addenda dropdown and choose a specific Addenda
   
   
5. Fill out the fields provided by the Addenda
   
6. Then click on Save. The Addenda will now be attached to the Invoice and you can send it to the SAT for validation.

Manage Invoices

Once Invoices are created, you can edit, duplicate, cancel and pay invoices from within the Invoices 4.0 section or from within the Consult section using the below steps:

Edit Drafts

If needed, you can edit a draft invoice with these steps:

1. In your Facturama account, click on Invoice 4.0 in the top menu
2. Then at the bottom, click on the folder icon next to the Preview button, this will pull up your list of Invoices
   
3. From here, click on either:
   1. Click on any invoice to continue working on it
   2. Click on the trashcan icon next to any invoice to delete it.

Duplicate Invoices

Invoices can be duplicated using the Invoice View in Consult.

Cancel Invoices

Invoices that don’t require authorization can be cancelled using the Invoice View in Consult.

Pay Invoices

Invoices created using the Payment Method of PPD (Payment in Partial or Deferred Payment) can be paid individually or in bulk using the Invoice View in Consult. This will create a Payment Complement Invoice.

FAQs

What’s the difference between Form of Payment and Payment Method? What does each Payment Method mean?

• Form of Payment - How the payment is being made, e.g., cash, check, electronic funds transfer
• Payment Method - The Payment Method determines how much of the payment will be received, in full or in partial payments
  • PPD - Payment in Partial or Deferred Payment, payment is made on credit with a term of up to 36 months to finish paying, or when a single payment is made up to 12 months later
  • PUE - Paid in a Single Payment, 100% of the total is paid immediately at the time of transaction

How can I check if my invoices are valid?

To verify that your Invoices meet the SAT requirements and are legitimate, you can use the SAT’s Verification of Digital Tax Receipts checker. Invoices take up to 72 hours to be registered with the SAT.

How long do I have to store an electronic invoice for?

Mexico Tax laws require all taxpayers to keep their digital invoices for a minimum period of 5 years in the original XML format.