Invoicing Guide
Invoicing Guide — a good invoice, faster money
Anatomy of a good invoice
A proper invoice includes both parties' details, a clear breakdown of the work done, correct VAT, a due date and a reference number. In Truster, this happens automatically: you describe the work, and the app handles the formalities. For business customers, it's best to send the invoice as an e-invoice — it bypasses email filters and lands directly in the customer's system.
Breaking down the work matters: "Consulting, 8 h at €90" gets paid faster than "Work, €720." The easier it is for the approver to see what they're paying for, the less often the invoice gets stuck in the approval chain or bounced back with questions.
Payment terms — agree, don't assume
Payment terms should be agreed at the offer stage, not on the invoice. A short term (say, 14 days) is entirely normal for an independent operator — large companies often propose longer terms, but a proposal isn't law. And if a longer payment period matters to the client, you can price the wait into your fee, or use HetiPalkka so that the customer's payment schedule stops being your problem.
Three tools for the rhythm of your money
Maksuvahti (€1.99/invoice) sends your customer polite reminders about invoices due and overdue — you don't have to chase payments yourself. Note: Maksuvahti is selected for an invoice before it's sent. HetiPalkka (5%/invoice, for business-customer invoices) pays out your earnings before the customer has even paid. Pikamaksu (€25/payment) moves the money from an already-paid invoice into your account instantly.
Rule of thumb: use Maksuvahti for new customers and large amounts, HetiPalkka when you need the money before the due date, and Pikamaksu when the invoice has been paid and you're in a hurry. Each is chosen per invoice — nothing is switched on by default.
Special cases: expenses, foreign clients and consolidated invoices
Agreed expenses (travel, materials) should be added to the invoice as separate line items — don't fold them into the price of the work, since a clear breakdown holds up better under the customer's review. Foreign business customers can be invoiced through Truster; the app guides you through VAT treatment by country. And if several people are invoicing the same company through Truster, the invoices can be combined into one consolidated invoice — the customer's accounts payable team will thank you.
Frequently asked questions about invoicing
Can I invoice a private individual?
Yes — both businesses and private individuals. Note, however, that HetiPalkka is only available for invoices to business customers.
The customer isn't paying — what do I do?
If Maksuvahti is enabled, reminders have already gone out automatically. You can check the invoice status in the app, and our customer service will help with the next steps — you don't have to handle collections on your own.
Can I invoice a large project in installments?
Yes, you can invoice in stages: milestone billing (e.g. start, midpoint, delivery) smooths out your cash flow and reduces risk. Agree on the milestones with the customer in advance and invoice each one as soon as it's reached.