How can I customize the invoice PDFs?
SubTotal offers a couple of ways to adjust the visual appearance of your incoices. For each "invoice type", you can specify the font and choose from four different layouts. Additionally, you can choose what columns to include in your invoices. If none of the predefined fonts fit for you, you can choose a custom font in the "My company" page, where you can also select the color that should be used in your invoices. It is currently not possible to adjust the location or text size of individual text elements in a PDF layout.
How can I change the formatting of the monetary amounts and dates?
Monetary amounts or dates can be formatted in different ways. For example, in the USA the currency symbol is typically placed in front of the amount without a space and a period is used as the decimal separator ($60.00). In Germany, on the other hand, the currency symbol is placed after the amount with a space and a comma is used as the decimal separator (60,00 $). There are also regional differences when formatting a date.
In SubTotal, you can set separately for each invoice type which regional formatting should be used for your invoice PDFs.
Where can I set up my clients or goods & services?
SubTotal does not have a dedicated list where you can create & manage clients or goods & services. Instead, SubTotal creates those lists implicitly based on your previous invoices. When you create a new invoice, SubTotal will suggest you previously invoiced clients in the clients dropdown field and upon selection, will also fill out the "client address" field accordingly. SubTotal will also suggest previously used goods & services when creating new invoice items and upon selection, will fill out the amount, price and tax fields accordingly.
Can I add more fields to my invoice?
While you cannot add custom fields to your invoices, there are several free-form text fields available, in which you can enter additional information. Those text fields are the "Salutation" and "Payment terms" fields as well as the "Address", "Contact information" and "Payment information" fields in the "My company" section. The title of those text fields only give a recommendation on what information to enter into them.
Where can I change the currency of my invoices?
You can choose a different currency for each invoice. To do this, simply create a new invoice or open an existing one and select the desired currency from the currency drop-down menu.
In the app settings you can select if the app should use currency symbols (e.g. $, €, £) or currency codes (e.g. USD, EUR, GBP).
How can I enter gross amounts (incl. tax)?
By default, invoice types in SubTotal are set up as net invoice, which means that the line item amounts you enter into the app are treated as net amounts (without tax). The tax is added on top the net amounts before calculating the grand total of your invoice. If you instead prefer to enter gross amounts (including tax), you can change your invoice type to gross invoice. Amounts entered to a gross invoice are treated as gross amounts which include the tax.
How can I add discounts to my invoice?
You can add two different kinds of discounts to your invoices:
- Add a percentage discount off the total incoice amount by using the "Add tax / discount" button
- Add a fixed amount discount by adding a new line item and entering a negative item price
Can SubTotal create e-invoices?
Yes, SubTotal can create e-invoices in the Factur-X/ZUGFeRD/XRechnung standard. To generate an e-invoice, click the "E-invoice" button which can be found in the invoice details page or in the context menu for the invoice overview list. Please note that this option is available only for net invoices (not gross invoices). The e-invoice can be exported as either a standalone XML (XRechnung) file or embedded within a PDF file (ZUGFeRD / Factur-X).
Do the e-invoices comply with legal requirements?
SubTotal strives to create legally compliant e-invoices. However, due to the diverse standards and legal frameworks worldwide, full compliance cannot be assured. It is your responsibility to ensure adherence to your country's laws. If you encounter any issues using the generated e-invoices for your business, please feel free to contact me.
Where is the data stored?
By default, SubTotal stores the database offline and on the device you are using it on only. If you switch your device or need to reinstall the app, make sure to create a backup in the app settings so your data doesn't get lost - those backups can be imported in the app settings on your new installation. If you choose to use the Cloud sync in order to work on the same database on multiple devices or to have an automatic backup, the database is additionally stored online, in your personal cloud storage.
On Windows, accessing the WorkingHours database directly can be useful if your PC crashed and you want to recover the database from a disk backup or if you want to programmatically access it with your own program to conduct additional analysis or write your own export script. WorkingHours works on a SQLite database file which is called data.db and is located under this path:
%localappdata%\Packages\49297T.Partl.GrandTotal_jr9bq2af9farr\LocalState
On macOS, the database data.db is located under this path:
~/Library/Containers/partl.grandtotal/Data
How can I update the app?
In most cases, the app will update automatically unless this has been disabled in your store or system settings. To manually check for updates:
Can I get the app in an older version or for an older operating system?
No, this is not possible. WorkingHours currently requires at least Windows 10 Build 19041, Android 8, iOS 17 or macOS 14. The minimum required OS version will rise over time, in order to add features that are supported by newer OS versions only.
