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Electricians

Invoicing a call-out as an electrician

A faulty socket, an RCD that keeps tripping or an outside light needing replacement: small call-outs lose their value if they require another half-hour of admin in the evening. Invoice while you are still with the customer.

Why small call-outs go uninvoiced

After an hour's repair, you head to the next customer with a note on paper or your phone, intending to invoice that evening. A week and ten notes later, you cannot remember whether a job took twenty minutes or an hour. Forgotten travel charges, unrecorded materials from your van and late invoices cost money. By then, customers may have forgotten the visit, and payment takes longer.

Most call-outs involve just three elements: time, travel and materials. Save these as products and you can invoice faster than writing a note.

In ProFactuur

How to do it, step by step

  1. 1

    Prepare your standard items

    Create products for your hourly rate, fixed travel charge and common materials, such as sockets, switches or RCDs. Their prices and VAT rates are then preset.

  2. 2

    Create the invoice on site

    Open ProFactuur in your phone's browser, select or quickly create the customer and add your products. Hours can be decimal values, such as 1.25 hours.

  3. 3

    Take payment immediately

    Finalise the invoice and show the payment QR code. The customer scans it with their banking app, with the correct payment reference already included. Alternatively, send the invoice by email or, for a business, through Peppol.

  4. 4

    Keep a draft if needed

    There is no separate job sheet. If you prefer not to finish on site, leave the invoice as a draft. Drafts have no number yet, so they do not create gaps in your numbering sequence.

Example

Example: repair in a recently built home

An electrician repairs a faulty circuit and replaces two sockets for a private customer. The home is less than ten years old, so 21% VAT applies.

Travel, 1 fixed charge€35.00
Labour, 1.5 hours at €58.00€87.00
Earthed socket, 2 units at €9.50€19.00
Total excluding VAT€141.00
VAT at 21%€29.61
Total payable€170.61

The customer pays on site using the payment QR code. For homes over ten years old, check the page on 6% renovation VAT for the rate that may apply. For a business filing periodic VAT returns, invoice without VAT under reverse charge: Reverse charge: €0.00. Read the reverse charge page for the conditions.

Agreeing hourly rates and travel charges

Publish your hourly rate and travel charge on your website or in your terms and conditions. Explain your charging method by phone, for example per started quarter-hour with a fixed travel charge, so the invoice is no surprise.

For regular customers, such as shops or property managers, their details are already saved. The customer record shows earlier invoices, payments and notes in one timeline, helping you review the previous visit. Add unlisted materials as a new line with a description and price, then save them as products in a pop-up without leaving the invoice.

Frequently asked questions

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