Invoicing in Zooza — Overview
Zooza tracks payments and can generate invoices for course registrations and product purchases. Every account comes with built-in invoicing — no setup required to get started. If you use your own accounting system, you can connect it as an invoice engine and invoices will appear there automatically.
How invoicing works
When a payment is recorded in Zooza, the following happens:
- Zooza collects all payment data (who paid, how much, for what, billing period).
- The data is sent to the connected invoice engine (built-in by default).
- The engine assigns an official invoice number and generates a PDF.
- Zooza stores the PDF and sends it to the client by email (if notifications are enabled).
An invoice engine is the invoicing or accounting service where the actual invoice document is created. Zooza handles the data; the engine handles the document.
Built-in invoicing (no setup needed)
Every Zooza account includes built-in invoicing — it works immediately with no credentials or third-party account required.
There are currently two built-in engines:
- Faktury Online — the current default. Works everywhere, no configuration needed.
- Zooza Invoice (beta) — Zooza's own fully internal engine, being rolled out gradually. Adds QR payment codes, invoice templates, and payment status tracking on top of the standard features.
What you do need to configure for either built-in engine:
- Your Invoice Profile (company name, address, tax IDs, IBAN) — this is the "From" section on every invoice.
See Billing and invoicing for how to set up your Invoice Profile.
Connecting your own accounting system
If you want invoices to appear directly in your accounting or ERP system, go to Settings → Billing → Invoice Settings (or open /#settings/invoice_profiles) and select your engine.
The engines available to you depend on your country and account configuration.
- Fakturoid — CZ / SK
- ABRA Flexi — CZ / SK
- Xero — International
- Számlázz.hu — Hungary
- SmartBill — Romania
- Oblio — Romania
Engine comparison
| Engine | Region | Setup | Multi-line | Credit notes | Account codes |
|---|---|---|---|---|---|
| Faktury Online (default) | All | Automatic | No | No | No |
| Zooza Invoice (beta) | All | Built-in | Yes | No | No |
| Fakturoid | CZ / SK | OAuth | Yes | No | No |
| ABRA Flexi | CZ / SK | API key | Yes | No | Yes |
| Xero | International | OAuth | Yes | Yes | Yes |
| Számlázz.hu | Hungary | API token | Yes | Yes | No |
| SmartBill | Romania | API token | Yes | No | No |
| Oblio | Romania | API token | Yes | No | No |
Multi-line — invoice shows separate line items (course payment, fees, discounts) instead of one total.
Credit notes — engine can issue a correction invoice document directly from Zooza.
Account codes — each invoice line maps to a code in your chart of accounts.
Zooza Invoice (beta)
Zooza Invoice is Zooza's own fully internal invoicing engine — no third-party connection, no credentials to manage.
In addition to the standard invoice features available on other engines, Zooza Invoice adds three capabilities no other engine has:
| Feature | What it does |
|---|---|
| Invoice templates | Customise the look and layout of invoices using built-in templates. |
| QR payment code | Every invoice includes a QR code clients can scan to initiate a bank transfer directly in their banking app. |
| Payment status tracking | Zooza tracks whether the invoice has been paid and reflects this in the invoices list. |
Availability: Zooza Invoice (beta) is being rolled out to accounts gradually. If it does not appear in your Settings, contact support.
Exporting invoices to your accounting software
If you use accounting software that does not have a live connection but can import data (e.g. Pohoda, Omega, SAP, MRP), you can export invoice data as a file and import it manually.
Go to Settings → Integrations to see which accounting export formats are available for your region.
See Integrations for the full list.
Invoice Profiles
An Invoice Profile is the "From" section on the invoice — your company name, address, tax IDs, and IBAN.
- Every company has a default profile used unless you override it.
- You can create multiple profiles (e.g. different billing entities or bank accounts).
- Profiles can be assigned per course — if none is set on the course, the company default is used.
- For products, the company default profile is always used (no per-product assignment).
Go to Billing and invoicing to manage profiles.
Generating invoices
Invoices can be generated in two ways:
Automatic — Zooza generates an invoice every time a payment is recorded. Enable this under Settings → Billing → Automatic invoice generation.
Manual — Open any booking, go to the Payments tile, and click Generate invoice. Works even when automatic generation is off.
A single booking can have multiple invoices over time (e.g. one per instalment). Each invoice covers a billing period — from the day after the previous invoice ended, to the current date.
See Billing and invoicing for the full workflow.
Multi-line invoices
By default, Zooza generates a single-line invoice — one line item showing the total amount.
Multi-line invoices show an itemised breakdown: course payment, registration fee, discount, credit — each as a separate line. This is available on all engines except Faktury Online (the current default). To use multi-line invoicing with the built-in option, switch to Zooza Invoice (beta) or connect an external accounting system.
Multi-line activates automatically when you configure transaction type mappings in the Invoice Settings. No mappings = single-line (default behaviour, nothing changes).
See Multi-line invoices for how to set this up.
What Zooza doesn't do
| Topic | What to expect |
|---|---|
| Credit notes / correction invoices | Most engines do not support credit notes from within Zooza. Xero and Számlázz.hu can generate credit notes. For all other engines, issue corrections directly in your accounting system. |
| Editing invoices after creation | You can edit the period, date, and description on invoices generated by Faktury Online. For external systems, edit the invoice there — changes do not sync back to Zooza. Zooza Invoice (beta) does not currently support post-generation editing. |
| Invoice deletion | Invoices cannot be deleted in Zooza. Void or cancel them in your accounting system if needed. |
| PDF for Xero invoices | Zooza links to the invoice in Xero but does not store a local PDF copy. |
| Payment sync for most engines | Only Xero (full), Fakturoid (partial), and Számlázz.hu (partial) sync payments back to the external system. Other engines track payments in Zooza only. |
Your accounting system isn't listed?
If your system isn't supported yet, contact us — we can discuss adding an integration. Reach out via the in-app chat or your account manager.
Related
- Billing and invoicing — Invoice Profiles, IBAN, auto/manual generation
- Invoice buyer data — managing orderer details and regenerating invoices
- Invoices list — browsing and downloading invoices
- Multi-line invoices — itemised invoice breakdown
- Integrations — accounting export formats (Pohoda, Omega, SAP)
- Payments and Billing FAQ — common questions