Owner
The company's administrator.
- Everything in FacturaNX
- Invites the team and assigns roles
- Sets up the company and the numbering
Who does what
Everyone on the team signs in with a role. The role decides what they see and what they can do, and the server enforces it: a hidden button is never the only protection.
Accountant
Runs billing and receivables.
- Invoices, credit and debit notes, voids
- Payments and reversals
- Reports, receivables and company preferences
- Does not manage the team
Seller/Cashier
Sells and collects day to day.
- Customers and quotes
- Create and issue invoices
- Record payments and hand over receipts
- Does not void, issue notes or reverse payments
- No access to settings or reports
Auditor
Reviews without touching.
- Sees invoices, payments, receipts, receivables and reports
- Cannot create or change anything
Home: how your business is doing today
The first screen answers what every owner asks: how much did I invoice, how much did I get paid, and who owes me.
All roles
- 1
Invoiced and collected, kept apart
«Invoiced» is what you billed; «Collected» is the money that actually came in. They are never the same number and FacturaNX never mixes them.
- 2
What you are owed and what is overdue
The open balance and its overdue part, calculated on the spot from invoices, notes and payments.
- 3
Pick the period
This month, last month, the last 90 days or the year. If you invoice in dollars, switch currency: pesos and dollars are never added together.
- 4
Shortcuts and activity
New invoice, record payment, new quote or new customer in one click, plus the whole team's recent activity.
If your company is new, Home shows three steps to get started: create a customer, create a product or service and issue your first invoice.
Customers
The people and companies you invoice. They are the same customers as in the CRM and NexCom: no need to create them twice.
Owner, Accountant and Seller/Cashier
- 1
Individual or company
Choose the document type (cédula, NIT, foreign ID, passport…) and type the number.
- 2
The NIT and its check digit
Type the NIT without the check digit: FacturaNX calculates it as you type. A wrong check digit is rejected.
- 3
Terms and currency
The customer's payment terms (for example 30 days) are used to calculate the due date of their invoices.
- 4
The account statement
The customer's page shows their invoices, payments, receipts and quotes, and the account statement with a running balance. Download it as a PDF to send to them.
If you try to create a customer that already exists with the same document, FacturaNX takes you to the existing one instead of duplicating it.
Products and services
What you sell, with its price and tax, ready to add to quotes and invoices.
Owner and Accountant create; everyone uses them when invoicing
- 1
Product or service
Name, reference (if you leave it empty one is created: PRD-0001, SRV-0001), unit (hour, unit, month…), price and tax.
- 2
Price with or without VAT
Say whether the price already includes tax. FacturaNX splits base and tax without losing a peso.
- 3
No inventory
The FacturaNX catalog does not move stock. If your business uses NexCom or Bodega inventory, those products also show up when invoicing.
Changing a price never changes an invoice already made: each invoice keeps a copy of the line exactly as it was.
Quotes
Proposals for your customers. A quote is not an invoice and has no tax effect: when the customer accepts, it becomes one.
Owner, Accountant and Seller/Cashier
- 1
Create the quote
Customer, products or services, validity (15 days by default) and terms. It gets its own number: COT-000001.
- 2
Send it
By email with the PDF attached, or mark it as sent if you shared it over WhatsApp or in person.
- 3
Accepted, rejected or expired
Record the customer's answer. If the validity date passes with no answer, it shows as expired on its own; you can reopen it with a new validity.
- 4
Turn it into an invoice
An accepted quote becomes a draft invoice with the same lines. It can only be converted once.
The COT- number belongs to FacturaNX, never to the DIAN.
Invoices
The heart of FacturaNX. Every invoice ALWAYS shows two statuses side by side: the payment status (unpaid, partial, paid, overdue) and the fiscal status.
Owner and Accountant; the Seller/Cashier creates and issues
- 1
Build the draft
Choose the customer (or walk-in customer), add catalog products or type free lines. FacturaNX calculates totals, taxes and withholdings as you type.
- 2
Issue
On issue, the invoice gets its gap-free sequential number (FI-000001) and can no longer be edited. Today it is issued as an internal invoice, marked as such on screen and in the PDF.
- 3
Stamped by another system?
If Siigo, Alegra or another provider issued the invoice, register it with its number: FacturaNX collects and tracks it, but never issues it again.
- 4
Collect, send and download
From the invoice page you record payments, email the invoice and download the PDF.
- 5
Void, only when allowed
Voiding asks for a reason. You cannot void an invoice with payments (reverse the payment first), nor one the DIAN accepted or another system stamped: those are corrected with a credit note.
Drafts can be deleted; issued invoices are never deleted or edited.
Payments
The money you receive and which invoices it was applied to. A payment can be partial, cover several invoices or stay as an advance.
Owner, Accountant and Seller/Cashier; reversing is for Owner and Accountant
- 1
Record the payment
Amount, payment method (cash, transfer, card…), date and reference. From an invoice, the payment arrives with the balance already applied.
- 2
Split it across invoices
One payment from the same customer can go to several invoices. «Pay everything pending» and «Apply from the oldest» do it for you. Never more than an invoice's balance is applied.
- 3
The rest is an advance
If the customer overpays or pays before being invoiced, it stays as an «Unapplied advance» and you apply it later to the right invoice.
- 4
Reverse without deleting
If a transfer bounces or you made a mistake, reverse the payment with a reason: the invoice is pending again and the receipt is voided. The original payment never disappears.
If an invoice is in dollars and the payment in pesos, you state how many dollars it covers: FacturaNX never makes up an exchange rate.
Cash receipts
The proof of every payment, with its own number (RC-000001), the customer, the payment method and the balance left on each invoice.
Owner, Accountant and Seller/Cashier
- 1
One per payment
When you record the payment the receipt is issued automatically (you can untick it). Asking twice returns the same receipt.
- 2
It never changes
The receipt keeps the information exactly as it was that day; downloading it again shows exactly the same thing.
- 3
Print it or send it
Print on an 80 or 58 mm receipt printer or on letter paper, download the PDF or email it.
- 4
Voided, never deleted
If the payment is reversed, the receipt is marked VOID and kept.
A cash receipt is not an electronic invoice nor an equivalent document for the DIAN, and it says so on its face.
Credit and debit notes
An issued invoice is not edited: it is corrected with a note. The note stays linked to its invoice and moves its balance.
Owner and Accountant
- 1
Credit note
For a return, a discount, a price adjustment or a full cancellation. Choose the reason and the amount, or the lines being credited.
- 2
Debit note
To charge interest, expenses or an upward adjustment on an invoice already issued.
- 3
Never more than what is owed
A credit note cannot exceed what is left to pay. If the invoice is already paid, reverse the payment first.
A credit note is not a refund: it lowers what the customer owes. If money has to be returned, that is recorded as a payment reversal.
Receivables and reports
Who owes you, since when, and the reports your accountant asks for, all calculated on the spot.
Owner, Accountant and Auditor
- 1
Receivables aging
Not yet due, 1–30, 31–60, 61–90 and more than 90 days, with detail by customer and by invoice.
- 2
Nine reports
Sales by period, by customer, by product or service and by source; payments by method; accounts receivable; overdue receivables; notes; status of fiscal documents.
- 3
To Excel
Every report downloads as a CSV ready to open in Excel, and prints on letter paper.
Pesos and dollars are never added in one total: each currency has its own section.
Settings
Your company's preferences, the numbering and your team.
Owner (and the Accountant for preferences)
- 1
Preferences
Default currency, payment terms, quote validity and terms, invoice footer and reply-to email.
- 2
Tax details
Legal name, NIT, tax regime and address: the same tax details NexCom and MenuNX use, edited in one place.
- 3
Gap-free numbering
Each document has its prefix and sequence: FI invoices, NC and ND notes, COT quotes, RC receipts, BOR drafts. A number is never skipped or repeated.
- 4
Your team
Invite your accountant, your sellers or an auditor and give them their role.
Every settings change is recorded in the activity.
DIAN electronic invoicing
To be clear: DIAN electronic invoicing is being enabled. Today FacturaNX issues internal invoices, marked as such on screen, in the PDF and in the email.
Owner
- 1
Digital signature certificate
A certificate from an authorised entity (Certicámara, GSE, Andes…) in your company's name.
- 2
Software registered with the DIAN
Registering the invoicing software on the DIAN enablement portal.
- 3
Numbering resolutions
The numbering ranges the DIAN authorises for your electronic invoices.
- 4
Test set
The test invoices the DIAN must accept before going live.
Meanwhile, if you already e-invoice with Siigo, Alegra or another provider, register those invoices here with their number to collect them and keep your receivables in FacturaNX.
The non-negotiable rules
This is how FacturaNX always works, so your numbers add up and nobody can dress them up.
- The sale, the invoice and the receipt are three different things
Invoiced is not the same as collected. Each has its own record and its own status.
- Two statuses, always visible
The payment status is calculated from payments and notes; it is never changed by hand. The fiscal status is shown separately.
- What is issued is not edited
An issued invoice is corrected with notes; a payment, with a reversal that keeps the original.
- Gap-free numbers
Each sequence is unique and continuous per document type.
- The server calculates the totals
Taxes and rounding follow the same rules across the whole platform: pesos have no cents and base plus tax always equals the total.
- Different currencies are never added together
And no exchange rate is ever made up.
Frequently asked questions
Is this electronic invoicing already?
Not yet. DIAN electronic invoicing is being enabled; today FacturaNX issues internal invoices, clearly marked. If you already e-invoice with another provider, you can register those invoices here to collect them.
What if I make a mistake on an invoice?
If it is still a draft, edit or delete it. If you already issued it, correct it with a credit or debit note; if it has no payments and is not an invoice accepted by the DIAN, you can also void it with a reason.
Can I invoice and collect in dollars?
Yes. Each invoice has its currency and, if it is in dollars, its exchange rate. Reports and receivables show each currency separately.
A customer paid me in advance. How do I record it?
Record the payment without applying it to any invoice: it stays as an advance. When you issue the invoice, apply the advance from the payment.
Can one payment cover several invoices?
Yes, as long as they belong to the same customer. You split it across their invoices and each balance goes down.
How do I send a customer their account statement?
In Customers, open the customer, go to «Account statement», choose the period and download the PDF.
Are my NexCom, MenuNX or ShopNX customers here?
Yes: customers are the same records across the platform. Having MenuNX and ShopNX sales arrive in FacturaNX on their own is the next step.
Can I print receipts on my receipt printer?
Yes, on 80 or 58 mm, or on letter paper.
How much does it cost?
Write to us and we will tell you the plan that best fits your company.