InvoiceX Pro 5

Version: 5.x | License: Shareware

Microsoft Store: InvoiceX Pro 5 is distributed through the Microsoft Store. You typically start with a standard edition with limited functionality and can unlock Pro there. Exact prices, durations, and limits are shown in the Store listing and in the app and may change. This web documentation does not state fixed trial days or invoice caps.

What is InvoiceX Pro 5?

InvoiceX Pro 5 is an invoicing and accounting software for small businesses, self-employed, and small companies. The program helps create invoices, manage customers, calculate VAT, and generate reports. All data is stored locally on your PC.

Features

Create Invoices: Professional invoices with company logo and custom design
Customer Management: Manage addresses, contact details, and payment terms
Article Master: Products and services with prices and descriptions
VAT: Automatic calculation of 19%, 7%, or tax-free
X-Invoice: Electronic invoices in XML format for authorities
Reports: VAT return, customer revenue, article statistics
Dunning: Create reminders for overdue invoices
Letterhead: Custom letterheads with logo and layout
PDF Export: Save invoices as PDF or send by email
Multilingual: German, English, and Spanish available
Data Backup: Automatic database backups

Limitations:

No online banking integration (no HBCI/FinTS)
No automatic bank account reconciliation
No multi-user version in basic package (single station only)
No connection to DATEV or other tax advisor software
Standard vs. Pro scope: see the Microsoft Store and in-app prompts (this page does not list hard-coded limits).

System Requirements

Component	Requirement
Operating System	Windows 10/11 (64-bit) or Windows Server 2019+
RAM	4 GB minimum, 8 GB recommended
Storage	200 MB + data (approx. 1 MB per 100 invoices)
Database	SQLite (integrated, no separate installation needed)
.NET Runtime	.NET 6.0 or higher (included with installation)
Printer	Any Windows printer or PDF printer

Installation

Download and Setup

1 Download ReFiBu5-Setup.exe from the manufacturer website.

2 Run setup as administrator (Right-click > "Run as administrator").

3 Read and accept the license agreement.

4 Select installation folder (Default: C:\Program Files\ReFiBu5).

5 Choose between:

Single Station: Database stored locally (recommended for 1 PC)
Network: Connection to SQL Server (for experienced users only)

6 Enter company name and tax number (can be changed later).

7 Click "Install" and wait for completion.

8 Start InvoiceX Pro 5 via Start menu.

First Start and Setup

1. Enter Company Data

1 Open InvoiceX Pro 5. The setup wizard starts.

2 Go to "Settings" > "Company Data".

3 Enter:

Company name (as registered)
Address (street, house number, ZIP, city)
Tax number or VAT ID
Bank details (IBAN, BIC, bank name)
Managing director or owner
Phone, email, website

4 Click "Save".

2. Upload Company Logo

1 In company data: Click "Upload logo".

2 Select an image file (JPG or PNG, max. 500 KB).

3 Recommended size: 300 DPI, transparent PNG for best quality.

4 Logo appears on all invoices and letters.

3. Set Language

1 Menu "Settings" > "Language".

2 Select: German (DE), English (EN), or Spanish (ES).

3 Restart ReFiBu to apply changes.

Main Features - Step by Step

1. Create New Customer

1 Click on "Customers" in the main menu.

2 Click "New" or press Ctrl+N.

3 Fill in required fields:

Customer number (auto-assigned, can be overwritten)
Company name or name (for individuals)
Street and house number
ZIP and city
Country (default: Germany)

4 Optional fields:

VAT ID (important for EU countries)
Email and phone
Payment terms (e.g., 14 days)
Cash discount (e.g., 2% for payment within 7 days)
Contact person

5 Click "Save". Customer is now in the system.

2. Create Article

1 Menu "Master Data" > "Articles".

2 Click "New Article".

3 Enter:

Article number (unique identifier)
Description (product name)
Details (optional, for internal notes)
Net price (without VAT)
VAT rate (19%, 7%, or 0%)
Unit (piece, hour, kg, meter, etc.)

4 Optional: Enable inventory and enter minimum stock.

5 Click "Save".

3. Create Invoice

1 Click on "Invoices" in the main menu.

2 Click "New Invoice".

3 Select customer from dropdown or enter customer number.

4 Invoice date is automatically set to today (can be changed).

5 Add invoice items:

Click "Add article" or enter article number
Article description and price are automatically filled
Change quantity (default: 1)
Optionally enter discount percentage
For manual entry: Enter description and price

6 Enter optional texts:

Header text (e.g., "Your order from 01/15/2024")
Footer text (e.g., "Please transfer within 14 days")

7 Click "Preview" to check the invoice.

8 Click "Save".

9 Choose:

"Save as draft" (not finalized, can be edited)
"Finalize invoice" (invoice number assigned, no further changes possible)

Important: Finalized invoices cannot be edited. For errors, you must cancel the invoice and create a new one. This is legally required.

4. Create X-Invoice (for Authorities)

1 First create a normal invoice as described above.

2 Make sure the customer has a routing ID entered (for authorities) or an email address.

3 Open the invoice and click "Export" > "X-Invoice (XML)".

4 Select format:

ZUGFeRD 2.1: PDF with embedded XML (recommended)
XML only: Pure XML format

5 ReFiBu automatically checks if all required fields are present.

6 Select save location or "Send by email".

5. Create Reminder

1 Go to "Invoices" > "Open Items".

2 See all invoices not yet paid.

3 Overdue invoices are marked red.

4 Select the overdue invoice.

5 Click "Create reminder".

6 Select reminder level:

1st Reminder (friendly reminder)
2nd Reminder (urgent tone, reminder fee)
3rd Reminder (final request)

7 Adjust reminder text if needed.

8 Click "Save and Print" or "Export PDF".

6. Create VAT Return

1 Menu "Reports" > "VAT".

2 Select period:

Month (for monthly pre-declaration)
Quarter (for quarterly pre-declaration)
Year (for annual declaration)

3 Click "Calculate".

4 Displays:

Taxable revenue at 19% and 7%
Tax-free revenue (e.g., exports)
Input tax from incoming invoices
Total VAT amount
Refund or payment obligation

5 Export as CSV for ELSTER import or print the overview.

Troubleshooting

Problem	Solution
"Database not found"	Check database path in settings. If accidentally deleted: Restore from backup.
X-Invoice rejected	Check: Routing ID entered for customer? Invoice number unique? All required fields filled?
Logo not printed	Logo too large (>500 KB) or wrong format. Use JPG or PNG max. 300 DPI.
VAT calculated incorrectly	Check tax rate in article. For individuals: Check "Show gross price" setting.
Invoice cannot be changed	Finalized invoices are locked. You must cancel and recreate (legally required).
Limited features / license prompt	Check the Microsoft Store for a Pro unlock. Messages in the application override this documentation.

Licensing (Microsoft Store)

Prices, durations, and the exact difference between standard and Pro are maintained in the Microsoft Store and in the app and may change. This site does not replace the Store listing and does not claim fixed trial periods or numeric limits.

Support

Email: [email protected]
Website: www.refibu.de
FAQ: www.refibu.de/faq