Guide: Get to know your main invoicing documents

Are you finding the maze of different document names confusing? Don’t worry. To manage your business with confidence in 2026, it is essential to distinguish between each of them.

Here is a clear summary of what they are and what they are used for in your daily business life:

Sales and billing documents

• Invoice (Fatura): Registers the sale of goods or services. It is used when there is no immediate payment. To mark it as paid, you will need to issue a Receipt later. There is no limit to the value.
• Simplified Invoice (Fatura Simplificada): A sales document that is settled (paid) immediately. It has value limits: up to €1,000 for retailers and street vendors, and up to €100 for all other activities.
• Invoice-Receipt (Fatura-Recibo): The "two-in-one". It is ideal for immediate payments, as it assumes the value was received at the time of issue. Unlike the simplified version, there is no limit to the value.

Correction and payment documents

• Credit Note (Nota de Crédito): The only legal document for rectifying or cancelling invoices (totally or partially). You must never delete an invoice; you should issue a Credit Note to balance the accounts.
• Receipt (Recibo): The document that proves an Invoice has been settled. It is essential for controlling your cash flow.

Logistics and support documents

• Transport Document (Guia de Transporte): Mandatory to accompany the movement of goods.
• Quote (Orçamento): A cost estimate for the client. It has no fiscal value, but in Moloni ON, you can convert it into an invoice with just one click as soon as the client accepts it.
• Order Note (Nota de Encomenda): A management support document for registering requests before moving to the billing phase.

Manage your documents stress-free with Moloni ON

Regardless of the document, at Moloni ON, we ensure everything complies with the latest legislation. Our online invoicing and management software helps you choose the right document for every situation, avoiding errors and fines.