Zircon CRM / Finance & invoicing
Runs in the browser · HU / EN / DEInvoicing software that follows every invoice until it is paid
In Zircon CRM, an invoice does not end when you send it: you see whether it was opened, the system reminds the customer before the due date, chases after it, and updates the status when a payment comes in. It also handles recurring invoices, project hours and rebillable expenses. For Hungarian companies, the official invoice reported to the tax authority is issued through the built-in Számlázz.hu integration.
Recurring and scheduled invoicesAutomatic payment remindersOfficial invoice via Számlázz.hu
In short
What does invoicing look like in Zircon CRM?
Invoicing software creates, sends and tracks invoices until they are paid. Zircon CRM covers the whole path: lines, taxes and currency, numbering, sending by e-mail, recording payments, and reminders before and after the due date. Invoices can come from an estimate, project hours, an expense or a recurring schedule. For Hungarian companies, the official invoice is issued through the Számlázz.hu integration. Built for finance teams and owners.
Sound familiar?
The invoice went out. The money hasn't come in.
If two of these ring true, your invoicing follow-up is still manual work.
- 01
A spreadsheet tells you who owes what
At month end someone goes through the bank statement and ticks off paid invoices in a spreadsheet. Only then can anyone say how much is overdue.
- 02
The reminder never gets sent
Chasing feels awkward, so nobody writes to the customer about the overdue invoice. Six weeks later it turns out they simply forgot.
- 03
Hours worked that never reach an invoice
The hours logged on the project live in another tool. Someone adds them up by hand when putting the invoice together, and something always gets left out.
- 04
The same monthly invoice, again and again
At the start of every month someone recreates the same retainer invoice with a new date. If it is skipped one month, nobody notices.
What it does
Invoicing software with tracking and reminders built in.
You create an invoice from scratch, from an estimate, from a project or on a recurring schedule, and handle it the same way every time.
An invoice with the customer's details
Choosing the customer loads their billing and shipping address, their currency, and their billable tasks and expenses that are not invoiced yet. Lines carry quantity, unit, rate and one or more taxes, with a discount and an adjustment at the bottom.
Tasks, hours and expenses on the invoice
You add billable tasks and expenses from a list. A project can be invoiced in three layouts: a single line, one line per task, or every timesheet entry on its own line. A billed task is linked to its invoice line and marked as billed.
Recurring invoices
Any invoice can recur: every 1–12 months or on a custom cycle of days, weeks, months or years, for a set number of cycles or indefinitely. A system setting decides whether each new invoice goes out straight away, waits as unpaid or waits as a draft.
Scheduled sending and tracking
You e-mail an invoice now or at a set time, with the PDF and, if you like, an account statement. You see whether the customer opened the e-mail, and when and from which IP address they viewed the invoice.
Due reminders and overdue notices
A reminder goes out a set number of days before the due date, an overdue notice after it, and then again at your chosen interval until the invoice is paid. You can pause reminders on a single invoice, for example when a payment plan is agreed.
Status that follows payments
Unpaid, Partially Paid, Paid and Overdue update from payments and applied credits, and the daily run sets Overdue. A partially paid invoice past its due date still receives overdue notices.
Receivables at a glance
Above the invoice list you see outstanding, overdue and paid amounts per currency and year, plus the number of invoices per status. Filters can be saved and shared with colleagues.
The invoice as your customer sees it
The customer opens the invoice on its own link: they see the lines, payments and the amount due, download the PDF and, if you allow it, pay online. A payment receipt PDF is available for every payment.
How it works
One invoice, from sending to payment.
- 01
An invoice for the customer
You choose the customer, add lines and two billable tasks, then save and send. The invoice gets the next number, and the customer's contacts receive it with the PDF.
- 02
The official invoice in Számlázz.hu
As a Hungarian company, you issue the invoice in Számlázz.hu from the invoice's menu, or tick the upload box and the next sync issues it. The official number and PDF come back to the Zircon CRM invoice.
- 03
Reminder, then payment
Three days before the due date the customer gets a reminder. They pay online on the invoice page, the payment is recorded and the invoice becomes Paid.
- 04
A notice if it is late
Once the due date passes, the invoice moves to Overdue, and an overdue notice goes out on the day you set, repeated at your chosen interval.
Control
Who sees invoices, and what stays traceable.
Own or all invoices
Without global view permission, staff see their own invoices, and with one setting also those where they are the sales agent. Payments, credit notes and bulk PDF downloads have their own permissions.
Numbers without gaps
A draft does not use up a number; it gets one when it is sent or marked as sent. If sending fails, the number is released, and duplicate numbers within a year are blocked.
Activity log
Every edit, status change, send, reminder and payment is written to the invoice's activity log. Administrators can delete individual entries.
Works with
Where invoice lines come from, and where the money goes.
- Számlázz.hu integrationa Zircon CRM invoice becomes an official invoice reported to NAV, and the number and PDF come back.
- Online paymentsthe customer pays on the invoice page through the gateways you allow, and the payment is recorded on the invoice.
- Credit notesa credit note is created from an invoice, and open credit is applied to unpaid invoices.
- Estimatesan accepted estimate becomes an invoice, by hand or automatically on acceptance.
- Time tracking and timesheetshours logged on a project reach the invoice per task or per timesheet entry.
- Expensesa rebillable expense becomes an invoice line and stays linked to the invoice.
Honestly
Good to know before you start.
A Zircon CRM invoice on its own is not reported to the Hungarian tax authority (NAV). The official invoice is issued by the Számlázz.hu integration, which needs a Számlázz.hu account and a Számla Agent key; there is no test mode, so every issued invoice is real.
Automatically created invoices (accepted estimate, recurring invoice, Stripe cycle, renewal invoice, recurring expense) are not issued in Számlázz.hu by themselves: issue them by hand or tick the upload box. The customer's e-mail carries the Zircon CRM PDF with the internal number.
Payments recorded in Zircon CRM, online payments included, are not sent to Számlázz.hu. Record payments and reversals in Számlázz.hu, and the sync brings them back.
The Számlázz.hu integration does not issue invoices with a discount, an adjustment or more than one tax per line. Add the discount as a separate line instead.
Reminders, recurring invoices and scheduled sending rely on the scheduled job (cron) on the server, once a day at the hour you set. SMS needs a Twilio or Clickatell account.
Before you write
Fair questions. Straight answers.
- 01
Does Zircon CRM issue official invoices reported to NAV?
A Zircon CRM invoice on its own is not reported to NAV. The official invoice is issued by the built-in Számlázz.hu integration in your own Számlázz.hu account, one at a time or, for invoices ticked for upload, on the next sync. The official number and PDF come back to the Zircon CRM invoice and to the customer portal.
- 02
How does Zircon CRM send overdue notices?
The scheduled job on the server checks invoices once a day. A set number of days after the due date it sends a notice with the PDF to the contacts who receive invoice e-mails, and repeats it at your chosen interval until the invoice is paid. Paid and draft invoices never get a notice.
- 03
Can I bill a monthly retainer automatically?
Yes. In Zircon CRM you set the invoice to recur monthly, for a set number of cycles or indefinitely. A system setting decides whether each new invoice goes out straight away or waits as unpaid or as a draft. The official Hungarian copy of each one still has to be issued through the Számlázz.hu integration.
- 04
Do hours logged on a project end up on the invoice?
Yes. On an invoice built from a project, Zircon CRM brings in the hours as a single line, one line per task or one line per timesheet entry, at the project or task rate. A billed task is marked as billed, so it does not appear in the list again.
- 05
What does the customer see when they open an invoice?
On the Zircon CRM invoice page they see the lines, the payments so far, applied credits and the amount due. They can download the PDF and payment receipts and pay online through the gateways allowed on the invoice. You can require a customer portal sign-in before the invoice opens.
Let's talk.
The first call costs nothing
A human replies — not a bot
Bring an invoice you issue every month and your current list of open invoices. In the demo we show you how it becomes a recurring invoice with reminders, and how the official copy gets to Számlázz.hu.
- hello@zircon.hu
- Phone
- +36 30 487 7979
- Hours
- Weekdays 9–17
- Support
- support@zircon.hu (existing clients)